HVAC Invoice Template: Free Printable PDF Download

Or use our free Invoice Generator Tool, which includes the same fields as our free template and lets HVAC technicians create, save, and email invoices directly from their mobile device. 

As long as your HVAC techs have online access, emailing invoices to customers or office staff directly from the field is easy with our invoice generator tool and helps improve your invoicing process.

Why Software is the Better Alternative to Free HVAC Invoice Templates & Tools

While every contractor uses an HVAC service order invoice of some kind, and having a blank invoice template or using a free invoice generator tool provides consistent formatting and looks professional, free templates and tools don’t solve all the challenges involved in the invoicing process — for example, illegible handwriting and lost paperwork, delays in delivering invoices to customers, and manual data entry for accounting.

We’ll discuss these challenges next to illustrate why many HVAC contractors are using field service management software (FSM) platforms like ServiceTitan to optimize their invoicing process. 

Then, we’ll explain how ServiceTitan can help HVAC contractors take the next steps, making invoicing a driving force for growth, efficiency, and revenue generation — rather than a source of costly hiccups. 

The Challenges of Managing HVAC Invoicing with Static Templates or Free Tools

If you use an HVAC invoice template or a free tool to generate your invoices, you’ll likely encounter some or all of these issues:

1. Errors in manual data entry

2. Costly delays in billing and payment collection

3. Integration issues with accounting software 

4. Inefficient systems for tracking and following up unpaid invoices

All of these inefficiencies can potentially harm your company’s bottom line and stunt business growth. 

Here’s how.

Errors in Manual Data Entry

When techs use printed invoice forms in the field (even from a professional-looking service invoice template), your small business is vulnerable to operational inefficiencies and errors. 

Cash payments and credit card numbers can go missing. Handwriting is often hard to read, information is noted incorrectly, and paper forms get lost or damaged. Not only is this manual process time-consuming for techs and office staff, inconsistencies and errors can have serious consequences for HVAC contractors and customers too.

For example, when an invoice doesn’t match the original estimate, indicating that a Bryant 18 Seer was installed, rather than the Carrier 20 Seer that was agreed, this could have ramifications for the customer, who may not qualify for the manufacturer’s warranty if the mistake is not spotted.

Similarly, if a tech neglects to obtain the required signatures on an invoice, customers might dispute charges or even the work itself, leading to potential legal issues.

For contractors servicing multiple properties for one landlord, mismatched purchase orders can delay payments. If the same P.O. number is attached to invoices for different locations, some invoices may not be paid, which could result in costly write-offs.

In the long run, these manual errors can damage customer relationships, but they could also restrict cash flow, limiting a business’s ability to borrow money, invest in new equipment and technology, and lessening overall liquidity. 

Even if you use an online invoice generator tool to manage invoices digitally, a PDF template is difficult to scale, especially when it’s not integrated with the rest of your operational processes — we’ll discuss this next.  

Costly Delays in Billing & Payment Collection

Using a paper invoice template or invoice generator tool that’s not integrated with your other business operations (like estimates, orders, and accounting software) causes bill-collection delays because the information required for the invoice (such as model numbers and pricing details) is stored in different places.

To address this and the manual processing issues we just described, many HVAC contractors have their techs return to the office, where a manager can oversee the creation of their invoice before it is delivered to the customer. 

Often, invoices are sent or delivered days or weeks after the completion of a job when homeowners are less inclined to pay promptly. This can lead to potential cash flow problems for the contractor, who’s already laid out for labor, equipment, and other expenses. 

In other cases, the tech will relay the details of the job back to the office by phone from their truck. Then they’ll wait for a call back from someone with the authority to sign-off on an invoice, before finally delivering it to the customer. This can add 30 to 45 minutes to every job, eating up tons of time that could be better spent doing actual service work. 

Neither method mitigates the risk of costly errors. Every time customer information is relayed from one employee to another or from one location to another — whether it be measurements, model numbers, credit card details — is a chance for something to get lost or inaccurately transcribed.     

Integration Issues with Accounting Software

Many HVAC contractors that use invoice templates (either created on paper or in Excel, Google Docs or via invoice generator tools) use QuickBooks to handle their accounting needs. 

However, this means that office staff spend a lot of time manually entering information from handwritten invoice templates or transferring it from an XLS file like Google Sheets or an invoice form from Microsoft Word, for example, into their company’s QuickBooks account. 

This is both an inefficient use of employee time and risks accounting errors from mis-entering information.

Inefficient Systems for Tracking & Following Up on Unpaid Invoices

Tracking and following up on overdue invoices promptly is essential to maintain cash flow. But if you’re using paper files or Excel spreadsheets, this has to be done manually. Somebody will need to keep a close eye on the status of each customer invoice, have a system for identifying when payments are due, and regularly follow up with customers who are overdue. 

This is a time-consuming and laborious process and, unless you have a dedicated person to keep on top of it all, it could mean that payments are delayed or even slip through the net entirely.  

Finally, it’s worth keeping in mind that using different tools (templates, generators, or even separate invoicing software) to manage your invoicing may be more expensive than using a software solution that manages the entire process quickly and efficiently. 

Next, we explain how ServiceTitan software helps HVAC contractors address all of the issues we just described.     

How ServiceTitan Helps HVAC Contractors Optimize Their Invoicing Process

Create Accurate Invoices in The Field

Because ServiceTitan software integrates and automates all of the essentials associated with HVAC invoicing (such as customer information, job orders, estimates, and pricebooks), creating accurate invoices is a seamless process.

For example, because your company’s pricebook is integrated into your ServiceTitan account, the software will fill in the pricing fields automatically, eliminating the chance that a tech might make an error.

ServiceTitan automatically fills in certain fields (invoice number, type, terms, invoice date, payroll date, number of hours worked, subtotal, tax zone, membership discounts), ensuring that the right variables are used for calculating the invoice total. 

The tech is prompted to provide full details of the work performed, cutting down on the potential for questions and disagreements between contractor and customer once the invoice has been delivered. 

Using our Mobile App, HVAC techs can click on the “Generate Invoice” button, and ServiceTitan generates a professional-looking, accurate invoice with your payment terms and PO number, that you can text, or email to your customer on the spot. The invoice is also printable, for shops that don’t want to go carbonless.

Real-Time Invoice Approval

Since all the data entered onto the ServiceTitan platform is instantaneously available to users, HVAC business owners can actually observe their techs’ invoice creation in real-time and sign off the final invoice remotely, from their tablet or desktop, if they wish. 

Request for Signature and Photos

ServiceTitan software prompts the tech and customer to provide signatures for work and payment authorization. So, in the event of a disagreement, the HVAC business has documentation to prove that the customer signed off on the job — and approved payment. 

ServiceTitan also gives you the ability to request and include an almost unlimited number of labeled photos. For example, you could include “before and after” photos of an HVAC repair or installation, or a photo showing the model number of a new HVAC system for reference, in case information was mistyped onto a form.

Accessible Customer Information

With ServiceTitan, a customer’s phone number and other contact information is available with the click of a button. This comes in especially handy for commercial accounts, with multiple associated properties and interested parties. Without having to call the office or dig through an address book for business information, the tech can instantaneously send their invoice to a landlord, a property manager, and/or a tenant all at once, and know that each has been assigned the correct PO number, too.

Automated Review Requests

Ensuring you receive customer feedback after every job is essential for managing your HVAC company’s reputation.

ServiceTitan’s reputation management tool lets you send automated review requests to each customer by text or email immediately after the tech marks the job as complete on their mobile app. 

Additional Upselling Opportunities

ServiceTitan invoices also provide optional fields where you can add service suggestions, warranty information, membership promotions, etc. This prompts HVAC techs to offer additional services on the spot. For example, if a customer has just had an air conditioning unit installed, the tech has the opportunity to also sign up that customer to a membership agreement for regular maintenance.

Automatic Central Invoice Storage

Instead of filing invoices separately in paper files or siloed computer folders, when you create an invoice in ServiceTitan it is automatically stored in the customer database alongside everything else that relates to that customer (job history, estimates, warranty details, notes, etc). This means that no important details are lost because everything is easily accessible if you need to access the customer’s service history.

Offer Flexible Instant Payment Options 

With ServiceTitan, HVAC techs can offer customers multiple options for accepting payment so you can be paid swiftly.

For example:

• HVAC technicians can take a picture of a check and auto-deposit it immediately using the mobile app.

• Credit card payments can be processed using a Bluetooth Card Reader with a tap/swipe of the card or via a link to a customer portal where customers can pay online.

• Google Pay™ and Apple Pay® integration provide another flexible payment option.

• We also offer Financing options so, if a customer applies for and is approved for financing through the estimate, payment is already taken care of.

Integration with Accounting Software

For the many HVAC contractors that use QuickBooks, ServiceTitan’s integration with QuickBooks means that all transactions (such as purchase orders and invoices), including those carried out in the field, are instantly captured and exported to your QuickBooks account, no manual re-entry needed.

Similarly, ServiceTitan also integrates with Sage Intacct accounting software (often used by large service businesses). 

Track and Follow Up Unpaid Invoices Early

While ServiceTitan gives your HVAC techs and office staff the ability to create invoices as soon as jobs are completed and to collect payments instantly, there will always be some invoices that are not paid promptly. 

ServiceTitan helps you track unpaid invoices and chase payment at the appropriate time via the Accounts Receivable Summary Report. 

This shows all the invoices that are yet to be paid and includes fields such as:

• Customer name and phone number

• The outstanding balance

• The outstanding balance for different timeframes:

  • Less than or equal to 30 days

  • For 31-60 days

  • For 61-90 days

  • And so on

You can filter this information and use ServiceTitan’s email marketing feature to bulk-send reminders to customers with outstanding balances, for example, for more than 30 days. Simply select your target audience, craft the email, and send it out. 

Using this report ensures that emails are sent only to the correct customer and saves a huge amount of time if you were to track and chase each customer individually.

Ready to Try ServiceTitan to Manage Your Invoicing Process?

The importance of a sleek, efficient invoicing process is easy to overlook. But when invoicing isn’t properly executed, it can seriously harm a company’s bottom line. 

Using top-notch field service management software like ServiceTitan, HVAC contractors can use invoicing to:

• Create accurate invoices in the field

• Collect payments promptly

• Improve customer satisfaction and loyalty 

• Ensure healthy cash flow and credit lines 

With ServiceTitan, efficient, integrated invoicing helps your HVAC techs deliver the best customer experience on every service call and improves the bottom line of your business.