Heating & Cooling Invoice Generator
Create a professional heating engineer or air conditioning invoice with equipment, service type and Gas Safe/F-Gas 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
0% on qualifying heat pump/ESM installs — see FAQ is applied only to line items with the “0% on qualifying heat pump/ESM installs — see FAQ” box ticked.
Signature
Add your authorised signature. It will only appear on the invoice preview and PDF if you actually sign.
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| Invoice Date | — |
| Description | Quantity | Rate | Amount |
|---|---|---|---|
| Diagnostic / call-out fee | 1 | £0.00 | £0.00 |
| Labour — repair & testing | 1.5 | £0.00 | £0.00 |
| Refrigerant — recovery & recharge (type/qty in header) | 1 | £0.00 | £0.00 |
| Part — replacement component (new) | 1 | £0.00 | £0.00 |
| Filter replacement | 1 | £0.00 | £0.00 |
| Annual maintenance plan — seasonal tune-up visit | 1 | £0.00 | £0.00 |
| Old equipment disposal & refrigerant recovery fee | 1 | £0.00 | £0.00 |
| Less deposit received | 1 | £0.00 | £0.00 |
| Subtotal | £0.00 |
| 0% on qualifying heat pump/ESM installs — see FAQ (20%) | £0.00 |
| Total | £0.00 |
Heating engineer and air conditioning invoice generator for the UK
Create a UK heating, gas engineer, heat-pump, ventilation or air-conditioning invoice with equipment details, service address, engineer registration, F-gas or Gas Safe notes, parts, labour, refrigerant, VAT and maintenance records.
UK HVAC invoices need to preserve the service history of the equipment. Add make, model, serial number, location, refrigerant, engineer name and certification references so the invoice is useful for warranty, landlord records and future maintenance.
What a UK HVAC invoice should include
For heating and cooling work, the equipment details matter as much as the customer details. A future engineer, landlord or warranty administrator needs to know which boiler, heat pump, indoor unit, outdoor condenser, ventilation unit or control system was serviced.
- Business name, address, contact details and VAT number if registered.
- Customer, billing address, service address and site contact.
- Equipment make, model, serial number, capacity and location.
- Service type: boiler service, heat-pump installation, AC maintenance, repair, commissioning or leak check.
- Engineer, Gas Safe registration, F-gas qualification or company certification where relevant.
- Labour, parts, refrigerant, filters, controls, call-out and maintenance-plan lines separately.
- Warranty notes, compliance records, certificate references and VAT treatment.
Gas Safe, F-gas and compliance records
HSE says gas safety checks must be carried out by a Gas Safe registered engineer and that gas safety records should include details such as the appliance or flue, engineer name and registration, check date, property and defects or remedial action.
GOV.UK F-gas guidance says users and servicers of refrigeration and air-conditioning systems may need qualifications, company certification, leak checks, records and recovery, reclamation or recycling procedures. Add refrigerant type, quantity and leak-check notes where they are relevant.
Heat pumps and energy-saving VAT relief
GOV.UK energy-saving-material guidance includes qualifying installations such as air source, ground source and water source heat pumps in residential accommodation or charity buildings. The relief currently includes qualifying supplies before the stated end date in the guidance.
Split heat-pump equipment, controls, pipework, ordinary repairs and non-qualifying work into separate lines so VAT can be reviewed correctly.
Building regulations and competent person schemes
GOV.UK lists fixed air-conditioning, heating-system replacement and adding radiators among work that may need building-regulations approval. It also lists competent person schemes for heating, hot water, gas combustion appliances, ventilation and air-conditioning.
Include certificate, notification or scheme references on the invoice where the job generated compliance paperwork.
Maintenance plans and service visits
If the customer pays a fixed monthly, seasonal or annual maintenance plan, still itemize what happened on the visit: filter changes, coil cleaning, condensate checks, combustion checks, refrigerant leak checks, thermostat calibration or parts replaced.
A clear itemized record protects warranty claims and makes the next visit easier to diagnose.
Common UK HVAC invoice mistakes
- Omitting make, model, serial number or equipment location.
- Recording gas appliance work without Gas Safe engineer details.
- Adding refrigerant without noting type, quantity or leak-check context.
- Treating all heat-pump or control work as one VAT line without checking energy-saving rules.
- Forgetting certificate, notification or maintenance-plan references.
- Using a generic contractor invoice that loses the service history of the equipment.
United Kingdom Invoice Generator