Free tool · no signup
Free HVAC invoice generator
Create an HVAC invoice free with the lines a heating and cooling job usually needs already on the page: "Diagnostic visit", "Labor (hours)", "Parts (compressor, capacitor, filter)", "Refrigerant (lbs)" and "Maintenance plan". Amounts are left blank for you to fill in, the notes carry standard HVAC terms (diagnostic fee credited to the repair, one-year parts and labor warranty), and the PDF downloads instantly with no signup.
Last updated August 2026 · Maintained by the Invoice My Clients team.
Is this HVAC invoice generator really free?
Yes. You can build an HVAC invoice and download a professional PDF without paying or signing up, as many times as you like. The free download carries a small footer mark; a free account removes it and keeps every service call, part and maintenance visit on the customer’s record for the next callout.
| Capability | Free, no account | Free account |
|---|---|---|
| Build invoice with live preview | ||
| Unlimited line items & per-item tax | ||
| 12 currencies, locale formatting | ||
| Download PDF | Yes (small footer mark) | Yes (clean, unbranded) |
| Save & revisit documents | ||
| Email the invoice to your client | ||
| Get paid online | ||
| Recurring invoices & retainers |
How to make an HVAC invoice in under a minute
Fill in the form, watch the live preview, and download or save. Here is the full walkthrough.
- 01Add your company name, address, phone and contractor licence number, then the customer’s name and the service address (which is not always the billing address). Note the unit make, model and serial number in the notes.
- 02Fill in the pre-listed lines. "Diagnostic visit" is a flat fee; "Labor (hours)" takes your hours and hourly rate; "Parts (compressor, capacitor, filter)" and "Refrigerant (lbs)" take the quantity and price of what you actually installed or charged. Delete any line you did not use.
- 03If the customer is on a service agreement, use the "Maintenance plan" line for the plan fee or note the plan discount instead. Add extra lines for after-hours callout, crane or lift hire, or a permit if one was pulled.
- 04Untick taxable on lines that are not taxed where you work (labor is untaxed in many places, parts usually are; check your local rules), set the invoice number, date and due date, and upload your logo.
- 05Read the pre-filled terms in the notes, adjust the warranty or diagnostic-fee wording to match what you told the customer, add how to pay, then click Download free PDF.
The line items above are listed with no amounts on purpose: type your own quantities and rates so nothing is assumed. The notes start with "Payment due on completion. Diagnostic fee credited toward approved repairs. Parts and labor warranted for one year." Edit that if your terms differ. Refrigerant is tracked by weight, so record the pounds added on the line and keep your recovery and charging log with the invoice; it is what an inspector or a warranty claim will ask for.
What should an HVAC invoice include?
An HVAC invoice does two jobs: it gets you paid and it becomes the service history for the equipment. Include the following so it holds up for the customer, the manufacturer’s warranty and any inspector.
- Your company name, address, phone and contractor licence or registration number
- The customer’s name, the billing address and the service address if different
- Equipment details: make, model and serial number of the unit you worked on
- The diagnostic or service call fee as its own line, with a note if it is credited against the repair
- Labor as hours times your rate, or as a flat-rate repair with the task named
- Each part installed, with its name and part number, and the refrigerant type and pounds added
- The maintenance plan fee or discount, if the customer is on a plan
- A separate line for tax, with parts and labor taxed correctly for your area
- Warranty terms for the parts and the labor, and any manufacturer warranty registration you completed
- Payment terms, the total due and how to pay
Taxes, VAT, GST, and multiple currencies
You can mark each line item taxable or not and set the rate, so a single invoice can mix taxed and untaxed items. This per-item control is something many simple tools cannot do, where one document is limited to one tax rate.
Documents render in 12 currencies with locale-correct formatting: USD, EUR, GBP, CAD, AUD, JPY, INR, PKR, MXN, NZD, ZAR, and SGD. That covers VAT in the EU and UK, GST in India, Australia and Canada, and US sales tax. Need detailed tax handling across your whole workflow? See the tax feature.
Do more with a free account
Invoice My Clients keeps every unit’s service history under the customer, sends maintenance plan invoices automatically on the renewal date, takes card, Apple Pay and bank transfer payments on the spot or from the customer’s phone, and chases the ones that go past due.
- Recurring invoices for maintenance plans
- Get paid online after the service call
- Create a free Invoice My Clients account
Features
Unlimited line items
Add as many items as you need with per-item taxable control.
Your logo, your brand
Upload a logo and it appears on the document and the PDF.
Live totals
Subtotal, discount, and tax recalculate instantly.
12 currencies
Locale-correct formatting for every supported currency.
No signup to download
Build and download a PDF without creating an account.
HVAC lines and terms pre-set
"Diagnostic visit", "Labor (hours)", "Parts (compressor, capacitor, filter)", "Refrigerant (lbs)" and "Maintenance plan" are already listed with no amounts, and the notes open with "Payment due on completion. Diagnostic fee credited toward approved repairs. Parts and labor warranted for one year."
Frequently asked questions
What should an HVAC invoice include?
Your company details and licence number, the customer and service address, the make, model and serial number of the unit, then each charge on its own line: the diagnostic visit, labor as hours or a flat-rate task, every part by name and number, refrigerant by type and pounds, and any plan fee or discount. Finish with tax, the warranty on parts and labor, and payment terms. This page pre-lists "Diagnostic visit", "Labor (hours)", "Parts (compressor, capacitor, filter)", "Refrigerant (lbs)" and "Maintenance plan" with no amounts so you only type what applies.
Should I charge a diagnostic fee, and does it come off the repair?
Most HVAC companies charge a diagnostic or trip fee that covers getting to the site and finding the fault, and many credit it toward the repair if the customer approves the work on the spot. Either policy is fine; the mistake is not saying which one you use. The pre-filled notes read "Payment due on completion. Diagnostic fee credited toward approved repairs. Parts and labor warranted for one year." Change the middle sentence if you do not credit the fee, and show the credit as a negative line or a discount so the customer sees it.
How do I invoice refrigerant?
By weight. List the refrigerant type (R-410A, R-32, R-454B and so on) and the pounds added on the "Refrigerant (lbs)" line, priced per pound, and keep the leak-check and recovery record with the job. Refrigerant handling is regulated in most countries, so only certified technicians should be charging for it and the paperwork matters; check your local rules on what you must log and for how long.
How do I bill a maintenance plan?
Two common ways. Bill the plan itself, monthly or annually, on the "Maintenance plan" line with the start and end date in the description, and then invoice each tune-up at zero or at the plan rate. Or bill each visit in full and show the plan discount as a percentage discount on the invoice. Either way, name the plan and its dates on every invoice so the customer sees what they are getting. A free account can send the plan invoice automatically on the renewal date.
Is my client data safe?
Yes. Everything you type stays in your browser. Nothing is uploaded or stored on our servers unless you create an account and save the document yourself. See our privacy policy for details.
What currencies are supported?
USD, EUR, GBP, CAD, AUD, JPY, INR, PKR, MXN, NZD, ZAR, and SGD, each formatted correctly for its locale.
Do I need to install anything?
No. Everything runs in your browser. There is nothing to download or install.
What happens when I create an account?
Your invoice is carried straight into your new Invoice My Clients account. Your invoice arrives ready, PDF generated, so you can send it and get paid online. From there you can edit it, send it, track payment, and get paid online.
Does it remember my business details?
Yes. Your own business details, logo, currency, and payment information are saved on your device (in your browser, never on our servers) so you do not re-enter them next time, and your invoice number auto-increments from the last one you used. Client details, line items, and amounts are never saved. You can clear everything any time with the "Clear saved details" link above the form.
Is there a Spanish version?
Yes. The same invoice generator is available in Spanish, with the document, the labels and the PDF in Spanish, at the "Español" link in the header.
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