Invoice & estimate app for HVAC technicians
The invoice app for HVAC technicians
From a no-cool call in July to a full system replacement, Invoiceflint lets HVAC technicians invoice diagnostics, parts, and refrigerant on site, quote replacements customers can approve online, and track which invoices have been paid.
Free to download for iPhone and Android · Pro free trial
Invoice
Comfort Air Heating & Cooling
INV-0915
Bill to: Priya Raman
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Diagnostic fee – AC not cooling1 × $99.00 | 1 | $99.00 | $99.00 |
| Run capacitor 45/5 MFD1 × $65.00 | 1 | $65.00 | $65.00 |
| Labor – replace capacitor (hours)0.5 × $110.00 | 0.5 | $110.00 | $55.00 |
| R-410A refrigerant (lb)2 × $85.00 | 2 | $85.00 | $170.00 |
| Seasonal tune-up – coil clean and system check1 × $129.00 | 1 | $129.00 | $129.00 |
- Subtotal
- $518.00
- Sales tax on parts (7%)
- $16.45
- Total due
- $534.45
Example HVAC invoice made with Invoiceflint · Use it as a free template
What to include on an HVAC invoice
A complete invoice gets approved and paid faster. Invoiceflint fills in the numbering, dates, and totals for you — here’s what else belongs on it.
- 1Equipment make, model, and serial number.
- 2The diagnostic or service-call fee.
- 3Parts with part numbers or specs.
- 4Refrigerant by the pound, with the type.
- 5Labor as hours × rate or a flat price.
- 6Findings and recommendations for future work.
- 7Warranty information and payment terms.
How Invoiceflint helps HVAC technicians
Built for invoicing on the job, not at a desk.
Replacement quotes customers approve online
Send itemized system-replacement estimates with options. Customers accept on their phone and you invoice with one tap.
Works in attics and mechanical rooms
Invoiceflint works offline, so you can finish the paperwork wherever the equipment is.
Photos of equipment and sign-off
Attach photos of data plates and failed parts, and sign the invoice before sending.
Track every service call
See which invoices are sent, viewed, paid, or overdue, and each customer's balance.
Billing tips for HVAC technicians
Record the equipment on every invoice
Model and serial numbers on the invoice give you a service history for the next call and make warranty claims easier for the homeowner.
Bill refrigerant by the pound
Refrigerant is one of the most-questioned lines on an HVAC bill. Listing the type and pounds added is transparent and easy to justify.
Turn recommendations into estimates
If a coil or compressor is on its way out, note it on the invoice and send a replacement estimate the same day, while the customer is thinking about it.
Invoicing questions from HVAC technicians
What should an HVAC invoice include?
An HVAC invoice should include the equipment make, model, and serial number, the diagnostic or service fee, parts, refrigerant by type and pound, labor, findings and recommendations, warranty details, tax where it applies, and payment terms.
How should HVAC companies bill refrigerant?
List refrigerant on its own line by type and pounds added, at a per-pound price. This is transparent and makes the charge easy for the customer to understand.
Should the diagnostic fee be on the invoice if the customer goes ahead with the repair?
List it either way. If your policy credits the diagnostic fee against the repair, show the fee and then a matching credit line so the customer can see it was applied.
Can I quote a full system replacement from my phone?
Yes. Invoiceflint lets you send an itemized estimate as a link. The customer can accept it in their browser, and you convert it into an invoice with one tap when the job is done.
Related guides
How to Write an Estimate for a Job (That Clients Approve)
What to include in a job estimate, how to price the work, and how to send it so clients say yes. Includes a worked example estimate you can copy.
Read guide →How to Invoice for Labor and Materials (Plus Markup)
How trades and contractors should list labor and materials on an invoice, how to calculate materials markup, and how to handle tax.
Read guide →How to Ask for a Deposit (and Invoice It Properly)
When to ask clients for a deposit, how much to charge, what to say, and exactly how to show the deposit as a credit on the final invoice.
Read guide →
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Send your next HVAC invoice from your phone.
Download Invoiceflint for iPhone or Android and create your first invoice in under a minute.