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HVAC receipt template, free, with a paid AC repair sample
When the house is cool again, the customer is glad to pay, and an HVAC receipt makes that payment official. Copy the free template below for repairs, tune-ups and installs, see it filled in for a summer AC repair, and match it to the HVAC invoice template.
Download this receipt template: Word, Excel or PDF
Free to download, with no sign-up and no email. Open the Word file to type over the brackets, or the Excel file to swap in your own lines — the totals follow. Prefer paper? Print the blank PDF and fill it in by pen.
- Word (.docx) — the blank receipt, ready to fill in
- Excel (.xlsx) — the sample lines with amounts, tax and the total that work themselves out
- PDF (.pdf) — the filled-in sample, drawn the way Workeey draws a paid-in-full receipt
- Blank PDF (.pdf) — print it and fill it in by pen
- Google Docs — your own copy of the Word file, in your Google Drive (Google asks you to sign in)
- Google Sheets — your own copy of the Excel file, in your Google Drive (Google asks you to sign in)
Fill in this receipt online
Change anything, pick a style, and download the PDF — free, no sign-up. What you type isn't sent to Workeey. The PDF is made in your browser.
Send the receipt from Workeey
- Once the invoice is marked paid, its menu shows Send receipt, and Workeey emails the customer a receipt for the visit, as a plain receipt email with no attachment.
- If instead the customer pays from the pay link in the invoice email, by card, Apple Pay, Google Pay or US bank once Stripe is connected, or your connected bank matches the deposit, the invoice marks itself paid and the receipt emails itself.
- The receipt PDF reads PAID IN FULL with the date and leaves out your pay link and bank or Zelle details.
- Invoicing is free and unlimited on the free plan.
What goes on an HVAC receipt
HVAC receipts carry more weight than most because equipment warranties often lean on them. A manufacturer may want proof the system was serviced, and a home warranty company may want to see what was replaced and what it cost. So the receipt needs your company name and license number, the customer, the service address, and, for installs, the make, model and serial number of the equipment.
On a repair, list the parts and the refrigerant added, by the pound, the same way the invoice did. Then the payment: the receipt number, the invoice it settles, the date, and the method, whether that is a card, a check number, cash or a Zelle transfer. End with PAID IN FULL or the balance.
- Company name, license number, phone and email
- Customer name and service address
- Receipt number and the invoice it settles
- Diagnostic fee and labor lines
- Parts replaced, and refrigerant added by the pound
- Make, model and serial for any new equipment
- Date paid and method: card, check number, cash or Zelle
- Total paid, and PAID IN FULL or the balance
Copy this HVAC receipt template
Copy these lines into a note or a receipt book. Fill the brackets and delete what doesn't apply: a tune-up has no refrigerant line, and a repair has no serial number for new equipment. Keep the part names identical to the invoice.
- [Your company name] · License #[number] · [phone] · [email]
- Receipt #[number] for invoice #[number]
- Customer: [name] · Service address: [address]
- Equipment: [make / model / serial], if installed
- Diagnostic — [$] · Labor — [hours] × [rate] = [$]
- [Part or refrigerant] — [qty] × [rate] = [$]
- Subtotal [$] · Sales tax [rate]% on parts [$]
- Paid [date] by [card / check #___ / cash / Zelle]
- Total paid: $[amount]
- PAID IN FULL — thank you
Sample HVAC receipt, filled in
This receipt closes out the AC repair from our HVAC invoice sample: a new capacitor and contactor, three pounds of refrigerant and the labor to put it right. The customer sent the money by Zelle two days after the invoice went out, so the receipt shows Zelle and that date. Nothing here is real.
| Qty | Price | Amount | |
|---|---|---|---|
| Diagnostic fee | 1 | $95.00 | $95.00 |
| Labor: replace parts, leak check, recharge, test | 1.5 hrs | $120.00 / hr | $180.00 |
| Dual run capacitor, 45/5 µF | 1 | $68.00 | $68.00 |
| Contactor, 2-pole 30 amp | 1 | $54.00 | $54.00 |
| R-410A refrigerant | 3 lbs | $85.00 / lb | $255.00 |
| Schrader cores and locking caps | 1 lot | $18.50 | $18.50 |
| Subtotal | $670.50 | ||
| Sales tax 6.25% on parts and refrigerant ($395.50) | $24.72 | ||
| Total paid | $695.22 |
Settles invoice #3115 in full. $695.22 arrived by Zelle on July 16, and the receipt was written once the transfer showed in the account.
When HVAC receipts matter most
Warranty work is the big one. When a compressor fails in year four, the homeowner digs out the paperwork, and a receipt showing the install date, the model and serial, and the yearly maintenance visits can be what keeps the claim moving. Give a receipt for every tune-up, even for customers you see every spring and fall, so they have a record of each visit.
The seasonal rush is the other. In a heat wave you are running call to call, and customers pay however they can: cash, a check on the kitchen counter, a Zelle transfer. Write the receipt as you take the money, or the evening turns into a guessing game. If you took a deposit on paper before ordering a new system, receipt that deposit and show it as already paid on the final receipt. Keep copies for your records, and let your accountant tell you what to keep.
- Put make, model, serial and install date on every install receipt
- Give a receipt for each tune-up so the service history is on paper
- Write the pounds of refrigerant added, not just a dollar amount
- Receipt any paper deposit before you order equipment
- Keep copies with the invoice, and ask your accountant what to keep
Or do it free in Workeey
Workeey turns a paid HVAC invoice into a receipt without retyping. Once the invoice is marked paid, its menu shows Send receipt, and Workeey emails the customer a receipt for the visit, as a plain receipt email with no attachment. The receipt PDF reads PAID IN FULL with the date and leaves out your pay link and bank or Zelle details; share or download it from your phone when a customer wants it for a warranty file.
A Zelle payment like the one in the sample is yours to record: mark the invoice paid, then tap Send receipt. The same goes for cash and checks. If instead the customer pays from the pay link in the invoice email, by card, Apple Pay, Google Pay or US bank once Stripe is connected, or your connected bank matches the deposit, the invoice marks itself paid and the receipt emails itself. Invoicing is free and unlimited on the free plan, online payments have a small processing fee, and Workeey for HVAC shows the rest.
More for HVAC techs: pages and free templates
- HVAC software — the whole HVAC business in one app
- HVAC invoicing — installs, refrigerant and parts on one bill
- How to start an HVAC business — a step-by-step guide to going out on your own
- Best apps for an HVAC business — the apps for this trade compared
- HVAC invoice template — free, with a filled-in sample
- HVAC estimate template — a free quote sample
- HVAC price list template — free, with sample prices
- HVAC work order template — free, with a filled-in sample
- HVAC technician wages by state — what employed HVAC technicians earn in every state, from BLS data
- Free invoice template — every field a trade invoice needs
- Free estimate template — copy it, price it, send it
- Free receipt template — a paid-in-full receipt to copy
- Work order template — the job written down before you bill it
- Late payment reminder templates — texts, emails and a letter to copy and send
- All free templates and tools
Do I need a receipt for an HVAC warranty claim?
Often, yes. Manufacturers and home warranty companies commonly ask for proof of the install or the service. A receipt with the date, the model and serial and what was done is the easiest proof the customer can hand over.
What's the difference between an HVAC invoice and a receipt?
The invoice asks for payment for the parts and labor. The receipt confirms that payment arrived, with its date and method, and names the invoice it closes.
Should an HVAC receipt list refrigerant?
Yes. Write the type and the pounds added, at your price per pound, so the customer can see what they paid for and the next technician knows what was charged into the system.
Can an HVAC receipt show a partial payment?
Yes. Write the amount paid, the date and how, and the balance still owed. When it is paid off, write a final receipt that lists both payments and says PAID IN FULL.