HVAC invoice template
An invoice for a service call, a repair or an install: the diagnosis, labour, parts and refrigerant on their own lines, the tax where you work, and how to pay.
Help and background Back to the tool
HVAC · Invoice
What goes on an HVAC invoice
The tool above opens on a made-up HVAC invoice, so you can see the finished paper before you put in your own. Every name and price in the example is made up.
Start yours-
The diagnosis on its own line
A customer who says no to the repair still sees what the visit was for.
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Parts with what they are
Part names and model numbers, so the customer and the next tech know what went in.
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Refrigerant by the amount
Refrigerant added on its own line with how much, the way you log it.
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When it's due, and what late costs
The due date, the ways to pay, and any interest agreed before the work, so a late bill has something to point to.
The papers of one HVAC job
Each one hands what it knows to the next: the rate prices the estimate, the estimate becomes the invoice, and the unit on the invoice goes on the warranty and into the plan. A plan's visit that finds work starts the next estimate.
- 1 Hourly rate
- 2 Estimate
- 3 Invoice You're here
- 4 Warranty certificate Next
- 5 Maintenance plan
Do plumbing too? Plumbing invoice template
Every rule an estimate or a sale at the door has to follow, side by side by place: the trades page
How it works
- 1 Say who it's for, the date and when it's due. Pick English, French or both for the printed page.
- 2 Add what you did or sold, line by line. The tax for your province goes on by itself, and a deposit or earlier payment comes off the balance. Saved an estimate here? Bill its lines in one go.
- 3 Say how you get paid: an e-Transfer email, cheques, cash or a link. Add a monthly interest rate if your customer agreed to one, and the invoice shows the yearly rate too.
- 4 Print it or copy it into an email. When they pay, mark it paid and print the receipt. If they don't, the reminders are written and dated.
Free, with no account. Everything is worked out on this page: the amounts and the payments are never sent to us, put in a link or saved, and the customer isn't either unless you sign in and keep them in your customers. They're kept in your account for you only, never in a link, a log or an AI prompt. Remember keeps only your business details, how you get paid and your lines, on this device, and only while it's on.
Good to know
- Can I charge interest when they pay late?
- Yes, if your customer agreed to it, best in your quote or contract before the work (verify). A rate given by the month has to show the yearly rate as well; without it, the Interest Act holds you to 5% a year. That's why the invoice prints both. Anything over 35% a year is Canada's criminal interest rate, and the tool warns you well before that.
- What does a business customer need to claim the tax back?
- A business that pays you GST/HST gets it back as an input tax credit, but only with an invoice that shows enough. At $100 it needs your GST/HST number; at $500, their name, the terms and what each line is. The panel checks this as you go, following the Input Tax Credit Information Regulations.
- Should my bank details go on it?
- No need. Give the email or phone number you get Interac e-Transfers at, and turn on Autodeposit so there's no security question to share. If something that looks like an account number goes in that box, the tool says so.
- Construction or renovation work in Ontario?
- Tick the box and the invoice becomes a “proper invoice” under Ontario's Construction Act: the period it covers, the contract, and who to pay with a title, phone and mailing address. The owner then has 28 days to pay, or 14 to give a notice of non-payment. Holdback isn't worked out here.
- How long do I keep invoices?
- Keep a copy of every invoice and receipt for six years after the tax year they belong to (verify), and number them in order so a missing one stands out. “New invoice” numbers the next one for you. CRA's guide for GST/HST registrants covers what to keep.
- Is this legal advice?
- Guidance, not legal advice. It follows the federal GST/HST, interest and criminal rate rules, and Ontario's Construction Act, as checked in October 2026. For a contract dispute or a large unpaid bill, talk to a lawyer or your accountant.
Where it fits in a trade
Getting paid Bill the estimate's lines, give a receipt with the tax right, and know what a card tap costs you.
Its work comes from
- Estimate & quote builder The job, signed in (or a remembered estimate's lines), priced as quoted Works now
- Change order slip The job, with its signed changes to bill Works now
- Billable hours log The job, with the hours not billed yet Works now
- Maintenance plan A place, with the plan's payment to bill Works now
- Snow & salt log A place, with its clearings and saltings not billed yet, by month Works now
- Snow removal contract A place, with the season payment that's due Works now
- Recurring cleaning schedule A place, with its cleans not billed yet, by month Works now
A hand-off only moves when you press it, and never through a link: signed in, the next tool reads your account's book; signed out, it waits in this browser until the next tool picks it up.
Getting paid
More for this part of the day
Sales tax calculator & receipts
Type your sales tax, VAT or GST rate. Add it to a price or take it out, and make a receipt or invoice with the tax on its own line.
Save it: receipts linked to your customers
Card fee checker
Enter your monthly sales and fees. See if you're getting the lower small-business card rates.
Save it: a fair-rate payments quote