Simplify invoicing with a free template for Excel and Google Sheets. Capture every detail of the install or repair, keep accurate records, and look professional. This template includes:
Itemized Fields for Every Charge
Detailed Description Sections
Professional Record of Work
Clear Financial Summary
Before you create the invoice, fill in the job details. Adding the client’s name, invoice date, and a unique invoice number creates a clear and professional record for every service call.
Enter the client and company details.
Assign a unique invoice number.
Keep a clear record for every job.
Our organized invoice guides you through listing every service. Follow the columns to enter the description, quantity, and price for each part, amount and tax %.
List all service, unit price , amount and tax %.
Enter the quantity and price for each item.
Provide a clear, transparent cost breakdown with totals at the end.
It automatically calculates the subtotal, adds tax, and presents a final total, creating a clean invoice ready to be printed or emailed to the customer.
Watch as totals and taxes are calculated.
Add any notes or payment terms.
Print or use the last tab for a blank summary report.
Stop just sending invoices—start getting them paid automatically. Housecall Pro lets you accept online payments, send automatic reminders, and track your cash flow in real-time.
Let customers pay invoices online.
Send automatic payment reminders.
Track your cash flow in real-time.
See how Housecall Pro works for you. No credit card required.
Simplify invoicing with a free template for Excel and Google Sheets. Capture every detail of the install or repair, keep accurate records, and look professional.
We don’t have to tell you how competitive the HVAC landscape is. Every little detail of every job is important, from the first contact a potential customer has with you to the payment process when the job is done. That includes how you handle your invoices.
An invoice template helps you in three key ways.
After reading the three compelling benefits of an invoice template, you might think using one will solve all your invoicing problems. Not quite! There are still a few other challenges to consider. For instance, do you print out copies of the template for your techs in the field? If so, they could lose them on the way to a job or on the way back. They may forget to pass the invoice on to the customer. Not to mention there’s the manual hassle of data entry back at the office for customer records and accounting purposes.
Even if you manage your invoices digitally, there can be issues. PDFs can be difficult to scale, and you’re still relying on your techs and office staff to remember components of the process.
Needless to say, invoicing can be a real headache. But it doesn’t have to be! Keep reading to see how Housecall Pro helps HVAC Pros cut out the stress involved in invoicing and provides a more efficient way to get the job done.
If you’d like to download and use Housecall Pro’s free PDF invoice template (shown below), click here. You can customize many elements of the template, starting with adding your company information and logo.
Once you’ve filled in your company info, add line items from jobs to the invoice template. Then you can either print out the invoice or simply email it. Yes! We’ve designed our template so invoices can be quickly emailed to your customers.
Maybe you’re still a little old school. If filling out the template online using a smartphone, tablet, or computer isn’t your thing, we’ve included a blank invoice form that you can print out in the office or truck and fill in by hand.
We mentioned a few of the potential pitfalls involved in invoicing. Below, we’ll take a deeper dive into the challenges Housecall Pro is solving for HVAC businesses.
An invoice is simply a way to provide proof of work that’s been completed. If it’s that simple, then what in the world could go wrong, right? What are we missing here? Unfortunately, a lot can go wrong for HVAC companies—and especially those that still invoice using pen and paper.
Booker T. Washington once said, “Success in life is founded upon attention to the small things rather than to the large things; to the every day things nearest to us rather than to the things that are remote and uncommon.”
How many of us have gotten advice from a parent, teacher, or mentor to master the details… take control of the little things? When it comes to invoices, this couldn’t be more important! Let’s take a look at some common invoicing challenges HVAC companies face:
1.Billing and Payment Mishaps
Pen and paper have been the enemy of efficiency for decades. Many home service businesses have turned to job management software like Housecall Pro so they can leave them in a desk drawer. Scribbled notes jotted down quickly in a customer’s kitchen are often about as impossible to decipher as a handwritten prescription from your family doctor. And when you can make out the handwriting, there’s still a chance the paper gets smudged with grease or coffee, crumpled up on a floorboard, or just plain lost. You don’t want to have to reach back out for credit card info. That’s embarrassing. And ever had cash go missing? That’s a fun one.
Those details you may not be able to make out can be REALLY important! For instance, maybe you ordered a Trane that costs $12,000, but your customer wanted the $3,000 Goodman. If the mistake is caught in time, changes can be made. If not, warranties come into play!
Of course, mistakes like these don’t help with customer satisfaction or Google reviews. Making a few of these missteps can put your reputation on ice.
Paper invoices are also mailed out days—or even sometimes weeks—after a job is done. Homeowners usually don’t immediately pop a check in the mail or go online to pay it either. Now you’re talking about cash flow issues. You’ve already covered supplies, labor, and other expenses out of your pocket!
And what about those customers who own multiple properties? Property managers often send out purchase orders. Techs have to attach their invoices to them. Now, if you’re a pen-and-paper company, oh the human error possibilities here! Say a tech services five unique locations for the same customer but attaches all five invoices to one purchase order. Four of those invoices likely won’t get paid.
Just having the invoice for your records is a big deal, especially in the event a customer argues that you didn’t do the work or overcharged their card. Protect your business. Protect your cash flow!
2. A Field Day for Confusion
For some HVAC companies, the invoicing process can be like a real-life game of telephone. Techs will wrap up a job and head back to the office. There, a manager will use any job notes to create an invoice that will be mailed or delivered to the customer by hand at some point in the future. In other cases, techs will call the office from their trucks with all the details of the job. Then they’ll wait for a call back from someone who can authorize it all. Once approved, the tech writes out the invoice and heads back to the door to deliver it to the customer.
These invoice methods are slow and can take away significant time from your team’s workday. They’re far less efficient since techs could be well on their way to the next job, or starting the job already. And they create the opportunity for a ton of mistakes! Some of those mistakes can be costly. Anytime specific details, like job site and customer info, product model numbers, and credit card numbers, are passed from a tech to office staff, that’s a chance for errors. We’ve all played the telephone game as kids, right? Never ends well!
3. In Accounting Hot Water
Many HVAC Pros who are still stuck in the world of pen and paper will use QuickBooks to handle their accounting needs. That also means they (or a member of their office staff) spend a ton of time manually entering information from handwritten invoices into their company’s QuickBooks account. That time could be spent making money instead of documenting it!
Plus, all that paperwork can go missing, get ripped up, have wrong info, or be difficult to read. This sets companies up for headaches at tax time, and even bigger issues if things turn legal.
Housecall Pro’s seamless QuickBooks integration helps you work smarter, not harder. It automatically uploads all the important financial data in real-time.
Most home service professionals aren’t bookkeepers. They didn’t go into business to spend hours and hours laboring over accounting details. With our QuickBooks integration, not only does the whole process run a lot smoother, but business owners can rest easy knowing that if they’re audited, or they want to sell their business someday, their books will be in good shape.
Obviously, this whole page is about making your life a little simpler with our free HVAC invoice template. But if you’re looking for something that will drive efficiency even more, check out Housecall Pro’s invoicing software. It allows you to create your own custom invoice template that can be easily edited and updated at any time.
You’ve got enough to worry about in the day-to-day operations of your business. You shouldn’t have to waste your time thinking about what to include on each customer invoice.
The current health and future health of any business is based on the money it brings in. That’s why getting the invoicing thing right is such a big deal. It helps customers know what services were performed, when they were performed, and what parts were needed. It also lays out the cost of each individual service or item and provides a convenient layout for payment methods and due dates. All of these elements add up to a smoother payment collection. In the end, getting paid for your services shouldn’t be a hassle.
Invoicing software can make creating an invoice template a breeze. And more importantly, it ensures accurate, customized invoices for each customer. They know what to expect, what to pay, and when. You’ve got instant, accurate records.
“Housecall Pro is an important tool for our business operations. It’s affordable, user friendly for office staff, and the mobile app used by our techs makes collecting money at each service call much more likely than with paper invoices.” — Joel V., Venteicher Heating and Cooling
Yes, this template is a completely free download for HVAC professionals. It is designed to provide you with a professional tool to bill your customers without any cost.
Absolutely. The template is designed for customization. You can add your company logo on the “Company and Client Information” tab, and it will automatically appear on every HVAC invoice you generate.
A complete HVAC invoice should include your business name and license number, the customer’s name and service address, a unique invoice number and due date, an itemized list of services performed and parts used (e.g., ‘Replaced Contactor,’ ‘Labor’), and a financial summary with the subtotal, taxes, and final total.
Yes, it does. The template has built-in formulas that automatically handle all calculations. It calculates line item totals, the subtotal, the tax amount based on the rate you enter, and the final total amount due. This saves you time and ensures accuracy.
A quote (or estimate) is a document sent before work begins to get the customer’s approval on the expected cost. An invoice is a bill sent after the work is completed to request payment for the services that were actually rendered.
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