HVAC invoice template

Line items HVAC techs actually bill

• The service call with the complaint: "Service call and diagnosis: AC not cooling, outdoor condenser fan not running" records why you came out, and keeps the trip charge out of the hourly rate.
• Labor that says what was done: "Replace condenser fan motor and dual run capacitor, check refrigerant charge" with hours in Qty tells the customer more than "Repair, 1.5 h". For flat-rate repairs, one line at the price from your book.
• Parts with their rating: motor horsepower, RPM and voltage, capacitor MFD and voltage, or the furnace igniter or board part number, so a warranty claim can be matched to the invoice later.
• Refrigerant by type and pound: "R-410A refrigerant (per lb)", Qty 2. A second recharge on the same system a few months later is easy to spot.
• Maintenance visits on their own line, named by agreement and season, with any replaced filters or parts listed separately (see the Texas tax note below).
• System details and readings in the notes: tonnage, the temperature split after the repair, the date of the work and your warranty terms.

Texas: the TDLR notice and the sales tax split

License number and TDLR statement. Texas Department of Licensing and Regulation rule 16 TAC §75.71(i) reads: "An invoice must be provided to the consumer for all air conditioning and refrigeration work performed. The company name, address, and phone number must appear on all proposals and invoices. The affiliated licensee's number must appear on all proposals and invoices for air conditioning and refrigeration work. The following information: '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' must be listed on: (1) proposals and invoices; (2) written contracts; and (3) a sign prominently displayed in the place of business if the consumer or service recipient may visit the place of business for service." (official Texas Administrative Code, §75.71, last amended effective May 1, 2018; linked from TDLR's Air Conditioning and Refrigeration laws and rules page). TDLR's Chapter 75 amendments effective September 1, 2026 updated code editions and certified technician rules and did not change §75.71. The air conditioning statement is punctuated slightly differently from the electricians' version: it ends ", www.tdlr.texas.gov" with no "website:" label. Section 75.71(h) separately requires the license number on advertising, with exceptions such as letterheads and printed forms for office use.

The TDLR penalty schedule for air conditioning and refrigeration lists "Failed to include Department information on proposal, invoice, contract, or sign displayed in place of business", "Failed to include license number on proposal or invoice" and "Failed to include company name, address and phone number on proposal or invoice" as Class A violations, with a penalty range of $500 to $1,000. "Failed to provide invoice to consumer" is a Class B violation: $1,000 to $3,500 and/or up to a 1-year full suspension.

TDLR writes contractor license numbers as title, class, number and endorsement code, for example TACL/A/000000/C (TDLR contractor license page). The endorsement codes are E for Environmental Air Conditioning, R for Commercial Refrigeration and Process Cooling and Heating, and C for both (TDLR, ACR Contracting At A Glance). The example uses a placeholder, TACLB000000E (Class B, environmental); put your affiliated licensee's real number there.

Sales tax. The Texas Comptroller says that when you repair or remodel residential property you are a contractor. On a lump-sum residential job you pay tax on materials when you buy them and do not charge the customer tax. On a separated contract you give suppliers a resale certificate and collect state and local sales tax from the customer on the materials charge, which must be at least what you paid; the construction labor charge is not taxable. Repairing damaged, broken or defective parts of nonresidential real property is taxable. Maintenance, meaning scheduled, periodic work on real property that is not broken, is not taxable, but the incorporated replacement parts and materials are, and you need a contract or other documentation showing the work is scheduled and periodic (Texas Comptroller publication 94-116, Real Property Repair and Remodeling). The example is a separated residential repair, so it taxes the $413 of parts and refrigerant and not the $276.50 of service call and labor. Texas state tax is 6.25% and local jurisdictions can add up to 2%, for a maximum combined rate of 8.25% (Texas Sales and Use Tax). Fort Worth addresses in Tarrant County are listed at that 8.25% total in the Comptroller city rate table: 1% city, 0.5% Fort Worth MTA and 0.5% Fort Worth Crime Control. Check the rate for the job address before you bill.

Other states set their own license-display and sales-tax rules. This is a summary of the published Texas rules and guidance, not legal or tax advice, so confirm with TDLR, the Comptroller or your accountant.

FAQ

How do I write an HVAC service invoice?

Start with the service address, the date and the complaint ("AC not cooling, outdoor fan not running") on the service-call line. Describe the repair on the labor line in plain words and put the hours in Qty; decimals such as 1.5 are fine. List each major part on its own line with its rating, bill refrigerant per pound with the refrigerant type (Qty 2, Unit price $65), and write the system size, readings after the repair and your warranty in the notes. In InvoiceSnap the totals calculate as you type and the free preview PDF shows the finished layout.

What has to be on an HVAC invoice in Texas?

Texas Department of Licensing and Regulation rule 16 TAC §75.71(i) says an invoice must be provided to the consumer for all air conditioning and refrigeration work. The company name, address and phone number and the affiliated licensee's license number must appear on all proposals and invoices, and this statement must be listed on proposals, invoices and written contracts: "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's penalty schedule lists leaving off the department information, the license number or the company name, address and phone number as Class A violations ($500 to $1,000), and not providing an invoice at all as a Class B violation ($1,000 to $3,500 and/or up to a 1-year suspension). Type the license number and the statement into the License field and InvoiceSnap prints them under your address.

Do HVAC contractors charge sales tax in Texas?

On residential repair work, not on the labor. The Texas Comptroller says the construction labor charge on residential repair and remodeling is not taxable. Materials depend on the contract. On a lump-sum job (one price for everything) you pay tax when you buy the parts and don't charge the customer tax. On a separated contract (materials and labor billed separately) you buy parts with a resale certificate and collect state and local sales tax on the materials charge only, which must be at least what you paid for them. Repairing or replacing parts of nonresidential property, such as an office, restaurant or retail shop, is taxable (Texas Comptroller publication 94-116). Other states have their own rules.

How do I invoice an HVAC maintenance agreement or tune-up?

Put the visit on one line that names the agreement and the season ("Spring AC tune-up, maintenance agreement visit 1 of 2") and list any parts you replaced on their own lines. In Texas the Comptroller treats maintenance (scheduled, periodic work on real property that is not broken) as nontaxable, but the replacement parts and materials you incorporate are taxable, and you need a contract or other documentation showing the service is scheduled and periodic (publication 94-116). A repair call for something that has failed falls under the repair rules instead.

How do I charge sales tax on materials only in InvoiceSnap?

InvoiceSnap applies its Tax % field to the whole subtotal, so for a separated residential job leave Tax % at 0 and add the tax as its own line, as in the example: "TX sales tax on materials only: 8.25% of $413.00", Qty 1, Unit price $34.07. The parts are $245 + $38 + 2 lb × $65 ($130) = $413, and 8.25% of that is $34.0725, which rounds to $34.07. With the $89 service call and 1.5 hours of labor at $125 ($187.50), the total is $723.57. For a commercial job, where Texas taxes the repair, put the rate in the Tax % field instead.

Should refrigerant go on its own line?

Yes. Bill it per pound with the refrigerant type in the description ("R-410A refrigerant (per lb)", Qty 2), so the customer can see how much was added and so a repeat recharge on the same system stands out as a sign of a leak. Do the same for any leak-search or dye charge, rather than folding it into the labor line.

Is InvoiceSnap free?

Yes. You can fill in the invoice and download a watermarked preview PDF free with no signup. A clean PDF is $4 one-time for 7 days of unlimited invoices (USDC; card coming soon).

Is my data uploaded?

No. The PDF is generated in your browser; your client and pricing details are not sent to a server.

More invoice templates

Freelance invoice template (fill online → PDF) · Independent contractor invoice template · Hourly invoice template (hours worked) · Consulting invoice template · Invoice with a discount line · Invoice template for international clients · Photography invoice template · Cleaning invoice template · Landscaping & lawn care invoice template · Plumbing invoice template · Electrician invoice template · InvoiceSnap home