What’s in an HVAC Repair Bill?

An HVAC repair invoice should include essential as much detail as possible to document the service(s) provided and the associated costs. Here are the common parts of a good HVAC repair invoice. If your HVAC contractor doesn’t provide this level of detail, ask them to do so.

Header Information

• Company Name, Logo, and Contact Information (address, phone number, email).
• Invoice Number (a unique identifier for tracking purposes).
• Invoice Date (the date the invoice was issued).
• Due Date (the date by which payment is expected).

Customer Information

• Customer’s Name and Contact Information.
• Customer’s Address (if different from the service location).

Service Details

• Description of Services Rendered: A breakdown of the HVAC repair or maintenance services performed. This section should include details of what was done, including any parts replaced, repairs made, or maintenance tasks completed.
• Date and Time of Service: The date and time when the HVAC work was performed.
• Technician’s Name: The name of the HVAC technician who provided the service.

Parts and Materials

• Itemized List: If any parts or materials were used during the repair, provide a list with descriptions, quantities, unit prices, and the total cost for each item.
• Labor Costs: Specify the labor charges, typically either as a flat fee or an hourly rate, along with the total labor cost.

Additional Charges

• Any additional fees or charges, such as service fees, diagnostic fees, or taxes, should be clearly listed.

Total Amount Due

• Calculate the total cost by adding up the service charges, parts/materials costs, and any additional fees or taxes.

Payment Information

• Payment Methods Accepted: Indicate the methods of payment accepted (e.g., credit cards, checks, bank transfer).
• Payment Instructions: Provide instructions on how and where the customer should make payment.

Terms and Conditions

• Payment Terms: Specify the payment terms, including the due date and any late payment penalties or discounts for early payment.
• Warranty Information: If applicable, detail any warranties or guarantees on the work performed and any parts installed.
• Return Policy: Outline the return policy for parts or materials, if relevant.

Notes or Comments

• Include any additional information or special instructions related to the HVAC repair or invoice.

Footer

• Contact Information: Reiterate the company’s contact information for customer inquiries or support.
• Thank You: Express gratitude for the customer’s business.

Sample AC Repair Invoice