If you're in the HVAC industry, you've made a fantastic career choice. Heating, ventilation, and air conditioning services will always be needed by both businesses and residential customers.

As an HVAC professional, you handle a variety of jobs, from installing air filters to fixing heating and cooling systems. Whatever work you complete, it's important that you give your customers an accurate, detailed overview of the work you've done. An invoice provides clarity for your customer and ensures that you are paid promptly for your hard work.

Invoicing is undoubtedly essential for your business's success — it's how you get paid. However, after a long day of manual labor performing HVAC services, you may not feel like doing this important paperwork. You can't put it off though: Delayed invoicing means delayed payments.

Luckily, invoice templates make the job faster and easier. This article explains how to effectively use a templated invoice form for your HVAC company.

How Do HVAC Businesses Bill Customers?

HVAC invoicing presents unique challenges because of the diversity of tasks that HVAC professionals complete. Heating and cooling systems are complex and have many different parts, from the A/C unit to the furnace, air ducts, and filters. In addition to routine HVAC maintenance and installations, you may also provide emergency appliance repairs, ensuring your customers aren't left sweating in the summer heat or shivering in the winter cold.

HVAC businesses must bill customers for their manual labor, as well as for the cost of materials needed to get a job done. For example, if an HVAC technician replaces an air filter in the furnace, they need to bill the customers for this replacement part. There may also be one-off costs associated with HVAC systems — such as a mark-up for emergency service calls provided on holidays or off-hours.

Precisely differentiating and defining the various costs that go into an HVAC job gives the customer clarity about what they're paying for. You don't want to just send someone a bill with a lump sum demanding payment. Clearly outline the points that resulted in that final amount due, including service technician hours, services performed, and materials used. This precision allows customers to feel at ease and be confident that you are pricing your services fairly.

Free HVAC Invoice Template

HVAC invoices require a great amount of detail. This is one of the challenges of HVAC invoicing. Additionally, as an HVAC professional, you have multiple customers in a single day — meaning multiple invoices in a single day. Issuing multiple detailed, accurate, and well-organized invoices can take up valuable hours of your day as a business owner.

Skynova's HVAC invoice template simplifies the process and saves you time. This user-friendly invoicing template allows you to input basic invoice essentials, including:

  • Your HVAC business name and contact information (address, phone number, email, etc.)
  • Your customer's name and contact information
  • A unique invoice number, differentiating the invoice and allowing for easy tracking (e.g., your first HVAC job invoice for the year 2021 might be labeled "01.2021")
  • An invoice date and due date, which tells your customer when you expect to be paid
  • Line items where you can input goods or services, along with a unit price, quantity (qty), and dollar amount. (For example, let's say you completed a furnace repair and replaced the blower and air filter. You might have one line item per piece of HVAC equipment plus a line item for the hours worked.)
  • A subtotal, total, amount paid already, and balance still due
  • Notes (a place to add further details to your heating or air conditioning invoice, like what payment options are accepted, such as credit card or deposit)

You can fill out the invoice with the relevant HVAC job details and then send it directly to your customer via the Skynova platform. This spares you the hassle of sending the invoice via email. You also have the added bonus of being able to see when the customer has opened your invoice, making it easier to know when you should follow up on unpaid invoices. This allows for a faster, more streamlined payment collection process.

How to Create a Custom HVAC Invoice

To make your invoices even more professional and further simplify your administrative burden, Skynova's invoice template offers a few customization options. Taking advantage of these will make your HVAC invoices look even more professional and personalized.

At the top of the Skynova invoice template, you'll see an info bubble with the question, "Want to customize your invoice?" When you click, you'll get three customization options: logo, P.O. # (purchase order number), and sales tax. Simply tick the relevant box to take advantage of that customization option.

Add Your Business Logo

Your logo is a unique identifier for your HVAC business. Investing in a high-quality, custom logo is well worth it. The logo is part of your brand, allowing customers to identify you without even having to read your business name. Once you have a well-crafted logo, you should include it on all business paperwork, including purchase orders, estimates, business cards, and invoices.

To add your logo to the Skynova template, click the customization options box. Then, click the logo box. You'll see a box pop up on the top right-hand side of the invoice template with the words "Your Logo Here" in blue. All you have to do is drag and drop your logo (in .jpeg, .jpg, or .png format) into that box. Then, press "save" to save the changes.

Insert a Custom Purchase Order (P.O.) Number

As an HVAC service provider, you may issue your customers purchase orders prior to a service. This will provide your customer with an overview of what to expect in terms of services to be provided, materials used, and the agreed-upon price. The P.O. should be approved by you and your customer before you start work. Once both parties have signed a P.O., it's considered legally binding.

When you subsequently invoice your customer for work done, you can designate the corresponding P.O. on the invoice document. The customer can then verify whether the final invoice and the P.O. match up (if not, provide an explanation). To add a custom P.O., click the customization options box. Then, click the "P.O. #" box. You'll see a box pop up on the right-hand side, underneath the "Invoice #" box. Simply input the corresponding P.O. number here.

Input Sales Tax

You may need to add sales tax to your invoices as an HVAC service provider. Sales tax rates vary by state and location. Plus, exactly what goods and services are taxed depends on the local legislation. Double-check your state and municipal statutes to determine if and how much sales tax you need to apply and to what goods and services.

If necessary, you can add sales tax to your Skynova invoice template. To add sales tax, you'll first have to save your customized invoice. After that, click the customization options box. Then, click the sales tax box. You should then be able to input the relevant sales tax (usually a percentage of the sum to be taxed). Skynova's template will automatically tally up the total.

Invoicing HVAC Customers Is Easy With Skynova

Skynova's invoice template for HVAC contractors can help simplify your day-to-day invoicing. With this customizable invoice, you can get your invoicing done faster and easier. By minimizing the administrative burden in your daily business operations, you'll have more time to focus on growing your thriving HVAC business.

Skynova also offers other small business products you can take advantage of, like user-friendly accounting software. Our aim is to make accounting simple and easy, without fancy gimmicks or complicated solutions. Check out Skynova's HVAC invoice template to get started.

Notice to the Reader

The content within this article is meant to be used as general guidelines and may not apply to your specific situation. Consult a professional accountant to make sure your HVAC invoicing is in line with all state and federal legislation (for example, you might be required to include your tax identification number on invoices). Check with an expert to be sure.