How to Start an HVAC Business — The Invoicing & Billing Guide

Starting an HVAC business in the U.S. means getting comfortable with two distinct skill sets: the technical craft of heating, ventilation, and air conditioning — and the commercial craft of running a business that actually gets paid. Most HVAC techs who go independent have the first skill nailed. The second is where most new contractors struggle.

This guide covers the billing, invoicing, and financial basics you need to launch and operate a profitable HVAC business — without leaving money on the table.

TL;DR

• Price HVAC jobs correctly: equipment at cost plus 20–33% markup, labor at $75–$150/hr
• Always use a professional invoice — never hand clients a handwritten receipt
• State payment terms upfront: Net 15/30 is standard, require deposits on large jobs
• File a DBA, get proper licenses, carry insurance before you take your first dollar
• Use HVAC-specific invoicing software — spreadsheets will break at scale
• Eonebill handles estimates, quotes, invoices, and payment tracking in one place

How to Set HVAC Pricing: Materials, Labor, and Markup

The single biggest billing mistake new HVAC contractors make is underpricing. They're afraid to lose the job, so they bid thin — and end up working for less than minimum wage after accounting for drive time, overhead, and materials.

Here's the right framework.

Equipment and Parts

Equipment (furnaces, AC units, heat pumps, mini-splits) should be quoted at cost plus 20–33% markup. Your supplier gives you a contractor discount off manufacturer list price. That discount is yours to keep — it's compensation for the expertise and time you spend procuring, storing, and delivering the equipment.

Never quote equipment at your cost. You're not a charity, and quoting at cost signals to the client that you don't understand the value of your own time.

A practical approach: quote the equipment at the manufacturer's list retail price (which the client can verify online), then apply a 25% discount as a "contractor price." The client sees transparency, you keep your margin, and the bid looks competitive.

Refrigerant should always be a separate line item with current pricing noted — R-410A and R-22 prices fluctuate, and you don't want to absorb a $200 refrigerant price jump after you've already quoted the job.

Labor Rates

Standard HVAC labor rates in the U.S. run $75–$150/hr depending on specialization and market:

• General residential service: $75–$95/hr
• Licensed residential HVAC tech: $85–$120/hr
• Commercial or industrial: $100–$150/hr
• Overtime and emergency service: 1.5x–2x standard rate

Always quote labor as an estimated range with a not-to-exceed cap. "Estimated 6–8 hours at $95/hr (not to exceed $950)" is professional. "Probably around $600" is an invitation to a dispute.

Overhead Loading

Your overhead — van, fuel, insurance, tools, phone, marketing, license fees — adds roughly 20–30% to every job's effective cost. If you're only pricing materials and direct labor, you're implicitly billing your overhead for free.

A simple formula: Total Job Price = (Materials × 1.30) + (Labor Hours × Labor Rate) × 1.20

The 1.30 covers materials markup; the 1.20 loads overhead onto labor. Adjust based on your actual numbers, but don't skip this step.

HVAC Invoice Templates and Best Practices

A professional invoice is not optional. A client who receives a handwritten note or a blurry PDF is going to pay slower — or not at all.

• Your business name, address, phone, and license number
• Client name and service address
• Unique invoice number and issue date
• Itemized line items: service description, quantity, unit price, total
• Separate sections for: parts, labor, trip/diagnostic fee, permits, tax
• Payment terms (due date and late fee policy)
• Your payment instructions (check, ACH, card processing info)

Invoice vs. Estimate vs. Quote — Use the Right Document

These three documents serve different purposes:

• Estimate: Internal cost projection. Not binding. Used during the sales process to give the client a ballpark.
• Quote: Fixed-price offer. Once accepted, it becomes a binding commitment. Use this when scope is defined.
• Invoice: The bill. Issued after work is complete. References the quote or work order.

Never send an invoice for more than the accepted quote without a documented change order signed by the client. Scope creep that results in a higher invoice is a dispute waiting to happen.

Billing Patterns That Work for HVAC

Service calls: Invoice immediately upon completion. Collect payment before leaving the property when possible — use a mobile card reader or send a payment link before you load your van.

Equipment replacement jobs: Require a 25–50% deposit upfront to secure the equipment order. Invoice the remainder upon completion or according to a milestone schedule.

Commercial contracts: Net 30 is standard, but require the signed quote and purchase order before scheduling. Commercial clients are reliable payers — but they have procurement departments and legal review processes that take time.

Common Payment Terms for HVAC Contractors

Your payment terms should match your cash flow needs and your client's expectations.

• Due on receipt / Net 15: Standard for residential service calls. Most homeowners will pay immediately or within 2 weeks.
• Net 30: Common for commercial clients and larger residential jobs. Follow up at day 25 if unpaid.
• Deposit + balance on completion: 25–50% deposit to book, remainder due upon job completion. Non-negotiable for equipment orders.
• Payment plans: Some contractors offer financing for large replacements. This is fine if you build the financing cost into the price and use a third-party financing partner.

Never start work on a large commercial job without a signed quote, a purchase order, and a deposit. "The check is in the mail" is the most expensive phrase in contracting.

Tax Basics: DBA, 1099, Licensing, and Insurance

Register Your Business

Before you take your first job, register your HVAC business with your state. The most common structure for solo HVAC contractors is a sole proprietorship — simple to set up, passes through income to your personal tax return on Schedule C.

As you grow, an LLC provides personal liability protection and may offer tax advantages. Consult a CPA before deciding.

File a DBA

If you're operating under anything other than your full legal name, you need a DBA ("Doing Business As") filing with your city or county. "John Smith HVAC" is a DBA if you're incorporated as John Smith LLC. Banks typically require a DBA before opening a business checking account.

HVAC-Specific Licenses and Certifications

• State HVAC contractor license: Required in most states. Typically requires an exam, proof of experience, and a bond.
• EPA 608 Section 608 Technician Certification: Required for anyone who handles refrigerants. Universal certification is the most flexible.
• Local business license: Your city or county business license. Often combined with the DBA filing.
• Specialty licenses: Some jurisdictions require separate licenses for gas fitting, commercial work, or refrigeration.

Insurance

At minimum, you need:

• General liability insurance: Covers property damage and bodily injury caused by your work. $1M per occurrence / $2M aggregate is standard for small HVAC contractors.
• Commercial auto insurance: If you're using a personal vehicle for business, your personal auto policy likely won't cover a claim.
• Workers' compensation: Required once you have employees. Rates are typically 10–15% of payroll for HVAC techs.

Get certificates of insurance (COIs) to your clients before starting work. Many homeowners and commercial property managers require $1M liability before they'll sign a contract.

1099 and Subcontractor Filing

If you hire a helper or subcontractor and pay them $600 or more in a year, you must:

1. Collect a W-9 from them before paying them
2. File a 1099-NEC with the IRS by January 31 of the following year
3. Provide the contractor a copy of the 1099-NEC

This is not optional. The IRS fines businesses that fail to file 1099s, and the fines add up fast.

Tools for Running Your HVAC Business

Running an HVAC business on spreadsheets and paper invoices works until you hit 20 clients a month. After that, you'll lose track of what's owed, who's paid, and which jobs are still pending.

Here's what you actually need:

Scheduling and dispatch: Jobber, Housecall Pro, or ServiceTitan handle scheduling, routing, and customer management for field service businesses.

Invoicing and payment: Eonebill. Built for contractors and service businesses. Professional invoice templates, quote-to-invoice conversion, automated reminders, and payment tracking — no spreadsheet required.

Accounting: QuickBooks Online or Wave. QuickBooks is the standard for businesses with employees and complex inventory. Wave is free and sufficient for solo contractors.

Credit card processing: Square, Stripe Terminal, or your bank. Square and Stripe both offer mobile card readers that integrate with Eonebill.

Tax filing: A CPA who specializes in contractor businesses. Quarterly estimated tax payments are mandatory once you're earning self-employment income — don't wait until April to find out you owe $8,000.

Ready to Run Your HVAC Business Like a Pro?

The difference between an HVAC contractor who struggles and one who builds a profitable business comes down to three things: pricing discipline, professional billing, and knowing your numbers.

Eonebill gives you professional HVAC invoice templates, quote-to-invoice conversion, and payment tracking — everything you need to get paid faster and look more professional to your clients.

Try Eonebill free →

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