Invoice · HVAC
Free HVAC invoice template
Free HVAC invoice template for heating and air con engineers: boiler or unit make and model, labour, parts, VAT and balance due. PDF or Word, A4.
- Formats
- PDF · Word
- Paper
- A4
- Currency
- GBP
Quick answer
A heating or air conditioning invoice shows a unique invoice number, the invoice date and the date of the work, your name (and business name, if you use one), address and contact details, the customer's name and address, and the quote it bills. List the boiler or unit by make and model, labour, parts and any registration references, then VAT if you're VAT-registered, the total, any deposit paid, the balance due, the payment date and your bank details.
What to include
- Unique invoice number and invoice date
- Date the work was done
- Your name, any business name, address and contact details
- VAT number, if you're VAT-registered
- Customer's name and address
- Quote number the invoice bills
- Boiler, heat pump or air con unit: make, model and quantity
- Labour, parts and materials as separate lines
- VAT amount, if you charge VAT, and the total
- Deposit paid, balance due, payment date and bank details
Example, line by line
| Item | Qty | Unit price | Amount |
|---|---|---|---|
| Combi boiler, 30kW (each) | 1 | £1,650.00 | £1,650.00 |
| Flue kit (each) | 1 | £110.00 | £110.00 |
| Magnetic system filter (each) | 1 | £120.00 | £120.00 |
| Smart thermostat (each) | 1 | £180.00 | £180.00 |
| Powerflush, up to 10 radiators (each) | 1 | £450.00 | £450.00 |
| Labour (day) | 2 | £300.00 | £600.00 |
| Building Regs notification (each) | 1 | £60.00 | £60.00 |
| Thermostatic radiator valve, agreed on site (each) | 2 | £38.00 | £76.00 |
| Total | £3,246.00 | ||
How to use it
- 1Download it, or fill it in online.
- 2Add your own prices and your customer's details.
- 3Send it, get it signed and collect the deposit.
Heating and air con invoices, part by part
A new boiler or heat pump is a big spend for a household, and the invoice is the record they'll dig out at the next service. It should show exactly what was fitted and match the quote they accepted. GOV.UK sets out what every invoice must show; this template has a box for each item, laid out for heating, ventilation and air conditioning work.
Start with a unique invoice number, the invoice date and the date of the work. Then your details. If you're a sole trader using a business name, GOV.UK says the invoice must also show your own name and an address where legal documents can be delivered to you. Add your VAT number if you're registered, the customer's name and address, and the quote number.
For installs, list the unit by make, model and quantity: combi boiler, hot water cylinder, air source heat pump, split air con unit, smart thermostat. That block becomes the customer's record for servicing, and yours when they ring next winter. Add your Gas Safe registration number for gas work, and MCS details if you hold them, so the paperwork for the job sits together.
Then labour, as a fixed price or hours at your rate, and parts and materials on their own lines: flue kit, magnetic filter, radiator valves, pipework, condensate pump. For repairs and services, the same layout works on a smaller scale: the service or call-out, the parts replaced and the labour.
At the bottom: VAT if you charge it, the total, less deposit paid, the balance due, the payment due date and your bank details, with the invoice number as the payment reference.
Set it up once, then reuse it
- Download the Word or PDF file and save a master with your business details and registration numbers.
- Add the invoice number, dates, customer, address and quote number.
- Enter the unit's make and model, then labour, parts and materials.
- Add VAT if registered, the deposit and the balance.
- Add the payment date and bank details, save as PDF and send it once you've commissioned the system.
Common jobs this template fits
Heating and air con engineers use this invoice for boiler services, heat pump installs, air con repairs, radiator replacements and powerflushes. It works for a one-hour service and a full system install.
Price the job first with the heating and air con quote template, and confirm payments with the receipt template. The heating and air con industry page shows how Quoza handles heating and air con quotes.
Download it free
Download the HVAC invoice template as a PDF or Word file, on A4 with prices in pounds, free and without entering an email address.
For the next job, start with the quote: the heating and air con quote maker lets you fill it in online, see what your customer gets and send it for them to accept before you order the unit.
Send it, get it signed, collect the deposit
Questions
What should a heating or air con invoice include?
A unique invoice number, the invoice date and work date, your details, the customer's name and address, the quote it bills, the unit's make and model, labour, parts and materials, VAT if you're registered, the total, any deposit paid, the balance due, the payment date and your bank details.
Should I put the make and model on the invoice?
Yes. Writing the make and model of the boiler, heat pump or air con unit you fitted gives the customer a record for servicing and the manufacturer's warranty, and gives you a record of exactly what went in.
How do I number my HVAC invoices?
Use one running sequence and never reuse a number, for example 1001, 1002, 1003. Write the quote number on the invoice too, so a boiler swap or heat pump install keeps its paperwork together.
How do I show a deposit already paid?
Show the full price first, then "Less deposit paid" with the date and amount, and the balance due underneath. A deposit can make sense on boiler and heat pump installs where you order the unit before fitting day.
Can I send an HVAC invoice from my phone?
Yes. Download the Word or PDF file, fill it in on your phone after commissioning, save it as a PDF and email or text it to the customer before you leave.
Is this HVAC invoice template free?
Yes. The PDF and Word files are free to download and you don't need to enter an email address. Add your details once, save your own copy and reuse it for every job.