Air Conditioning / HVAC Tax Invoice Generator
Create an air conditioning or refrigeration tax invoice with your ARC licence/RTA number, equipment and refrigerant fields, then download as a clean PDF — free, no sign-up required.
Your Business Information
Client Information
Brand Your Invoice
Invoice design
Invoice Details
Line Items
GST is applied only to line items with the “GST” box ticked.
Signature
Add your authorised signature. It will only appear on the invoice preview and PDF if you actually sign.
Preview:
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| Invoice Date | — |
| Description | Quantity | Rate | Amount |
|---|---|---|---|
| Diagnostic / call-out fee | 1 | A$0.00 | A$0.00 |
| Labour — repair & testing | 1.5 | A$0.00 | A$0.00 |
| Refrigerant — recovery & recharge (type/qty in header) | 1 | A$0.00 | A$0.00 |
| Part — replacement component (new) | 1 | A$0.00 | A$0.00 |
| Filter replacement | 1 | A$0.00 | A$0.00 |
| Annual maintenance plan — seasonal tune-up visit | 1 | A$0.00 | A$0.00 |
| Old equipment disposal & refrigerant recovery fee | 1 | A$0.00 | A$0.00 |
| Less deposit received | 1 | A$0.00 | A$0.00 |
| Subtotal | A$0.00 |
| GST (10%) | A$0.00 |
| Total | A$0.00 |
Air conditioning and HVAC invoice generator for Australia
Create an Australian air conditioning, refrigeration or HVAC invoice for installation, repairs, maintenance, diagnostics, refrigerant, parts, labour, emergency call-outs, service agreements and warranty notes. Add the service address, equipment details, ARC licence or RTA reference, refrigerant type and quantity, GST and payment terms, then download a PDF.
Australian HVAC invoices need to preserve equipment service history and refrigerant-handling context. Air conditioning businesses may need ARCtick refrigerant authorisations, while electrical or plumbing parts of a job can have separate state licence expectations.
What an Australian HVAC invoice should include
Equipment details matter as much as customer details. A future technician, property manager, warranty provider or owner needs to know which indoor unit, outdoor unit, chiller, cool room, heat pump or ventilation system was serviced.
- HVAC business name, ABN, contact details and payment details.
- Customer, billing address, service address and site contact.
- Equipment make, model, serial number, capacity and location.
- Service type: installation, repair, maintenance, leak check, commissioning or emergency call-out.
- Technician, ARC licence or Refrigerant Trading Authorisation number where relevant.
- Labour, parts, filters, refrigerant, recovery, disposal and maintenance-plan charges separately.
- GST if registered, warranty notes and compliance references.
ARCtick and refrigerant records
The Australian Refrigeration Council administers refrigerant handling licences and Refrigerant Trading Authorisations for work involving controlled refrigerants. If refrigerant is handled, show the relevant licence or RTA reference and record refrigerant type and quantity where applicable.
Even for small split-system jobs, equipment and refrigerant detail helps with warranty claims, leak history and future diagnostics.
GST and Tax Invoice wording
If the business is registered for GST, taxable air conditioning and refrigeration work normally needs Tax Invoice wording with ABN, GST amount and total visible. If not registered, do not charge GST or call the document a Tax Invoice.
Licences, certificates and subcontract work
Air conditioning work can overlap with electrical, plumbing, building and refrigeration regulation. business.gov.au notes that licences and permits depend on business activity, state or territory and local government area.
If the job involved electrical connection, drainage, building work, a certificate, network paperwork or a subcontractor, reference the relevant document in the invoice notes.
Common Australian HVAC invoice mistakes
- Omitting make, model, serial number or equipment location.
- Adding refrigerant without recording type, quantity or licence context.
- Using a generic contractor invoice that loses service history.
- Combining diagnostic fee, labour, parts and refrigerant into one line.
- Using Tax Invoice wording while not registered for GST.
- Forgetting maintenance-plan, warranty or certificate references.