Excel file. No email, no signup. Yours to edit.
| Tab | What it does |
|---|---|
| Invoice | The invoice itself: your company block, bill-to, equipment details, itemised work, totals and balance due. Fill in the input cells and the math does itself. |
| Invoice Log | Tracks 40 invoices with auto-calculated balances, days late and PAID/OPEN/OVERDUE status, plus running totals for outstanding money and collection rate. |
The header handles the paperwork: invoice number, date, an auto-calculated due date, and a job or work order number so the invoice ties back to the call. Below that, work performed is grouped the way an HVAC job actually runs:
The bottom runs subtotal, discount, tax rate, tax, total, then subtracts any deposit or payments to show the balance due. That last step matters. Plenty of collection headaches start with an invoice that shows the job total instead of what is actually still owed.
This is the part a generic invoice template does not have. There is a block for system type (split, packaged rooftop, mini-split), make, model, serial number, system age in years, nominal capacity in tons, refrigerant type such as R-410A or R-454B, pounds of refrigerant added, whether a leak was found and repaired, and the filter size installed.
Two reasons to fill it in every time. First, refrigerant record-keeping requirements exist and generally apply to appliances above a certain charge size — the rules change and vary, so check the current ones that apply to your work. Second, the pounds-added history is diagnostic information. A system that has taken three pounds across two summers has a leak, not bad luck, and the invoice trail is what proves it — to you and to the customer.
Recording the make, model and system age also saves the next tech an hour of squinting at a faded data plate in a hot attic. Sometimes the next tech is you.
The second tab tracks up to 40 invoices: number, customer, job, issue date, due date, amount invoiced and amount paid. From that it calculates the open balance and days late for each one, and marks it PAID, OPEN or OVERDUE. Days late uses today's date, so the sheet is current every time you open it — no updating required.
At the top, a summary shows total outstanding, what is overdue right now, what is more than 30 days late, and your collection rate. Thirty days is the line worth watching. Past it, the odds of getting paid in full start to drop, and the summary puts those invoices in front of you before they get old.
The basics: your company details, the customer's, an invoice number, dates, itemised work and a balance due. For HVAC specifically, add the equipment details — system type, make, model, serial, age — plus refrigerant type and pounds added, and any diagnostic or after-hours fees as their own lines. Itemising the diagnostic fee separately cuts down on disputes, because the customer sees what the visit cost before parts and labour.
Two reasons. Record-keeping requirements exist for refrigerant work — they generally apply to appliances with larger charges, and the rules change, so check the current ones that apply to you. Beyond compliance, a written history of pounds added is how you spot a leaking system: repeated top-ups on the same unit is a leak, and the paper trail is your evidence when you recommend the repair.
Yes. The formulas are standard spreadsheet functions, so the file opens and calculates in Excel, Google Sheets and LibreOffice Calc. In Google Sheets, upload the file to Drive and open it — Sheets converts it automatically.
Yes, they are ordinary cells, not locked settings. Set your tax rate once and the tax and total recalculate on every invoice. Technician and apprentice hourly rates are separate lines, and refrigerant is priced per pound for both recovery and charging, so you can match whatever you pay for R-410A or R-454B that month.
Yes. You download the .xlsx file and it is yours — use it on every job, edit it, put your logo on it. All 148 formulas work out of the box; nothing is crippled or watermarked.