Free Invoice PDF Generator for HVAC Contractors
Built for HVAC techs and shop owners. Bill a tune-up, diagnostic, or full system replacement in under a minute.
Free invoice generator questions, answered
Is the EosLog invoice generator really free?
Yes. Generate as many invoice PDFs as you want, free, with no account required. EosLog is the paid product behind the tool. Try the free PDF generator first, sign up for the full app only if you want to track invoices, send them by email, accept online payments, and get notified when customers view them.
Do I need an account to generate an invoice?
No. Fill out the form and click Generate invoice. You'll get a PDF plus a private link you can download, share with your customer, or email to yourself. We keep the invoice for 90 days so that link keeps working, then delete it automatically. Import it into a free EosLog account if you want to keep and track it.
What format is the generated invoice?
A standard PDF (Letter size) with your company logo, a clean line-item table, calculated totals with tax and discount, payment terms, and your contact info in the header and footer. Print it, email it, or upload it anywhere.
Can I add my own logo to the invoice?
Yes. Upload a PNG, JPG, or WebP file under 2MB and it appears in the header of the PDF. The logo is stored only alongside your generated invoice and is deleted with it after 90 days.
What should an invoice include?
Your business name and contact info, the customer's name, a unique invoice number, the issue date, payment terms with a due date, line items with quantities and prices, tax if it applies, the total due, and how to pay. A service date or period and a short note, like warranty terms or a thank-you, are optional but help the invoice get paid without questions.
What's the difference between an invoice and a quote?
A quote proposes a price before the work: the scope, line items, and terms the customer approves. An invoice requests payment for work done: what was completed, what is owed, and how to pay. Same line items, different moment. If you still need the price approved first, start with the free quote generator and invoice once the job is done.
How do my customers pay this invoice?
Add an optional pay-online link and customers can pay by card from the PDF or the shareable link, or print the PDF and collect cash or check. A free EosLog account adds built-in card and bank payments with automatic reminders on unpaid invoices.
How long does my invoice link stay live?
Shareable invoice links stay live for 90 days, then the invoice is deleted automatically. Import it into a free EosLog account before then if you want to keep and track it.
What payment terms should I put on an HVAC invoice?
Most residential HVAC shops use Net 15 or Due Upon Receipt for service work, and Net 30 for commercial customers. Equipment installs and large repairs often require a deposit at quote and balance due on completion. Spell the terms out clearly so there is no confusion at the time of payment.
How do I bill for refrigerant on an HVAC invoice?
List refrigerant as a separate line item with the type (R-410A, R-32, R-22) and pounds added. Itemize recovery and recharge labor separately if applicable. Most shops mark refrigerant up 2–4× wholesale because supply has tightened. Reclaimed/recovered refrigerant is billed at a higher rate than virgin.
Should I charge late fees on HVAC invoices?
Yes if your terms allow it. Common practice is 1.5%/month (18% APR) starting 30 days after the due date. Include the late-fee policy in the terms section of the invoice and on every monthly statement. Most states cap interest at 18%; check yours before going higher.
Do I need to charge sales tax on HVAC services?
It depends on your state. In most states HVAC labor is non-taxable but parts and materials are taxable. Some states (TX, CT, WV, others) tax services too. Check with your state revenue department or your accountant. The invoice generator lets you set any tax rate.
Related reading
The Complete Guide to HVAC Invoicing for Small Shops
Free invoice generators for other trades
Want more than a one-off PDF?
EosLog turns every invoice into a tracked workflow with online payment collection, automatic late-pay reminders, and full job-to-cash management. Every customer conversation, schedule, and job in one place.