Invoice Templates for HVAC Companies

For small and large HVAC businesses, invoices are invaluable accounting tools. Not only do these documents keep an accurate and legal record of sales, but they also display the necessary details for payment of any goods and services provided. These details include buyer and seller contact information, invoice date, purchase details, and specific payment terms. An alternative to creating invoices from scratch is to create ready-to-use invoice templates for all future transactions. Below is a more comprehensive discussion focusing on invoice templates for HVAC companies, including:

1. What Is an Invoice Template?
2. Why Invoice Templates Are Important for HVAC
3. Types of Invoices for HVAC
4. How to Create an HVAC Invoice Template
5. A Better Alternative to Using Invoice Templates

‍What Is an Invoice Template?

Invoice templates are layouts with default fields and can be created in using a word processor (Microsoft Word or Google Docs) or a spreadsheet software (Microsoft Excel or Google Sheets). These invoicing tools make it easier for businesses to enter the required information, including buyer and seller contact details, itemized goods or hours of service, and payment information. Invoice templates are simple, efficient, and affordable. So, when comparing them to manual paper-based invoices, they save companies both time and money.

Invoice templates are downloadable online, and are customizable, allowing you to make changes according to your company brand. These customizable templates are simple, fast, and convenient to use. All you have to do is make a few quick edits, compared to completely starting from scratch.

Why Invoice Templates Are Important for HVAC

An HVAC invoice template gives your client all of the necessary information they need to know how much they owe and when to pay. Professional invoice templates contain these required fields, making it easier for your company to monitor and keep legal records of all financial transactions. HVAC companies can benefit a lot from these invoice templates for the following reasons:

Quick and Efficient Payment Systems

Professional and digital invoice templates are favorable on the part of both the company and the client. The invoice issuer will find it easy to input all necessary information. The client will see that the “Pay Now” section is very convenient because it allows them to make a quick payment right after getting the invoice.

Fewer Errors

Manually inputting information into your invoices increases the risk of errors and miscalculations. Invoices that include these invoicing mistakes can be a burden since HVAC service jobs are hourly. Inaccurate entries can also cause arguments with the client. An HVAC invoice template with an automated input of all the necessary details minimizes mistakes, saving you time, energy, and keeps clients happy.

Advantage Over Competitors

The HVAC market is pretty competitive, considering how many local ventures there are in each area. Having a professional invoice template issued electronically has an added appeal because it indicates the legitimacy of your brand. Electronic templates also show that your company can rise to the demands of the modern world and make transactions more accessible.

Fuels Company Operations

Having an HVAC service invoice template allows company contractors to upsell opportunities that can bring in more profit. Instead of simply doing the task, taking the payment, and packing up, a contractor can take the time to show the client the invoice, explain each service, and even talk up additional products and services that might be of interest to the homeowner.

Types of Invoices for HVAC

There are FIVE ways to classify HVAC invoices, including:

• Hourly - Contractors often bill by the hour. An hourly HVAC invoice lists the type of work done according to hours and specifies the payment and due date. Calculate the total by multiplying the hourly rate with the time log.
• Contract - HVAC service contracts legally obligate the HVAC company for all maintenance work and repairs on a client’s HVAC system, which must reflect in the invoice.
• Per-project - Billing per project is sometimes the most effective option because of its high return on investment and mitigating the risk of overcharging with hourly-based billing. Invoicing this will list the project as a package with a set amount.
• Service plan - This is also called the recurring invoice, which refers to ongoing services for the same amount. HVAC companies sometimes offer monthly or weekly service plans depending on the needs of the client.
• Deposit - Percentage deposits with payable balances should also be included on the invoice, especially if the payment policy of the HVAC company requires a certain downpayment first, with the rest due after the service is complete.

How to Create an HVAC Invoice Template

What information should be on an invoice? Although invoices are customizable to a point, there are a few specific fields that all invoices should have. These are what you will often find on professional invoice templates. Below are the six most sections every invoice template should include:

• Date and time - The invoice should indicate the issue date, so you and your client can track when the payment for the service is due.
• Name - Your company name and the full name of the client should be present. 
• Address - This is essential if sending the goods to the customer by mail. This section should ask for the specific address of the customer and not just the city.
• Contact information - The invoice should also contain the contact information of both the company and the customer.
• Items or services purchased - There should be a detailed description of all the goods and services purchased by the customer, along with the price. In the case of multiple service requests, provide a detailed description of each service. Repairing HVAC units and purchasing specific parts should be listed individually. 
• Terms of payment - State any payment policies the company has and list all possible payment options that the customer can take. These terms should indicate the date the payment is due to ensure the client pays the bill on time.
• Invoice number - This is to help the company keep track of how many work orders have been placed and make accounting easier. 
  

Once you have filled in these sections, you can go ahead and customize the following fields to set your invoice apart from generic templates:

• Business name
• Business logo
• Official colors
• Font

A Better Alternative to Using Invoice Templates

Invoice templates are excellent and convenient options for any HVAC company. Most digital templates are customizable, giving you a platform to promote your company brand and visual identity. However, one particular downside is that some elements may be locked or uncustomizable, making it more likely for you to end up with an invoice template similar to your competitors.

Are you looking for a better alternative? An online invoice creator is an ideal alternative to using invoice templates. These innovative invoicing tools allow you to customize the colors and layout of your invoices and streamline your invoicing process by making accurate and automatic calculations. You can create and send invoices within minutes, making it easier to send payment reminders and get paid fast by using multiple payment methods.

Key Takeaway

The HVAC service market is a fast-paced industry because of its by-the-hour jobs. So, for every HVAC company in the industry, invoices are a crucial part of their accounting and financial recording process to ensure that they stay on top of all transactions and maintain an efficient cash flow. Invoice templates are viable time-saving options that you can use and customize to reap all the benefits of having easy and convenient invoices. However, invoice templates do have some downsides to consider. The best alternative is an easy-to-use, fast, and affordable online invoice creator like Invoicer.ai.

But don't just take our word for it! Try Invoicer 100% FREE for 14-days and see how easy online invoicing can be. Happy invoicing!