Why HVAC professionals should send great invoices
You do everything from installation and maintenance to HVAC repair to ensure optimum temperature and air quality control in homes and buildings. You have a specialized skill, and your customers may not realize all the knowledge and expertise you bring into their homes.
That means you need an invoice that is flexible enough to clearly detail your labor, as well as all the associated costs, but is still easy-to-understand so your customers know exactly what they are paying for.
You also supply great customer service, especially in emergency or rush situations. Make sure your invoice is as polished and professional as the work you provide, and adds to your outstanding reputation.
Once you've downloaded your free invoice template, you'll need to customize it to fit your specific business. Here are the 10 key things to include on your invoice:
- Title and Description: Name the project and briefly describe what type of work your client is being invoiced for.
- Company Details: Add your company name, address, phone number, and logo to the top-right corner.
- Customer Details: Under "Bill To", add your customer's name, address, and contact information.
- Invoice Number: Include a unique invoice number to help you track down this invoice in the future. You can format this based on sequence and customer. For example, if you're sending your very first customer their first invoice, the invoice number could be 001-001.
- Dates: Include the date when your invoice has been issued and the date when payment is due.
- Line Item: Add individual line items for each unique good or service you provided. For each line item, include a brief description, quantity, individual unit price, and total price.
- Subtotal: Add up the subtotal of your goods or services, before tax has been applied.
- Tax: Indicate the tax rate applied to the subtotal. This is legally required to provide on invoices, and your rate may differ depending on where you run your business.
- Total: Outline the total amount due from the customer, after tax.
- Notes: Include any additional info your customer should know, including terms of service and payment terms (for example, payments are due 30 days after the invoice has been issued).
- Look through our wide range of invoice templates created especially for HVAC professionals, and pick the one in the style and color you like best
- Download the FREE invoice template in the format you use, such as Word, Excel, PDF, Google Docs, or Google Sheets
- Add on your business name, address, phone number, and email address. If you offer 24 hour emergency HVAC services – make sure you mention it here
- Insert your amazing HVAC company logo, website address, and any HVAC graphics you like to use
- Add in your customer’s name, address, phone number, and email address
- Add on a unique invoice number, and if appropriate, a job number for repeat or contract customers
- Add the date of the invoice, and the payment due date
- Include a detailed list of your HVAC services, along with descriptions, and the hourly or flat rate you charge
- Include a list of HVAC equipment, materials, or supplies to be charged to the customer, with descriptions and costs for each
- If you include other services, such as handyman repairs or plumbing services, add lines to include all the details. This template can be customized to cover all the different kinds of work you have provided
- If you are including a discount for a high volume of work, or to reward a loyal customer, add a line explaining the discount so your customer knows they are receiving a special price
- Calculate the total price, including all applicable taxes, and enter the total
- Include your payment terms, such as the payment methods you accept
- Add in some customer appreciation by including a few extra lines to thank your customers for the business, and to ask them to refer your HVAC services to their friends
- Save a copy, and give the completed invoice to your customer
When is the right time to send an invoice to your HVAC customers?
The right time to send an invoice depends on the size of the job and your relationship with the customer. For regular maintenance calls, most HVAC professionals invoice upon completion.
But if you are working on a larger job, such as installing a new furnace or ventilating system, ask for a percentage of the cost up front, with the remainder when the job is finished. This provides your business with cash flow while you are working, and can also help your customer if it is an expensive job.
Whatever payment system you choose, make sure contracted work is clearly noted on each invoice, and clarify what portion of the final ‘cost’ has been paid to date.
Handy invoicing tips for HVAC professionals
Be courteous and patient
A new HVAC system can be a considerable expense for many of your customers, so make sure you politely and patiently explain the necessary work and costs involved. It pays to be empathetic, kind, and honest, especially if you’d like your customers to spread the word about your friendly and efficient service to their neighbors and friends.
Add your professional recommendations
Add lines to describe any other HVAC services or upgrades you think would make your customers’ homes and offices more comfortable. You could also include tips for ways to keep their heating and electricity costs down. By sharing professional recommendations you show your customers you are thinking about their best interests, and would like to retain them as long-term customers.
Make sure you have the correct contact person
Eliminate delays in payment by making sure you send your invoice to the correct person when you are providing HVAC services to large companies. Your client liaison may not be the right person to receive invoices and issue payment.
Send a proforma invoice before the job starts
If this is a costly job, let your customer know exactly how much it will cost, and all the work you need to do, by sending them a proforma invoice before you start work. This can help prevent any misunderstandings that can end up delaying your payment.