HVAC engineer invoice template

How do HVAC engineers usually invoice?

HVAC engineers work mostly for commercial customers and invoice on 30 day terms, either against a planned maintenance contract billed quarterly or per installation with a 30% deposit on order. F-gas regulations require records of refrigerant handling, so invoices reference the unit serial numbers and the leak check date. Domestic air conditioning installs are invoiced with a deposit when the units are ordered and the balance on commissioning.

HVAC engineers in this example give the customer 30 days to pay, after a 30% deposit taken before the work starts. Hourly rates run from £45 to £80. A full day is typically £340 to £560.

What should a HVAC engineer put on an invoice?

Beyond the legal basics, HVAC engineers should:

• List each unit's model and serial number and the refrigerant type; F-gas records depend on it.
• Reference the maintenance contract number and the visit date on contract invoices.
• Separate installation labour from equipment for CIS contractors.
• State the F-gas certificate number of the engineer who did the work.

Every UK invoice, whatever the trade, must also show:

• a unique, sequential invoice number
• your business name and address (and company number if you trade as a limited company)
• the client’s name and address
• the invoice date and, for VAT invoices, the date of supply if different
• a clear description of each item of work or goods
• the amount due and when it must be paid
• your VAT number, the VAT rate per line and the VAT total, if you are VAT registered

Do HVAC engineers charge VAT?

Construction work for a contractor falls under CIS: the contractor deducts 20% (30% if you are not CIS registered) from the labour element before paying you, so show labour and materials on separate lines. If you are VAT registered and the contractor is too, the domestic reverse charge applies and you charge no VAT; write "Reverse charge: customer to account for VAT" on the invoice. Work for private householders is outside both rules. Below the £90,000 registration threshold you charge no VAT at all.

On the Flat Rate Scheme the sector for HVAC engineers is usually “General building or construction services” at 9.5% of VAT-inclusive turnover, with a 1% discount in the first year of registration. If you spend little on goods you may be a limited cost trader and have to use 16.5% instead. The scheme suits businesses with few VAT-able costs; check it against the standard method with the VAT calculator before joining.