Whether you’ve received an invoice or are creating one for a client, you’ve probably noticed that invoices for air conditioning repairs differ from standard construction or handyman invoices. The reason is that a handyman home repair invoice template is different from those used for heating, ventilation, and air conditioning (HVAC) repairs.
HVAC invoices list services, actions taken, and materials used to repair air-conditioning units and other HVAC systems. Larger companies and independent contractors alike use these invoices to track and manage the HVAC equipment that was purchased for a customer or repaired by a technician or contractor.
Is an invoice a contract? From a legal perspective, it is not. The invoice includes a breakdown of products and services charged to a client by a business or contractor and serves as a request for payment. It’s a one-sided document with no binding signatures.
What to Include on Your Invoice
Because an invoice serves as a request for payment, you should be thorough and include all necessary details on the invoice. Missing information can result in the bill being contested by the clients or your money being sent to the wrong destination. When customers understand exactly what they’re paying for and where to make payments, you get paid on time.
General Details
This section can include any notes you or your technician make that relate to services that are included in the invoice, such as the type of work that was done. For example, the Details section could read Generic HVAC Job or Filter Replacement. This should be a brief overview that provides the purpose of the invoice.
Type of AC and Repairs
This can be included in your Details section, or stand on its own. Here, you explain the type of AC and services provided by the technician.
Labor Hours
This is the section where you show the amount of time the technician worked on this particular job. It can include time spent purchasing specialized tools, traveling off-site (if necessary), and the actual repair time. It does not include time spent filling out the invoice.
Products and Materials
When it comes to home repairs, it’s sometimes impossible to know exactly what the job will entail until you’re there. Technicians often have to order replacement parts or use their own materials to get the HVAC unit functional again. Invoices should reflect these purchases, listing the cost and quantity of each item.
Price Breakdowns
All charges should be clearly stated and labeled on your invoice. This includes the charge for labor per hour, hours billed, and the total for the category. It should also include parts and materials, individual prices, quantities used, and the total cost of parts and materials. Calculate the figures and include the subtotal, taxes (if applicable), and the final amount owed.
Payment Information
Payment information is the most important section of an invoice. While clients may contest charges if not detailed properly, you definitely won’t receive a payment if your payment information is missing or inaccurate. This is true whether you’re drafting an HVAC invoice or a water damage home repair invoice.
The billing information provides information regarding payment methods. If you prefer digital or direct deposit, include the information necessary such as bank information, billing address, and relevant account and routing numbers.
You can also include options for clients to pay with cash or via check. Keep in mind physical payments are best received in person to ensure a secure and timely transaction. Be sure to keep copies of receipts in the event a client gives you a physical form of payment.
Contact Information
This section should include relevant contact information and parties to contact if there are any issues regarding payment or information on the invoice. Include the name, location, phone number, and email of the person managing payments and invoices.
Other Details to Include
In addition to what is described above, your invoice should also include:
- Name of your business
- Work order number
- Invoice number
- Start and end date of the repair project
- Dates of work for the repairs
- Date of invoice (when you submit the invoice to the client)
- Name of person submitting the invoice
- Payment due date
Don’t Stress About Invoices
Independent contractors and small business owners alike would rather not deal with the minutiae of billing and payments–they want to focus on their craft, not crunch numbers. Crafting a comprehensive invoice is only one part of the process. To ensure timely, accurate payments and less time spent on administration, take advantage of a reputable invoicing software package, such as Invoice Ninja.
Invoice Ninja provides comprehensive invoicing tools for freelancers, professionals, and business owners so you can do what you love. Get paid online in four easy steps with Invoice Ninja!
