Invoices / HVAC
Bill the diagnostic, labor, parts and refrigerant by the pound, then download the HVAC invoice.
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Estimates, receipts and guides that go with this invoice.
HVAC invoices cover very different jobs, from a routine tune-up to a full system replacement, but they share one thing: the customer usually doesn't understand the parts. So describe them plainly. Instead of a part number alone, write "run capacitor for outdoor unit" and the size. Refrigerant should be billed by the pound, with the type, because it's one of the costs customers ask about most. For new equipment, list model and serial numbers of the condenser, furnace or air handler, since the homeowner needs them for warranty registration and any utility rebate. If the customer is on a maintenance plan, show the plan discount or which visit of the plan this is. Separate after-hours rates from normal labor so the bill explains itself.
Why bill refrigerant by the pound?
The amount needed varies from job to job, and pricing by the pound shows the customer exactly how much went into the system. It also makes repeat leaks easy to spot over time.
How do I invoice a maintenance plan visit?
If the visit is included in a plan the customer already paid for, show it at no charge with a note, and bill only extra parts or repairs. If the plan gives a discount, show it as its own line.
Should I list equipment serial numbers on the invoice?
Yes, for new installs. The homeowner needs them to register the manufacturer warranty and to claim utility or manufacturer rebates where they exist.
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