Free HVAC invoice and estimate templatesMake every service
call clear from
system check to
payment.

Yes. Change the business details, the customer, every line, the tax rate, the notes and the colors. Nothing is locked, and your details stay when you switch design.

Yes. The service price calculator, the cost estimator and the markup calculator are free and run in your browser, with no account and no limit on how often you use them.

Yes. Each paper has a tax line under the subtotal. Set your own rate, or set it to zero and the line disappears from the printed document.

Yes. Upload your logo once and it sits at the top of every invoice, estimate and receipt you make, next to your company name, license number and phone.

Yes. Every field on the page is a field you type in, including the line descriptions, the quantities, the rates, the system details and the technician notes.

Yes. Download the finished document as a PDF to email or print, or as a PNG image to text to the customer from the truck.

No. Every generator and calculator works in your browser without an account, and the documents you make carry no watermark. Template designs are free with a free account.

What you type stays in your browser while you work. Nothing leaves it until you choose to save the document, send a tracked link or use AI drafting.

Name the equipment by make, model and serial number, then show the diagnostic, the parts, the refrigerant in pounds and the labor as separate charges. Note what the manufacturer's warranty covered and what your own labor warranty is. Add your license number, the service address and whether the visit fell under a maintenance plan.

Price depends on the system type and size, how many units and filters there are, how hard the equipment is to reach in an attic, on a roof or in a crawlspace, how dirty the coils are, and whether it is a one-off visit or part of a maintenance plan. The generator opens that line at $180.00 as a placeholder; overwrite it with your own price.

Service and repair calls are usually paid on completion, often at the door, so print the terms and take payment before you leave. For equipment replacements, a deposit when the customer signs lets you order the unit without carrying its cost. Check your state's home improvement rules, since some limit how much you can collect before work starts.

A new system installed in a home is an improvement to the property, and in many states that gives contractors mechanic's lien rights, subject to notices and deadlines that vary by state. For service calls, send a statement and a firm reminder, and ask for payment before dispatch on future calls. Talk to a lawyer before trying to remove installed equipment.

Rules vary by state. Some tax repair labor on equipment, some tax only the parts and refrigerant, and many treat a new system installation as a capital improvement taxed differently from a repair. Maintenance agreements can have their own treatment too. Keep parts, refrigerant and labor on separate lines so you can apply the right rate, and check with your state's revenue department.

The amount added ranges from a small top-off to a full system charge, and the price depends on the refrigerant type and its supply, especially as older refrigerants are phased out. Billing by the pound with the type named shows the customer exactly what went in. Federal rules restrict buying and handling most refrigerants to EPA Section 608 certified technicians, so noting your certification helps too.

Bill the plan once a year up front or per visit, and say which on the invoice. Each visit invoice should name the plan and the seasonal check it covers, with any repairs or member discounts on their own lines. A recurring invoice handles a monthly or yearly plan fee without rewriting it each time.

Yes. Add the unit's make, model and serial number, where it is installed, and what you found in the notes, so the customer and the next technician can see what was diagnosed and why.

Yes. Make the repair estimate first; once the customer approves it, open the same lines as an invoice so the price billed is the price quoted.

Yes. When the customer pays, make a receipt from the receipt maker or the receipt templates with the service, the amount paid and how it was paid.