{"id":7628,"date":"2021-07-12T03:53:53","date_gmt":"2021-07-12T07:53:53","guid":{"rendered":"https:\/\/www.sage.com\/en-ca\/blog\/?p=7628"},"modified":"2026-01-19T06:52:27","modified_gmt":"2026-01-19T11:52:27","slug":"free-invoice-templates-hvac","status":"publish","type":"post","link":"https:\/\/www.sage.com\/en-ca\/blog\/free-invoice-templates-hvac\/","title":{"rendered":"Free Invoice Templates \u2013 HVAC"},"content":{"rendered":"<header class=\"entry-header has-dark-background-color entry-header--has-illustration entry-header--has-illustration--generic\">\n\t<div class=\"container\">\n\t\t<div class=\"entry-header__row row align-center\">\n\t\t\t<div class=\"col col-lg-7 col-xlg-6 entry-header__content\">\n\t\t\t\t\t\t\t<div class=\"component component-single-header\">\n\t\t\t\t\t\t\t\t\t\t<div class=\"entry-header__misc text--subtitle text--uppercase text--small\">\n\t\t\t\t\t\t\t<a href=\"https:\/\/www.sage.com\/en-ca\/blog\/category\/money-matters\/\" class=\"entry-header__link\">Money Matters<\/a>\t\t\t\t\t\t<\/div>\n\t\t\t\t\n\t\t\t\t<div class=\"entry-title-wrapper\">\n\t\t\t\t\t<h1 class=\"entry-title\">\n\t\t\t\t\t\tFree Invoice Templates \u2013 HVAC\t\t\t\t\t<\/h1>\n\t\t\t\t<\/div>\n\n\t\t\t\t\t\t\t\t\t<p class=\"entry-header__description\">\n\t\t\t\t\t\t\t\t\t\t\t<\/p>\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t<\/div>\n\n\t\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t<\/div>\n\t\t<div class=\"single-post-details container\">\n\t\t<div class=\"col\">\n\t\t\t<span class=\"posted-on \"><time class=\"entry-date published\" datetime=\"2021-07-12T03:53:53-04:00\">July 12, 2021<\/time><\/span><span class=\"reading-time\"> min read<\/span>\n\t\t<button\n\t\t\ttype=\"button\"\n\t\t\tclass=\"social-share-button button button--icon button--secondary js-social-share-button\"\n\t\t\tdata-share-title=\"Free Invoice Templates \u2013 HVAC\"\n\t\t\tdata-share-url=\"https:\/\/www.sage.com\/en-ca\/blog\/free-invoice-templates-hvac\/\"\n\t\t\tdata-share-text=\"Please read this interesting article\"\n\t\t>\n\t\t\t<span class=\"social-share-button__share-label\">Share<\/span>\n\t\t\t<span class=\"social-share-button__copy-label\" hidden>Copy Link<\/span>\n\t\t\t<span class=\"social-share-button__copy-tooltip\" aria-hidden=\"true\" hidden>Copied<\/span>\n\t\t<\/button>\n\n\t\t\t\t<\/div>\n\t<\/div>\n\t<\/header>\n\n\n\n<div class=\"wp-block-post-author has-dark-background-color alignfull\">\n\t<div class=\"container\">\n\t\t<div class=\"col\">\n\t\t\t\t\t\t\t<div class=\"co-authors\">\n\t\t\t\t\t\n\t\t<div class=\"entry-author-wrapper\">\n\t\t\t<a class=\"entry-author\" href=\"https:\/\/www.sage.com\/en-ca\/blog\/author\/owen\/\">\n\t\t\t\t<img decoding=\"async\" alt=\"\" src=\"https:\/\/www.sage.com\/fr-ca\/blog\/wp-content\/uploads\/sites\/16\/2019\/04\/Owen_sage-advice-002.jpg\" class=\"entry-author__image\" height=\"40\" width=\"40\" fetchpriority=\"high\" \/>\t\t\t\t<span class=\"entry-author__name\">Owen Sweeney<\/span>\n\t\t\t<\/a>\n\n\t\t\t\t\t<\/div>\n\n\t\t\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t<\/div>\n<\/div>\n\n\n\n\n\n<p>HVAC or plumbing, residential or commercial\u2014no matter what, when the job is done, you have to get paid. We know your job is hard, so we make invoicing the easy part. We\u2019ve provided a professional plumbing and HVAC service invoice template for free (yes, free) so you can leave the job with a check in your hand every time.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-how-to-use-invoice-templates\">How to use invoice templates<\/h2>\n\n\n\n<p>Our free HVAC and plumbers&nbsp;<a href=\"https:\/\/www.sage.com\/en-ca\/blog\/late-payments-get-paid-faster-2\/\">invoice template<\/a>&nbsp;is simple and intuitive to use. Once downloaded, you can easily customize it to fit your needs. Different calls require different invoice formatting \u2013 that\u2019s why we made them so flexible.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Simply download the HVAC\/plumbing invoice template.<\/li>\n\n\n\n<li>Make sure to add your company logo and contact information at the top.<\/li>\n\n\n\n<li>Add and remove lines as needed\u2014some jobs may require more or less room for details.<\/li>\n\n\n\n<li>Leave space for equipment notes and customer recommendations.<\/li>\n\n\n\n<li>Look like a pro and get paid fast!<\/li>\n<\/ul>\n\n\n\n<div class=\"wp-block-buttons is-layout-flex wp-block-buttons-is-layout-flex\">\n<div class=\"wp-block-button\"><a class=\"wp-block-button__link wp-element-button\" href=\"https:\/\/www.sage.com\/en-ca\/sage-business-cloud\/accounting\/\">Try Sage Accounting for Free Instead<\/a><\/div>\n<\/div>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-what-hvac-techs-and-plumbers-need-to-know-about-invoicing\">What HVAC techs and plumbers need to know about invoicing<\/h2>\n\n\n\n<p>You provide a specialized service, and a valuable one at that. Homeowners might not quite understand it, but they certainly want to know what you did to fix their problem. Your invoices need to be professional and thorough, yet not too complicated so as to confuse the customer. In your industry, you face a range of different types of calls\u2014some very simple and others that are really complex. You\u2019ll want to make sure your invoice forms can support this range, as they will most likely be filled out in the field.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">What should be included on an invoice for HVAC techs and plumbers<\/h2>\n\n\n\n<p>Since no two calls are alike, each job will demand different specifics to be included on your service invoice. A general rule to follow is: if you did it, write it down. From the top, a sample plumbing invoice or HVAC service order will include:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>The name of your company<\/li>\n\n\n\n<li>The name of your customer<\/li>\n\n\n\n<li>The date and duration of the call<\/li>\n\n\n\n<li>An invoice number<\/li>\n\n\n\n<li>Invoice payment due date<\/li>\n\n\n\n<li>A description of the work or service you\u2019ve performed for the client and the amount charged<\/li>\n\n\n\n<li>A list of parts or items that you purchased to complete the job, including the quantity of each, price per unit and the total amount<\/li>\n\n\n\n<li>A description of the labor and tasks performed, including the number of hours to accomplish the task, your hourly rate and the total amount (hours x rate) billed<\/li>\n\n\n\n<li>Subtotal of all costs<\/li>\n\n\n\n<li>Payment terms, detailing the method of payments that you accept<\/li>\n\n\n\n<li>Optional: Include a line for recommendations for future projects that may be performed at a later date, or even recommendations on proper maintenance for work performed<\/li>\n\n\n\n<li>The price you\u2019re charging, including applicable tax<\/li>\n<\/ol>\n\n\n\n<p>It\u2019s a smart move to note everything you did on the job, as well as the condition of the equipment you\u2019re working on, if applicable. If you replaced one or more parts, make sure they\u2019ve been itemized so the customer can see. If the call didn\u2019t require any materials, mark down and describe your labor, including the steps you took to get to the solution.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">When to send an invoice<\/h2>\n\n\n\n<p>In both HVAC and plumbing, you generally want to get paid at the end of the call. If you walk into a home with a clogged drain or no A\/C and fix the problem, there\u2019s no reason you shouldn\u2019t fill out your invoice and get paid on the spot.<\/p>\n\n\n\n<p>Immediate payment is par for the course when dealing with a new customer. An existing customer with whom you have a good relationship may prefer to have an invoice sent later, and its fine practice to honor that if you know they\u2019re reliable.<\/p>\n\n\n\n<p>Some calls are trickier than others. If the call requires time spent making sure your solution was effective, it\u2019s not a bad idea to wait to send the invoice. You can explain to the customer that you want to wait it out to make sure the problem doesn\u2019t recur and they will be billed in the coming days\u2014building trust this way will ensure the customer\u2019s payment when the invoice arrives.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Invoice like a pro<\/h2>\n\n\n\n<p>The big guys didn\u2019t pay for those billboard ads by tracking down individual payments\u2014they got paid the first time. An effective invoicing process is essential to company success and growth.Take these tips from the pros on how to get paid on time, every time.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Accept all payment methods<\/strong>\u00a0\u2013 and make sure you\u2019re set up to do it on the spot. Getting paid right away is always best. Tracking down a relatively inexpensive charge after the fact can end up costing you money. Accepting all methods keeps the cash flow consistent.<\/li>\n\n\n\n<li><strong>Be thorough and clear<\/strong>\u00a0\u2013 the invoice is a record of your involvement with the customer\u2019s home. In the description of your work, it\u2019s especially important to note anything and everything you do as clearly as possible so both you and the customer have record for future reference.<\/li>\n\n\n\n<li><strong>Consider automation<\/strong>\u00a0\u2013 many companies and individuals find success automating their invoicing process. As your customer-base builds, eliminating manual invoicing will allow you to get in, out and onto the next job.<\/li>\n<\/ul>\n\n\n\n<p>When you think you\u2019re ready to upgrade to an automated invoicing process, make sure you check out&nbsp;<a href=\"https:\/\/www.sage.com\/en-ca\/sage-business-cloud\/accounting\/\">Sage Business Cloud Accounting<\/a>&nbsp;tools and explore how it can take your company to the next level.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Invoicing tips from business owners like you<\/h2>\n\n\n\n<p>Every industry has its own nuances in terms of most effective invoicing practices. So we\u2019ve compiled some tips from business owners like you in the HVAC and plumbing field who are getting it right to help get you on the right track.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Make equipment notes<\/strong>\u00a0\u2013 making detailed notes about each piece of relevant equipment in a customer\u2019s home is extremely helpful for future service as well as for diagnosing your current call. Make sure you note the model and serial numbers in case you have to look up a replacement part. This may be helpful in case a client requires a certain model of coil to be replaced in an AC unit, or if a small bathroom requires a specific type of toilet. Having this information on file will make any future service convenient for you and your customer, as you can get a jump on the diagnostic process over the phone.<\/li>\n\n\n\n<li><strong>Provide recommendations<\/strong>\u00a0\u2013 customers appreciate insider tips from the pros. Having a section for recommendations on your invoice goes a long way to building customer trust. Making sure the customer knows you\u2019re doing your best (and inviting them) to extend the life of their system will ensure they call you when it does come time to replace. Additionally, you can offer recommendations for other projects that may not need to be done now, but that a homeowner would want to keep in mind for a future date to keep their place in good working order. Maintain a good, honest relationship and you\u2019ll be servicing that customer for years to come.<\/li>\n\n\n\n<li><strong>Follow up<\/strong>\u00a0\u2013 a courtesy call never hurts. Your customers will appreciate the thoughtfulness of your concern to make sure everything is satisfactory. It\u2019s best for the spirit of the call if you don\u2019t mention the invoice, unless it\u2019s long overdue. A follow-up call is also a perfect opportunity to offer the customer a service or maintenance plan to protect their system or to simply solicit feedback about your service.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Take your invoicing to the next level with Sage Business Cloud Accounting<\/h2>\n\n\n\n<p>Save time and save trees by switching to online invoicing with Sage Business Cloud Accounting. Upgrading is easy and can make all the difference when positioning your business in the modern world. An online presence is essential for businesses today\u2014and adapting to your customers\u2019 preferred methods of payment can set you apart from your competitors. Sage Business Cloud online invoicing digitizes and automates the billing process, making sure you get paid and your customers stay happy.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>HVAC or plumbing, residential or commercial\u2014no matter what, when the job is done, you have to get paid. We know your job is hard, so we make invoicing the easy part. We\u2019ve provided a professional plumbing and HVAC service invoice template for free (yes, free) so you can leave the job with a check in [&hellip;]<\/p>\n","protected":false},"author":737,"featured_media":13252,"menu_order":0,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_sage_video":false,"post_featured_image_hide":false,"sage_hide_published_date":false,"sage_hide_read_time":false,"sage_hide_share_buttons":false,"footnotes":""},"categories":[7],"tags":[],"business_type":[],"lilypad":[],"context":[],"industry":[],"persona":[],"imagine_tag":[],"coauthors":[310],"class_list":["post-7628","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-money-matters"],"sage_meta":{"region":"en-ca","author_name":"Owen Sweeney","featured_image":"https:\/\/www.sage.com\/en-ca\/blog\/wp-content\/uploads\/sites\/12\/2025\/08\/Mar2025_Construction-Commerical_0481.jpeg","imagine_tags":[]},"distributor_meta":false,"distributor_terms":false,"distributor_media":false,"distributor_original_site_name":"Sage Advice Canada English","distributor_original_site_url":"https:\/\/www.sage.com\/en-ca\/blog","push-errors":false,"_links":{"self":[{"href":"https:\/\/www.sage.com\/en-ca\/blog\/api\/wp\/v2\/posts\/7628","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.sage.com\/en-ca\/blog\/api\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.sage.com\/en-ca\/blog\/api\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.sage.com\/en-ca\/blog\/api\/wp\/v2\/users\/737"}],"replies":[{"embeddable":true,"href":"https:\/\/www.sage.com\/en-ca\/blog\/api\/wp\/v2\/comments?post=7628"}],"version-history":[{"count":0,"href":"https:\/\/www.sage.com\/en-ca\/blog\/api\/wp\/v2\/posts\/7628\/revisions"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.sage.com\/en-ca\/blog\/api\/wp\/v2\/media\/13252"}],"wp:attachment":[{"href":"https:\/\/www.sage.com\/en-ca\/blog\/api\/wp\/v2\/media?parent=7628"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.sage.com\/en-ca\/blog\/api\/wp\/v2\/categories?post=7628"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.sage.com\/en-ca\/blog\/api\/wp\/v2\/tags?post=7628"},{"taxonomy":"business_type","embeddable":true,"href":"https:\/\/www.sage.com\/en-ca\/blog\/api\/wp\/v2\/business_type?post=7628"},{"taxonomy":"lilypad","embeddable":true,"href":"https:\/\/www.sage.com\/en-ca\/blog\/api\/wp\/v2\/lilypad?post=7628"},{"taxonomy":"context","embeddable":true,"href":"https:\/\/www.sage.com\/en-ca\/blog\/api\/wp\/v2\/context?post=7628"},{"taxonomy":"industry","embeddable":true,"href":"https:\/\/www.sage.com\/en-ca\/blog\/api\/wp\/v2\/industry?post=7628"},{"taxonomy":"persona","embeddable":true,"href":"https:\/\/www.sage.com\/en-ca\/blog\/api\/wp\/v2\/persona?post=7628"},{"taxonomy":"imagine_tag","embeddable":true,"href":"https:\/\/www.sage.com\/en-ca\/blog\/api\/wp\/v2\/imagine_tag?post=7628"},{"taxonomy":"author","embeddable":true,"href":"https:\/\/www.sage.com\/en-ca\/blog\/api\/wp\/v2\/coauthors?post=7628"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}