Pronto Invoice

Free HVAC Invoice Generator. No Sign-Up.

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INVOICE
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Total$0.00 USD

How you get paid

Printed on your invoice. Pronto Invoice doesn’t process these payments.

Needs a free Pronto Invoice account and a Stripe account. Pronto Invoice takes no fee; Stripe's fees apply. Card payment works on invoices you send, not on downloaded PDFs.

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HVAC invoicing

What belongs on an HVAC invoice

An AC repair or furnace install invoice gets pulled out of the drawer years later: when the compressor fails under warranty, when a rebate program asks for proof of install, when the house goes on the market. Write every HVAC invoice so the equipment, the refrigerant and the work are on paper. The HVAC invoice requirements guide goes deeper on each field.

Lead with the diagnostic fee

Most no-cool and no-heat calls start with a fee to find the problem. Put it first, and use the details for what you found, such as “Run capacitor out of spec (45/5 µF), condenser fan not starting.” Say whether the fee comes off the repair if the client goes ahead. If the client declines the repair, the line shows what the fee paid for.

One line per unit, with its SEER2 or AFUE

Give each new condenser, furnace, air handler or heat pump its own line, and put the brand, model number, serial number and efficiency rating (SEER2, HSPF2 or AFUE) in the details. Many manufacturers ask for warranty registration within a set window after install, and they want those numbers. Note on the invoice whether you registered the unit or the homeowner needs to.

Charge refrigerant by the pound

Set the refrigerant line’s quantity to the pounds you added, decimals included (2.5), and the rate to your per-pound price. Name the refrigerant in the details, such as R-410A on an older system or R-454B on a newer one. If you found and fixed a leak, say where; a top-off with no leak search on record is a callback waiting to happen.

Maintenance agreements, one invoice at a time

Tune-up plans usually renew yearly and cover a spring cooling and a fall heating visit. The generator doesn’t bill on a schedule, so send the agreement invoice yourself at each renewal and list what it covers in the details: visits, filter changes, priority scheduling, any repair discount. On each visit’s invoice, write “Covered under maintenance agreement” in Notes to client and bill only parts or repairs outside the plan, so the client doesn’t think you billed twice.

Rebates, permits and the paperwork after

Utility rebates and tax credits usually ask for an itemized invoice showing the installed model and efficiency rating. Programs change often and vary by utility and state, so check current terms before you mention one. If a rebate gets paid to the homeowner later, invoice the full price so your paperwork matches theirs. Change-outs often need a mechanical permit too; bill it at cost on its own line with the permit number in the details.

Prefer a Word or Excel file? Get the free HVAC invoice templates. Billing for other work? Use the free invoice generator.

Preview & download

Preview, then download

Hit Preview & Style to open a full-page, print-ready preview of your invoice. Switch the template style and brand color and watch the whole invoice retheme instantly — pick the look that fits your business, then download.

Invoice preview shown in the Bold Branded template style
The same invoice restyled — Bold Branded.
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FAQ

Frequently Asked Questions

Quick answers on HVAC invoicing and the generator.

That is your call, and many HVAC companies do it to win the repair. Whatever your policy, write it in the diagnostic line’s details (“Credited toward repair if approved today”) so the client knows before deciding.
Use one line per refrigerant type, with the quantity set to the pounds added and the rate set to your price per pound. The generator accepts decimals, so 3.25 lb works. Put the refrigerant type and any leak repair in the line details.
No. It creates one invoice at a time and never sends on a schedule. At each renewal, create the agreement invoice, update the dates and invoice number, and list the covered visits in the details.
In the details of the equipment line, along with the brand and efficiency rating. They print under that line on the PDF, which gives the homeowner what they need for warranty registration and any later claim.
Your business details (plus a license number where your state requires one), the client and service address, the diagnostic or service-call fee, parts, refrigerant, labor, and the model and serial numbers of any unit you installed. Put warranty terms and how you get paid at the bottom.
Usually an itemized invoice with the installed equipment’s model number and efficiency rating, the install date and the service address. Each utility or program sets its own rules and they change often, so read the current application before you send the final invoice.
Downloading needs no account. A free account lets Pronto Invoice send the invoice for you: we email it to your client, tell you when it's opened, and remind your client if it's unpaid. You can also let your client pay by card once you connect Stripe. Card payment works on invoices you send, not on downloaded PDFs.

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