Billing for Work: Tips for Creating an HVAC Invoice

hvac technician writing invoice

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One of the biggest parts of working as an HVAC technician is billing for HVAC services. An HVAC invoice is an itemized bill for the equipment and services you provided.

But it can be much more than that: an opportunity to track HVAC system efficiency and performance, offer incentives for future repair work or even secure customer loyalty through a service contract.

Follow these best practices to get the most out of your HVAC invoicing process.

The Basics of an HVAC Invoice

Understanding what a standard invoice should cover can help you spot opportunities to improve on it. Below is a look at the basic information an HVAC invoice should include:[1]

Information Type Details
Company Information
  • Company name
  • Logo
  • Address
  • Telephone number
  • Website URL
  • License Number
Customer Information
  • Customer’s Name
  • Address Home
  • Cell Phone Number
  • HVAC unit make
  • Model and serial number
  • Notes on parts that may need to be repaired or replaced soon

List parts needed for the job:

  • Item description
  • Quantity
  • Item price
  • Total costs
  • Section for detailed service description
  • Charge for service(s)
  • Charge for labor
  • Recommendations for future service
  • Detail the warranty length on parts
  • Labor and equipment
Customer Service Consent
  • A statement confirming the customer is satisfied with the work and understands the payment agreement
  • A Line for the customer’s signature
Total Cost
  • A list of charges and the total bill for equipment and services
Payment Type
  • Check boxes for cash, check and credit card

Billing Transparency

The importance of a detailed invoice cannot be overstated. One of customers’ most common complaints about businesses is a lack of transparency, especially when it comes to billing.

Start each service call by being up front about the cost of labor and equipment. Make sure your invoice describes what was discussed and reflects any agreements made. The more specific, the better.[2]

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Maximizing Business Potential With Your HVAC Invoice


Since you’re already discussing services and fees when you invoice a customer, why not expand the conversation to include additional work, future offers and even a service contract?

Mobile Quoting

It’s not uncommon for HVAC technicians to spot more system issues while they’re inspecting equipment. With mobile quoting software, techs can not only bring these additional needed repairs to customers’ attention but also quote them for the work. Oftentimes, customers are more likely to authorize extra work when they know the price up front.[3]

Incentivize the Next Service Call

If you’ve done a great job the first time around, why not make the decision to call you for the next repair or seasonal HVAC maintenance even easier for your customers?

Include a coupon or promotion with your invoice. Follow up with an email to remind customers of the offer.

Highlight Service Contract Benefits

Add a section to your invoice detailing the benefits of your service contract and a spot for customers to sign up. Create a seamless link between the repair work done that day and service needed in the future.[4]

Foster Customer Trust and Loyalty

Offering customers a detailed invoice that adheres to verbal agreements about the equipment and services to be rendered—as well as the price—can help build trust.

An invoice can also provide a chance to offer customers additional services and contracts, thereby extending the business relationship and fostering customer loyalty.

Improve the customer experience and advance your HVAC business goals with important HVAC customer service tips.

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