Your business

Business name

KRA PIN

Phone

Email Address Logo (optional)

Client

Client name

Client KRA PIN

Phone

Address

Invoice details

Invoice number

Currency

Date

Due date

Items

Discount (%)

VAT rate (%)

Charge VAT on top of the prices above

Payment and notes

How to pay Add a small "Made with invoicesasa.com" line to the invoice Notes or terms

In the print window, choose "Save as PDF" as the destination.

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What an HVAC invoice should include

Air conditioning, refrigeration and ventilation work is often billed in several parts: a visit, labour, and equipment or gas. A clear invoice shows each part separately so the customer understands the total and you are not chasing explanations later.

Details worth adding

The type of job: installation, repair, or routine maintenance.
The equipment make, model and serial number, typed into the item description.
Parts replaced, such as capacitors, filters or fan motors, each on its own line.
Refrigerant type and amount if you topped up or recharged a system.
Labour as hours multiplied by your rate.

Getting paid on time

For installations, ask for a deposit before ordering equipment.
Put your M-Pesa Paybill or Till number and the invoice number in the "How to pay" box.
Write your warranty or follow-up terms in the notes so both sides agree on them.
For regular servicing clients, send one invoice per visit with the date and unit location.

Should installation and repair be on separate invoices?

Usually yes. A new installation has equipment, labour and sometimes a deposit, while a repair is mostly a call-out, parts and hours. Separate invoices keep your records and the customer's clearer.

Do I charge VAT on HVAC work?

Only if your business is VAT-registered. If it is, tick the VAT box and 16% is added to the total. If not, leave it off. Confirm your own position with KRA or an accountant.

Can I use this for monthly maintenance clients?

Yes. Change the sample lines to your service plan, adjust the date each month, and save the PDF. Your last invoice is remembered in your browser for next time.