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.
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:
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.
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.
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.