Free tool
HVAC Invoice Generator
Create an invoice for an HVAC job with line items, tax, a discount and a due date, then download it as a PDF. It runs in your browser, so nothing is saved or uploaded.
How to use this tool
- Fill in the partiesYour details, the customer, the invoice number and the issue date.
- Add line itemsOne line per product or service. Pick the terms and the due date follows.
- Check and downloadReview the totals and balance due, add payment instructions and download the PDF.
What to put on an invoice
A complete invoice is paid faster and is easier to match to your records. Use this as a checklist before you send one.
- The word Invoice and a unique invoice number
- Your business name, address and contact details
- The customer's name and address
- The issue date and the due date
- A clear description of each product or service, with quantity and price
- Subtotal, any discount, tax and the total
- Any deposit or payment already received, and the balance due
- How to pay: accepted methods and where to send payment
- Your payment terms, and any late fee you agreed in advance
Requirements for invoices, including tax details, differ by country and state. Check local rules or ask your accountant.
How the totals work
- Line total = quantity × unit price, in whole cents
- Subtotal = sum of the line totals
- Taxable subtotal = taxable lines minus their share of the discount; tax = that × your rate, rounded once
- Total = subtotal − discount + tax + shipping or other charges
- Balance due = total − amount paid (never below zero)
The currency choice changes the symbol only. It does not convert amounts. In the PDF the euro symbol is written as EUR because the built-in PDF font does not include it. Accented Latin letters work; other scripts are not supported in the PDF.
Frequently asked questions
Should I send an estimate or an invoice?
An estimate is the price you give before the work and the customer can still say no. An invoice is the bill after the work is done or a payment is due. If you start from an estimate, copy its lines so the numbers match.
What numbering works for HVAC invoices?
Use a simple sequence you will never repeat, such as 1001, 1002, 1003, or the year first like 2026-001. A unique number makes it easy to find a bill later and to match a payment to it. Pick one style and keep it.
What payment terms suit service calls and installs?
Due on receipt is common for service calls and repairs. Net 15 or Net 30 gives the customer a set number of days, often used for commercial accounts. Choose the terms you told the customer, and write them on the invoice.
Can I add a late fee?
A late fee is normally agreed with the customer in advance, for example on the estimate or in a contract, and rules differ by place. This tool does not add one automatically. You can write your terms in the notes after checking local rules.