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HVAC invoice template

An HVAC invoice has to make sense to a customer who never saw the inside of the unit. Name the equipment, say what failed, and bill the diagnostic, labor, parts and refrigerant on separate lines.

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HVAC invoice · example

FromNorthstar Heating & Air
ToTeresa Nguyen
CurrencyUSD
DescriptionQtyPriceAmount
Diagnostic service call, 5 October: AC running but not cooling1$89.00$89.00
Labor: replace capacitor, electronic leak search, repair flare fitting at service valve1.5$125.00$187.50
Dual-run capacitor 45/5 µF1$65.00$65.00
Refrigerant R-410A added, per pound3$85.00$255.00
Total$596.50

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How to use the HVAC invoice

  1. Record the customer, the address and the equipment make, model and serial number.
  2. Bill the diagnostic or service call, then labor time.
  3. List parts, and refrigerant by type and pounds added.
  4. Note readings, findings and the warranty, then save and issue.

Equipment and findings to record

  • System type: split AC, heat pump, furnace, boiler or packaged unit
  • Make, model and serial number of the unit worked on
  • Refrigerant type and pounds recovered or added
  • Readings taken, such as pressures, temperatures and amp draw
  • The fault found and the repair made
  • Recommendations the customer declined, dated
  • Technician name and certification

Refrigerant changes to explain to customers

Under the EPA's AIM Act rules, new residential air conditioners and heat pumps are moving from R-410A to lower-GWP refrigerants such as R-454B and R-32. Existing R-410A systems can still be serviced, but the refrigerant gets dearer as supply falls. Naming the refrigerant on the invoice helps customers follow repair-or-replace advice.

Questions

Why bill refrigerant by the pound?

Because the amount varies with the leak and the system size, and some refrigerants cost much more as they are phased down. Showing pounds added and the price per pound lets the customer see what they paid for.

Who is allowed to add refrigerant?

Technicians who handle refrigerant in stationary air conditioning and refrigeration equipment need EPA Section 608 certification. Putting the technician's name on the invoice keeps a record of who did the work.

Should the diagnostic fee be credited against the repair?

Many companies waive or credit it if the customer goes ahead with the repair. If you do, show the fee and the credit, so the customer sees the policy applied.

How do maintenance agreements fit on an invoice?

Bill the agreement as its own line, yearly or monthly, and show any member discount on repairs as a separate amount so it is visible.

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