HVAC Technician Invoice Template AustraliaFree, ATO-Compliant & Ready to Use
A free invoice template for Australian air conditioning and refrigeration technicians - install and service labour, refrigerant handling under your ARC licence, ducting and materials, and a compliance certificate line. Or skip the template and use Invio to invoice from the van once the system is running.
No credit card • GST calculated automatically • Send from your phone
The template
A filled-in HVAC technician invoice, shown at A4 widthExample figures, not a real jobAClimateWorks Air Pty Ltd
17 Turbine Drive
Wetherill Park NSW 2164
0422 618 304
ABN: 55 118 293 604
TAX INVOICE
BINV-0256
Issue: 23 Sep 2026
Due: 07 Oct 2026
Sent
Bill To
Meera & Tom Fitzgerald
22 Cowpasture Road
Wetherill Park NSW 2164
| CDescription | Qty | Rate | Amount |
|---|---|---|---|
| Callout fee. Standard weekday callout1 x A$85.00 | 1 | A$85.00 | A$85.00 |
| Install labour - split system, 7kW. Mount, run lineset, electrical connection4 x A$135.00 | 4 | A$135.00 | A$540.00 |
| Refrigerant, R32 - handled under RHL [licence number]. Charged by weight, not folded into labour1.2 x A$95.00 | 1.2 | A$95.00 | A$114.00 |
| Ducting and mounting bracket. Materials at cost + margin1 x A$220.00 | 1 | A$220.00 | A$220.00 |
| Commissioning and compliance certificate. Issued for the completed install1 x A$75.00 | 1 | A$75.00 | A$75.00 |
BPayment Details
Please use the following details to make a payment.
Bank: NAB
Account name: ClimateWorks Air Pty Ltd
Account: 7146 2038
BSB: 082-356
Reference: INV-0256
Notes
Split system install, 7kW, living room. Commissioning and compliance certificate issued.
Thank you for your business!
What this invoice should carry
Fourteen fields, in four groups, keyed to the letters on the sample invoice above. Where a value is shown, it is the one you can read off it.
Your business details
Business name or trading name
On the sample: ClimateWorks Air Pty Ltd
ABN, required on every tax invoice
On the sample: 55 118 293 604
Your Refrigerant Handling Licence (RHL) number - the one field on this page that is not state-dependent
Phone number and email address
On the sample: 0422 618 304
Physical or postal address
On the sample: 17 Turbine Drive, Wetherill Park NSW 2164
Invoice identifiers
Invoice number, sequential for your records
On the sample: INV-0256
Invoice date
On the sample: 23 Sep 2026
Payment due date
On the sample: 7 Oct 2026
BSB and bank account for payment
On the sample: BSB 082-356, Acc 7146 2038
Job and line items
Description of the work done - specific enough to identify it
On the sample: Install labour - split system, 7kW
Callout fee, if you charge one
On the sample: $85.00
Refrigerant shown as its own line, by weight and gas type - not folded into labour
On the sample: R32, 1.2 kg, $114.00
Ducting, mounting brackets and other materials at cost plus your markup
On the sample: $220.00
A compliance or commissioning certificate fee, for a new install
On the sample: $75.00
GST breakdown
Subtotal, GST at 10%, and the GST-inclusive total, as three separate lines
On the sample: $1,034.00 / $103.40 / $1,137.40
Customer's identity - name and address, or their ABN - required for invoices of A$1,000 or more
On the sample: Applies here - the Fitzgeralds' name and address, shown in Billed To, satisfy it
How to fill out an HVAC technician invoice
Follow these steps after every job to get paid faster and stay on the right side of the ATO and the ARC.
1
Fill in your business and RHL details
Add your trading name, ABN, your Refrigerant Handling Licence (RHL) number, address, phone, and email at the top. If you trade as ClimateWorks Air Pty Ltd, use that - not your personal name.
2
Set the invoice number and dates
Use a sequential number - INV-0256 after INV-0255. The invoice date is today. Set a due date (14 days is standard for residential installs and services). Consistent numbering helps if you ever need to prove payment history.
3
Add the customer details
For invoices of A$1,000 or more you must include the customer's identity - name and address is the simplest way to satisfy this. Most split-system installs cross that threshold once materials and refrigerant are included.
4
List refrigerant by weight and gas type, on its own line
Do not fold a refrigerant recharge into labour. Show the gas type (R32, R410A, and so on) and the weight handled - regulated refrigerant is a compliance-relevant figure in its own right, and some gases cost far more per kilogram than others.
5
Reference the compliance or commissioning certificate
For a new install, reference the compliance or commissioning certificate you issued in the job description or notes. If you charge a separate certificate fee, add it as its own line item.
6
Calculate GST and show it clearly
Multiply your subtotal by 0.10 to get the GST amount. Show subtotal, GST, and total as three separate lines - never just a single total. Use the free Invio GST calculator at /gst-calculator-au if you want a quick check before sending.
7
Add your BSB and bank details, then send
Include your BSB and account number, and ask the customer to use your invoice number as the payment reference. Send it before you pack the van - if you use Invio, that is a couple of taps on your phone.
Common HVAC technician invoice mistakes
These mistakes slow payment, create disputes, or put you offside with the ARC or the ATO. Easy to fix once you know them.
No RHL number referenced when a refrigerant line is billed
e.g. "Refrigerant recharge - $114.00" with no licence reference anywhere on the invoice
The RHL scheme exists specifically to make refrigerant handling traceable. An invoice with a refrigerant charge and no licence reference looks like unlicensed work - reference it in your business details or in the line item.
Refrigerant recharge folded into labour
e.g. "Install labour and recharge - $654.00" as one line
Refrigerant quantity is a compliance-relevant figure in its own right (regulated gases are tracked). Keep it as a separate, weighed line, priced per kilogram of the actual gas used.
No compliance or commissioning certificate for a new install
e.g. New split-system install invoiced with no certificate mention anywhere
Required documentation for warranty claims and any future resale or insurance query. Reference it, even if you do not charge a separate fee for it.
No ABN on the invoice
e.g. Invoice with only a business name, no ABN
A tax invoice without an ABN is not legally valid, and clients paying you without a quoted ABN may be required to withhold tax. Always show your ABN clearly on the invoice header.
Certificate fee bundled invisibly into labour
e.g. "Install labour - $690.00" with the certificate cost hidden inside it
List the certificate fee separately. Folding it into labour makes it look like an extra charge appeared from nowhere if the customer checks the invoice later.
What goes on the lines, and what it usually costs
The lines an HVAC invoice tends to have, in the three groups they fall into.
Labour and callout
Priced per hour, or per visit
Service/install labour
Per hour, on site
$110 - $160/hr
Ex GST. Sydney and Melbourne run higher; regional Australia lower.
Callout fee
Per visit, covers travel
$70 - $120
Charged per visit to cover travel and mobilisation.
Refrigerant and materials
Priced by weight, or at cost plus your markup
Refrigerant recharge
Per kilogram of gas used
$40 - $150+/kg
Varies sharply by gas type - price per job from your own supplier cost, this is not a flat rate across gases.
Ducting and materials
At cost plus your markup
Cost + 20 - 30%
List parts at your sell price - you don't need to show your cost.
Compliance
The line other trades do not have in this exact form
Compliance/commissioning certificate
For a new install
$60 - $120
Some technicians include it in labour; others list it separately.
Indicative GST-exclusive ranges for 2026, to sanity-check a line you have not priced before. GST itself is 10% on top of the subtotal once you are registered - use the free GST calculator to check. They are not a price guide and not advice on what to charge: refrigerant cost especially varies job to job, by gas type and by your supplier account.
Why Invio beats Word and Excel for HVAC technicians
Templates are a fine starting point. But most technicians move to proper software once they are running installs and service calls every week.
Invoice from the van once the system is running
Fill in labour, refrigerant weight, and materials before you leave site. No paperwork to chase at the end of the week, and the customer gets the invoice while the job is still fresh.
While the system is running
GST calculated automatically
Invio does the 10% for you on every line item and shows subtotal, GST, and total correctly - no spreadsheet formula to accidentally break.
10% on every line
Saved clients and rates
Store your repeat customers and standard labour and refrigerant rates. Next service call for the same site? Two taps and the invoice is half-filled already.
Two taps
Payment reminders built in
Invio Pro sends automatic follow-ups when invoices go overdue - so you are not the one making awkward calls.
Automatic follow-ups
ATO-compliant every time
Every Invio invoice has the right fields: ABN, GST breakdown, date, customer identity when required. You can't accidentally send a non-compliant invoice.
Every required field
PDF ready to email or print
Send the invoice by email directly from Invio, or download a clean PDF if the customer prefers paper. It's not a Word doc that looks different on every printer.
One click
What an HVAC technician's invoice carries beyond the basics
Every AU trade invoice needs the same GST and ABN basics. Past that, the paperwork splits by trade - here is what is specific to air conditioning and refrigeration work.
Federal, not state
The one licence on this page set nationally
The Refrigerant Handling Licence comes from the Australian Refrigeration Council under Commonwealth ozone-protection law - the same rules wherever you work, unlike the state-by-state licensing every other trade in this batch carries.
1.2 kg
Refrigerant, by weight, its own line
Charged and shown by the actual weight of gas used, referencing your RHL - not folded into labour, since regulated refrigerant is tracked and some gases cost far more per kilogram than others.
$75.00
The compliance certificate fee, on its own line
Only a new install carries this line. It is a separate document, but its reference on the invoice keeps the paper trail in one place if the property ever needs it again.
An offence without it
Handling refrigerant unlicensed is not just bad practice
It is a breach of the Ozone Protection and Synthetic Greenhouse Gas Management Regulations 1995 - a federal offence, not a licensing technicality.
HVAC Technician Invoice FAQs
Common questions from Australian HVAC and refrigeration technicians about invoicing, the RHL, and getting paid.
Do I need a special licence to handle refrigerant in Australia?
Is the refrigerant handling licence the same in every state?
Should refrigerant gas be billed as its own invoice line?
Do I need to issue a compliance certificate for every install?
Do I need to add GST to my HVAC invoice?
What's the minimum information an HVAC invoice needs in Australia?
Can I send an HVAC invoice from my phone on site?
Invoice every HVAC job correctly, from your phone
Invio is free for sole traders. Set up your labour and refrigerant rates once, send GST-compliant tax invoices from the van with your ABN and BSB saved, and let automatic reminders handle the chase - free on your first 3 invoices, unlimited on Pro.
Free to start • GST calculated automatically • No credit card required