Free template · Air conditioning techs
Free air conditioning invoice template (Australia)
An air conditioning invoice has to show the unit and the install as different things. The customer is buying a specific make and model with a manufacturer's warranty, and paying you to install it to the standard that warranty needs. The template below separates the unit, the standard install, any extra pipe run, and the electrical connection.
It is ATO-correct ("Tax Invoice", ABN, GST per line) with room for what this trade needs to record: model and serial numbers for warranty registration, your refrigerant handling licence number, and the electrician's details if the electrical work was done by someone else.
See it filled in
An air conditioning invoice, done right
TAX INVOICE
CoolFlow Air Conditioning
| Description | Qty | Unit (ex GST) | GST | Amount |
|---|---|---|---|---|
| Supply 7.1 kW reverse cycle split system (indoor and outdoor unit) | 1 | $1,890.00 | $189.00 | $2,079.00 |
| Standard back-to-back installation incl. first 3 m pipe and drain | 1 | $650.00 | $65.00 | $715.00 |
| Additional pipe run (per metre) | 2 | $90.00 | $18.00 | $198.00 |
| Outdoor unit wall bracket supplied and fitted | 1 | $150.00 | $15.00 | $165.00 |
| Dedicated circuit by licensed electrician, on-charged | 1 | $420.00 | $42.00 | $462.00 |
| Subtotal (ex GST) | $3,290.00 | |||
| GST | $329.00 | |||
| Total (inc GST) | $3,619.00 | |||
Indoor unit S/N 4K21-008817, outdoor unit S/N 4K21-008952. Refrigerant handling licence on request. Warranty registered with manufacturer 11/09.
Trade-specific rules
GST notes for air conditioning techs
Air conditioning and refrigeration services: split system supply and install, servicing and repairs, with the unit itself usually the biggest line and the electrical connection often done by a licensed electrician.
- The unit is usually the biggest line. It carries GST at the price you charge, and you claim back the GST your wholesaler charged you.
- If a licensed electrician did the electrical connection and you are on-charging it, show it as its own line. Their invoice to you is your cost; your charge to the customer is the taxable line.
- Supply and install jobs nearly always pass $1,000, so the customer's name or ABN must be on the tax invoice.
Word, Excel or Google Docs
Using this air conditioning invoice template in other formats
Microsoft Word
Recreate the PDF’s structure with a 5-column table (description, qty, unit price, GST, amount). Keep the words “Tax Invoice” as the document title, your ABN under your business name, and add a totals block of subtotal / GST / total. Word’s tables won’t calculate GST for you, so double-check every amount: a wrong GST figure is the most common Word-template mistake we saw in real air conditioning invoices.
Excel / spreadsheets
Excel handles the maths: set GST per line to =ROUND(qty*unit*0.1, 2) for GST-inclusive work, and total to subtotal + GST. The trap is what Excel doesn’t do: it won’t stop you issuing two invoices with the same number, and PDFs exported from spreadsheets often crop columns, so always check the print preview before sending.
Google Docs
Same structure as Word. One advantage: a single master doc you copy per invoice keeps your numbering sequential. One warning: sharing the live doc link instead of a PDF lets the amounts change after sending, so always download as PDF before it goes to the customer.
Honestly? Every format above still means retyping your details each time. The free invoice generator fills the same ATO-correct layout in your browser and downloads the PDF, no signup required.
Related
Before you send it
- Not registered for GST, or not sure? The sole trader invoice template has a no-GST version of this layout, and invoicing without GST in Australia explains what changes on the page.
- Invoicing a builder as a subbie? Read the subcontractor invoice guide for progress claims, variations and retention.
- Tired of retyping your details? The best invoice app for tradies and sole traders compares the apps Aussie air conditioning techs actually use, with current prices.
Fair questions
FAQ
Should the unit and installation be separate lines?
Yes. They have different warranties, different margins and different questions from the customer. A separate unit line with the make and model also makes warranty registration simple.
How do I invoice extra pipe run or a difficult install?
Quote a standard install that includes a set length of pipe, then invoice extra metres, brackets, roof mounting or extra wall penetrations as their own lines. Customers accept extras they can see.
What should a service or regas invoice look like?
A service call line (or a fixed service price per unit), any parts as their own lines, and a short note on what you found. If you added refrigerant, record the type and amount; it is useful for the next tech and for your own records.
Invoices in 60 seconds, from your phone
Make an invoice with the free generator, with no account and no invoice cap. Dinkum Pro is $9/month after a 14-day trial. It saves your business and client details and keeps your invoice history so you can reuse them for the next job.
More free stuff: the invoice generator, the air conditioning invoice example, or templates for other trades.