FAQ
What do HVAC techs ask about invoice templates?
Clear answers on HVAC invoice templates, diagnostic credits, refrigerant and warranty billing, and sending professional PDFs from a phone.
What should be on an HVAC invoice?
A good HVAC service invoice template should include your business name, contact, license number, and EPA 608 certification, the customer and the equipment served by brand, model, serial, and tonnage, the service date and a unique invoice number, itemized diagnostic, labor, parts, and refrigerant lines, any warranty and credit lines, the subtotal, sales tax if it applies, the total due, and payment terms. Billing refrigerant per pound with the type and amount added is good practice and required on larger systems.
Should the diagnostic fee be credited on an HVAC invoice?
Most HVAC shops credit the diagnostic fee toward the repair when the customer approves the work. The clearest way to show it is to bill the diagnostic on one line and then credit it on its own line near the bottom, so the customer sees the fee they were quoted and the credit they earned. That keeps the balance due equal to what they actually owe and avoids the appearance of charging the diagnostic twice.
How do I bill a warranty repair on an HVAC invoice?
Show the covered part at zero on its own line, and bill everything the warranty does not cover on separate lines: the diagnostic, the labor to install the part, and any refrigerant. A manufacturer parts warranty almost never covers labor or refrigerant. Writing each line out, with a short note, is what prevents the dispute that starts when a customer hears warranty and expects to pay nothing.
What is the difference between an HVAC invoice and a work order?
A work order is the internal document that authorizes and records the job: what to do, what was found, parts used, and technician notes. An invoice is the bill you send the customer asking for payment. They often share the same line items, but the invoice is the one with your payment terms, tax, and total due. This template is the invoice. You can carry the work-order details into it, but keep the customer-facing document focused on what they owe.
Do I charge sales tax on HVAC work?
It depends on your state, and HVAC is one of the trickier trades because many states tax parts and labor differently, and new-construction versus repair can change the treatment. Keep parts and labor on separate lines so the taxable amount is clear, apply tax only where your state requires it, and confirm your local rule before adding tax. This is not tax advice.
What's the fastest way to send an HVAC invoice from my phone?
Save your customer, the equipment, and your common parts and labor lines once, then reuse them on the next call. Billgami is built for that iPhone workflow: add the customer, add the lines, credit the diagnostic, preview the PDF, and share it from the truck without rebuilding the document each time.
Is Billgami full accounting software?
No. Billgami is for invoices, estimates, quotes, receipts, PDF records, and manual status tracking. It is not tax, payroll, bookkeeping, or payment processing software.
Can I send PDFs from my iPhone?
Yes. Billgami is built around creating professional PDFs and sharing them through the iPhone share sheet or email workflows you already use.
