Billsmith

Free HVAC invoice template

The service call, parts, refrigerant and labor on one clear invoice, with your license number where the law asks for it. Download the PDF in a minute. No sign-up, and nothing leaves your device.

VAT, CIS and the reverse charge worked out to HMRC’s own rules and examples. Sales tax worked out to the cent, on US Letter paper. Your currency and your tax rate, on A4 paper.

From

Bill toPrepared forReceived from

The job

Amount due £0.00

Number and dates

Payment received

NotesTermsNotes

Logo and colour No logo

PNG or JPG. It stays on your device.

Nothing saved yet

Amount due£0.00

What an HVAC invoice needs

The basics

  • your company name, address, phone number and license number
  • the customer’s name and the service address
  • an invoice number, the date and a due date
  • the equipment’s make, model and serial number
  • refrigerant by type and pounds added, priced per pound
  • parts, labor hours and rate, warranty terms, then the total due

Your license number, state by state

  • Texas: the affiliated licensee’s number, with your company name, address and phone number, on all proposals and invoices (16 TAC 75.71, as amended in 2018; see below).
  • California: on all contracts, subcontracts and bids, and CSLB treats a proposal as advertising, which needs it too.
  • Arizona: on written bids and estimates, preceded by “ROC” (A.R.S. 32-1124).

Add it as the last line of your address under From, and it prints under your company name on every invoice.

Sources: 16 TAC 75.71, CSLB advertising guidelines, A.R.S. 32-1124

Texas: the TDLR notice

Texas rule 16 TAC 75.71(i), in its text as last amended effective May 1, 2018, says the customer must get an invoice for all air conditioning and refrigeration work, and that proposals, invoices and written contracts carry this notice:

“Regulated by The Texas Department of Licensing and Regulation, P.O. Box 12157, Austin, Texas 78711, 1-800-803-9202, 512-463-6599, www.tdlr.texas.gov”

TDLR proposed changes to Chapter 75 of its rules in 2026, so check the current rule on tdlr.texas.gov before you rely on this wording. Put the notice in the notes; the next invoice you start keeps it.

Sources: 16 TAC 75.71 (Cornell LII), TDLR: proposed rule changes, 2026

EPA: Section 608 and new refrigerants

Technicians who maintain, service, repair or dispose of equipment that could release ozone-depleting refrigerants must hold EPA Section 608 certification.

New residential and light commercial AC and heat pump systems installed from January 1, 2025 have a refrigerant global warming potential (GWP) limit of 700. The installation date does not apply to systems whose specified components were all made or imported before then. Naming the refrigerant on every invoice, R-410A or R-454B for example, gives the customer a record of what their system runs on.

Sources: EPA: Section 608 certification, EPA: Technology Transitions

Diagnostic fees and warranties

If you credit the diagnostic fee when the customer goes ahead with the repair, say so in the notes, so they can see it was honored. Price refrigerant per pound and show the pounds: a priced quantity lets the customer compare your invoice with the next quote.

Print your parts and labor warranty terms on the invoice, so a callback in month two is a fact on paper, not a negotiation.

Rules checked against the official sources linked above on October 19, 2026. Example prices are illustrative. This is general guidance, not legal or tax advice.

Questions

What must a Texas HVAC invoice show?

Under 16 TAC 75.71(i), as last amended in 2018: your company name, address and phone number, the licensee’s number, and the TDLR “Regulated by” notice. TDLR proposed rule changes in 2026, so check the current text.

Should refrigerant be itemized?

We found no federal rule that requires it, but listing the type and pounds added, priced per pound, lets the customer compare quotes and keeps a record of what the system uses.

Who needs EPA Section 608 certification?

Technicians who maintain, service, repair or dispose of equipment that could release ozone-depleting refrigerants.

Is this HVAC invoice template free?

Yes. Make as many invoices as you like. The PDF is built in your browser and never sent to us.