HVAC Invoicing Software for Solo Techs and Small Shops

Good HVAC invoicing software does three jobs from your phone. It sends a quote the homeowner e-signs before you start. It turns that quote into an invoice with the labor, each part and the refrigerant on their own lines. And it lets the customer pay by card or bank transfer from the invoice, so the paperwork can be done before you pull out of the driveway.

Search for HVAC invoicing software and most of what comes up is field service software, built around a dispatch board and priced per user. That's a lot of software to bill a capacitor swap. Invoice Goat does those three jobs, and it costs the same whether it's you in a van or a shop with a few techs.

What HVAC Invoicing Software Costs

Here's what each company charges, as of October 14, 2026. For one person, it's the cheapest plan with unlimited quotes and invoices. For a crew of two to five, it's the plan that fits that many users.¹

E-signed quotes don't cost extra with us, because there's only one plan and it has every feature. That isn't true everywhere: QuoteIQ lists e-signatures from its $99.99 Beginner plan, not on its $29.99 Essentials plan.¹

Jobber, Housecall Pro and ServiceTitan price by the user or the technician. Our price stays the same when you hire, and many of our customers run several techs on it today. When you have a question, I'm the one who answers. See Invoice Goat pricing.

What Goes on an HVAC Invoice

• Your company name, address and phone, your license number, and the customer's name and the job address.
• An invoice number, the date and the quote it came from.
• The service call. Put it on its own line, or roll it into the first hour of labor, as many shops do.⁸ Either way, tell the customer the fee before you show up.
• Labor, then each part on its own line. Or one flat rate for the repair, if you price from a flat-rate book.
• Refrigerant by type and pounds. “R-410A, 2 lb” answers the first question a homeowner asks about a recharge.
• Model and serial numbers on any equipment you install or replace.
• Permit fees on their own line, with the permit number, if the job needed one.
• Sales tax, if your state taxes the job. Then the total, any deposit already paid, the balance and the due date.
• Your labor warranty, and how the customer can pay.

The serial number matters more than it looks. Trane and Lennox both give a longer warranty when the unit is registered within 60 days of installation, and Trane tells owners their serial number is on the product or on their invoice.³ If it's on yours, the homeowner can register straight from the invoice.

You may have heard the EPA wants refrigerant on the invoice. That rule covers systems holding 50 pounds or more of ozone-depleting refrigerant, and the EPA puts residential split systems in the 5 to 50 pound group.⁴ So a home system usually isn't covered. List it anyway: the homeowner will ask.

Some states also set what goes on the paperwork. In Texas, every AC and refrigeration job needs an invoice. Every proposal and invoice must show the company's name, address and phone, the licensee's license number, and this notice: “Regulated by The Texas Department of Licensing and Regulation, P.O. Box 12157, Austin, Texas 78711, 1-800-803-9202, 512-463-6599, www.tdlr.texas.gov”. The notice goes on written contracts too.²

A Worked AC Repair Invoice

A homeowner in Texas says the AC is blowing warm. The tech finds a failed capacitor and a pitted contactor, replaces both, and adds two pounds of R-410A to the existing system. The service call covers the first hour, and each part gets its own line. The prices, the company, the license number and the unit are made up. Working outside Texas? Use the same lines, but the notice in the notes and the tax rule below are Texas rules, so check your own state's.

In Texas, labor to repair a home isn't taxable. When you list the parts separately, you charge tax on the parts and the refrigerant only.⁵ If you price the same job as one flat rate, the invoice has no tax line. You pay the tax when you buy the parts, so build it into your flat rate. The same repair in a restaurant or an office is taxed in full, labor included.

A tune-up under a maintenance agreement works like the home repair. Scheduled maintenance labor isn't taxable, but any parts you put in are, and you need a contract or other records to show the visits are scheduled.⁵ Other states draw the line somewhere else. The tax step in how to invoice as a contractor shows how far apart two states can be.

Making This Invoice in Invoice Goat

Invoice Goat runs in any phone browser, with nothing to install. The repair above goes like this:

1. Type a few notes about the job, or say them with your phone's voice typing, and Invoice Goat turns them into quote lines you can edit. Save the parts you use every week, and your flat rates, in your Price Book.
2. Turn sales tax on for the quote, then switch it off on the service call and labor line.
3. There's no separate field for a license number yet, so put your license number, the TDLR notice and the model and serial numbers in the notes of your first quote and your first invoice. After that, the license and notice carry over: each new quote starts with the notes from your last quote, and each new invoice with the notes from your last invoice. Update the model and serial for each job.
4. Send the quote by email, or copy its link into a text. The homeowner signs it on their own phone. Tap Invoice on your phone (Convert to Invoice on a computer), and the invoice opens with the same lines and tax.
5. Turn on online payments and the customer pays by card or bank transfer from the invoice. Record cash, check or Zelle with Add Payment.

You can also attach a photo of the unit's data plate. It shows on the online quote and invoice but not on the PDF, so keep the numbers in the notes too. Quoting a replacement with good, better and best options? Send each one as its own quote, and the homeowner approves the one they want. For a quote on paper first, try the free quote maker.

It's quick on the customer's side too. As of September 2026, across all accounts, 64% of quotes sent through Invoice Goat were approved within 24 hours, and 31% of invoices were paid within 24 hours.⁶ Your first quote and invoice are free, with no card and no time limit, so try it on your next service call.

Does It Work With QuickBooks?

Not directly. When a customer pays online, the money runs through your own Stripe account, and a QuickBooks sync app from Stripe's App Marketplace can carry those payments into QuickBooks (some charge a fee).⁷ You enter cash, check and Zelle payments in QuickBooks by hand. Invoice Goat gets quotes signed and invoices paid. Keeping the books stays with QuickBooks or your bookkeeper, and you can export your data as a spreadsheet file (CSV) any time.

Sources and Dates

Each source as it stood on October 14, 2026.

1. Each company's own pricing page: Jobber (getjobber.com/pricing, the Just me and 2-5 people views), Housecall Pro (housecallpro.com/pricing), QuoteIQ (myquoteiq.com/pricing), Joist (joist.com/pricing), Square Invoices (squareup.com/us/en/invoices/pricing), ServiceTitan (servicetitan.com/pricing) and FieldEdge (fieldedge.com/pricing). For one user, the cheapest plan with no monthly limit on quotes or invoices. For a crew, the plan that fits two to five users.
2. Texas Administrative Code, title 16, section 75.71(i), the Texas Department of Licensing and Regulation's rule for air conditioning and refrigeration contractors. TDLR's own penalty table lists each missing item as a 75.71(i) violation: tdlr.texas.gov/enforcement/acrsanctions.htm. https://www.law.cornell.edu/regulations/texas/16-Tex-Admin-Code-SS-75-71
3. Trane, Warranty and Registration: the Registered Limited Warranty needs registration within 60 days of installation, and the serial number is on the product or on the invoice. Lennox, Extended Limited Warranty FAQ: qualifying products must be registered within 60 days of installation (lennox.com/residential/support/faqs/extended-limited-warranty). https://www.trane.com/residential/en/resources/warranty-and-registration/
4. US EPA, Section 608 recordkeeping and reporting requirements for stationary refrigeration: the invoice rule for appliances with 50 or more pounds of ozone-depleting refrigerant, and the 5 to 50 pound group, which the EPA says typically includes residential AC split systems. https://www.epa.gov/section608/recordkeeping-and-reporting-requirements-stationary-refrigeration
5. Texas Comptroller, publication 94-116, Real Property Repair and Remodeling: residential repair labor, separated and lump-sum contracts, nonresidential repair, and scheduled maintenance. https://comptroller.texas.gov/taxes/publications/94-116.php
6. Invoice Goat figures, as of September 2026: share of quotes sent through Invoice Goat approved within 24 hours, and share of invoices paid within 24 hours. Totals across all accounts.
7. Invoice Goat: online payments run through the business's own Stripe account; payments taken off the platform (cash, check, Zelle, PayPal) don't. QuickBooks sync apps on the Stripe App Marketplace, for example Acodei QuickBooks Sync. https://marketplace.stripe.com/apps/quickbooks-sync-by-acodei
8. HomeGuide, HVAC repair cost: a minimum service call fee of $75 to $200, which applies toward the first hour of labor. https://homeguide.com/costs/hvac-repair-cost