Money Matters

Free Invoice Templates – HVAC

Owen Sweeney

Owen was formerly a Digital and Social Content Manager for Sage Canada. He provided helpful and problem-solving content to both local and global audiences.

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HVAC or plumbing, residential or commercial—no 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’ve 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.

Download the plumbing and HVAC invoice

How to use invoice templates

Our free HVAC and plumbers invoice template is simple and intuitive to use. Once downloaded, you can easily customize it to fit your needs. Different calls require different invoice formatting – that’s why we made them so flexible.

  • Simply download the HVAC/plumbing invoice template.
  • Make sure to add your company logo and contact information at the top.
  • Add and remove lines as needed—some jobs may require more or less room for details.
  • Leave space for equipment notes and customer recommendations.
  • Look like a pro and get paid fast!
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What HVAC techs and plumbers need to know about invoicing

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—some very simple and others that are really complex. You’ll want to make sure your invoice forms can support this range, as they will most likely be filled out in the field.

What should be included on an invoice for HVAC techs and plumbers

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:

  1. The name of your company
  2. The name of your customer
  3. The date and duration of the call
  4. An invoice number
  5. Invoice payment due date
  6. A description of the work or service you’ve performed for the client and the amount charged
  7. 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
  8. 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
  9. Subtotal of all costs
  10. Payment terms, detailing the method of payments that you accept
  11. 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
  12. The price you’re charging, including applicable tax

It’s a smart move to note everything you did on the job, as well as the condition of the equipment you’re working on, if applicable. If you replaced one or more parts, make sure they’ve been itemized so the customer can see. If the call didn’t require any materials, mark down and describe your labor, including the steps you took to get to the solution.

When to send an invoice

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’s no reason you shouldn’t fill out your invoice and get paid on the spot.

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’re reliable.

Some calls are trickier than others. If the call requires time spent making sure your solution was effective, it’s 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’t recur and they will be billed in the coming days—building trust this way will ensure the customer’s payment when the invoice arrives.

Invoice like a pro

The big guys didn’t pay for those billboard ads by tracking down individual payments—they 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.

  • Accept all payment methods – and make sure you’re 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.
  • Be thorough and clear – the invoice is a record of your involvement with the customer’s home. In the description of your work, it’s especially important to note anything and everything you do as clearly as possible so both you and the customer have record for future reference.
  • Consider automation – 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.

When you think you’re ready to upgrade to an automated invoicing process, make sure you check out Sage Business Cloud Accounting tools and explore how it can take your company to the next level.

Invoicing tips from business owners like you

Every industry has its own nuances in terms of most effective invoicing practices. So we’ve 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.

  • Make equipment notes – making detailed notes about each piece of relevant equipment in a customer’s 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.
  • Provide recommendations – 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’re 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’ll be servicing that customer for years to come.
  • Follow up – a courtesy call never hurts. Your customers will appreciate the thoughtfulness of your concern to make sure everything is satisfactory. It’s best for the spirit of the call if you don’t mention the invoice, unless it’s 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.

Take your invoicing to the next level with Sage Business Cloud Accounting

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—and adapting to your customers’ 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.

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