How do I make an HVAC invoice?

Tell Clodou the customer, the work, the parts and your prices, such as a diagnostic at $89, a capacitor at $165 and 3 pounds of refrigerant at $95. It finds or adds the customer and writes the invoice with your logo, your business details, the next number in your sequence and the taxes you set. There is no HVAC invoice template to fill in, and if a price is missing, Clodou asks instead of guessing.

Can I bill maintenance agreements every month?

Yes. Set up each member's plan as a retainer with the monthly amount and the line to print, and Clodou prepares one draft invoice a month for you to check and send. Pause the retainer when a member cancels.

How do I bill refrigerant?

By the pound at the price you set, such as 3 pounds at $95, as its own line. Clodou never picks a price, and it keeps no refrigerant tracking or compliance records.

Can my technicians use it too?

Yes. Team includes 5 seats for $79 a month per workspace. Technicians on the team can create quotes and invoices and log job costs, while recording payments waits for an owner or admin.

Does Clodou offer financing or schedule tune-ups?

No. Clodou has no financing, dispatch, scheduling, GPS, membership portal or technician app, and it does not take card payments. It handles the business side: customers, quotes, invoices, payments, expenses, tasks and your parts stock.

Free covers up to 5 clients and 20 AI actions a month, with no separate cap on quotes and invoices (making them in the chat uses AI actions). Solo, with your payment link on invoices, is $29 a month per workspace. Team, with 5 seats and automatic reminders, is $79 a month. Prices are in USD, and the first 14 days are a free Team trial.

Who it's for / HVAC technicians

HVAC invoices for the repair call, the maintenance plan and the new system

HVAC technicians usually charge a diagnostic or service call fee, then the repair, as a flat price per part installed or as parts plus labor, with refrigerant billed by the pound. Many companies sell maintenance plans, such as two tune-ups a year for a monthly or yearly fee, and new systems are quoted first, often with a deposit. Tell Clodou what you did and at what price: it writes the invoice, prepares the monthly plan invoices as drafts and keeps track of who has paid.

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Sound familiar?

A diagnostic, a capacitor and three pounds of refrigerant added up in the attic
Maintenance plan members invoiced by hand every month
System replacement quotes on paper, with deposits hard to match to the install
Summer rush invoices written at night, weeks behind

How Clodou helps

Repairs with refrigerant by the pound

"Invoice Tom Baker: diagnostic $89, run capacitor $165 and 3 pounds of refrigerant at $95" writes three lines, $539. Clodou uses your prices; it never picks a part or a rate.

Maintenance plans as monthly drafts

Set up each plan member once as a retainer, such as two tune-ups a year for $19 a month. Clodou prepares one draft invoice a month for you to check and send. A plan paid yearly is one invoice, with a dated task for the renewal.

System quotes with a deposit

Quote the equipment, the installation and the permit with your deposit terms in the note. When the customer accepts, the quote becomes the invoice, and Clodou keeps the balance until the install is done.

How hvac technicians bill, and how Clodou handles it

Diagnostics, repairs and refrigerant

Most repair calls start with a diagnostic or service call fee, often credited if the customer goes ahead, then the repair as a flat price or as parts plus labor. Refrigerant is usually billed by the pound at the price you set. Give each as its own line; a credited diagnostic is a discount line with the amount you give. Clodou never picks a price or adds a fee by itself.

Maintenance plans

Maintenance plans, such as a spring and a fall tune-up, are sold monthly or yearly. A monthly plan is a retainer: Clodou prepares one draft a month and sends nothing on its own. A yearly plan is one invoice, with a dated task linked to the customer for the renewal. If your plan gives members a discount on repairs, give it as a discount line with the amount. Clodou does not schedule the tune-ups: add a task for each visit if you like.

New systems, deposits and rebates

New systems are quoted first, with the equipment, the installation, the permit and any extras on their own lines, and are often booked with a deposit. Some states limit how much a home improvement contractor may take up front, so check your state's rules. Clodou offers no financing and files no rebate claims; an instant rebate you apply for the customer is a discount line with the amount you give.

A repair call, a plan member and a system quote

Step 1
Invoice Tom Baker for today: diagnostic $89, run capacitor $165 and 3 pounds of refrigerant at $95. He paid on the spot.
Adds Tom Baker as a client and creates invoice INV-0720 with three lines: diagnostic, $89.00; run capacitor, $165.00; refrigerant, 3 pounds at $95, $285.00. No tax is set on this workspace, so the total is $539.00. It marks INV-0720 as sent and shows an approval card to record $539 received; once you approve it, the invoice is marked paid.
Step 2
Set up a $19 monthly retainer for Tom Baker from May 1: comfort plan, two tune-ups a year.
Finds Tom Baker and sets up the retainer: $19 a month with the line "Comfort plan, two tune-ups a year", first draft on May 1. Nothing is sent on its own.
Step 3
Quote the Morrisons a 3-ton heat pump system: equipment $6,200, installation $2,400 and permit $150. Note: $1,000 deposit to order the equipment.
Finds the Morrisons and creates quote DEV-0131 with three lines: 3-ton heat pump system, equipment, $6,200.00; installation, $2,400.00; permit, $150.00. Total: $8,750.00, with the deposit terms in the note.
Step 4
The Morrisons accepted and paid the $1,000 deposit. Turn DEV-0131 into an invoice and record it.
Creates draft invoice INV-0721 for $8,750.00 with the same lines and note, plus a reference to DEV-0131, and shows an approval card to record $1,000 received. Once you approve it, $7,750.00 is still owed and the invoice stays a draft.

Just ask

Invoice Tom Baker: diagnostic $89, run capacitor $165 and 3 pounds of refrigerant at $95

Set up a $19 monthly retainer for Tom Baker from May 1: comfort plan, two tune-ups a year

Quote the Morrisons a 3-ton heat pump system: equipment $6,200, installation $2,400 and permit $150

Questions

How do I make an HVAC invoice?: Tell Clodou the customer, the work, the parts and your prices, such as a diagnostic at $89, a capacitor at $165 and 3 pounds of refrigerant at $95. It finds or adds the customer and writes the invoice with your logo, your business details, the next number in your sequence and the taxes you set. There is no HVAC invoice template to fill in, and if a price is missing, Clodou asks instead of guessing.
Can I bill maintenance agreements every month?: Yes. Set up each member's plan as a retainer with the monthly amount and the line to print, and Clodou prepares one draft invoice a month for you to check and send. Pause the retainer when a member cancels.
How do I bill refrigerant?: By the pound at the price you set, such as 3 pounds at $95, as its own line. Clodou never picks a price, and it keeps no refrigerant tracking or compliance records.
Can my technicians use it too?: Yes. Team includes 5 seats for $79 a month per workspace. Technicians on the team can create quotes and invoices and log job costs, while recording payments waits for an owner or admin.
Does Clodou offer financing or schedule tune-ups?: No. Clodou has no financing, dispatch, scheduling, GPS, membership portal or technician app, and it does not take card payments. It handles the business side: customers, quotes, invoices, payments, expenses, tasks and your parts stock.
What does it cost?: Free covers up to 5 clients and 20 AI actions a month, with no separate cap on quotes and invoices (making them in the chat uses AI actions). Solo, with your payment link on invoices, is $29 a month per workspace. Team, with 5 seats and automatic reminders, is $79 a month. Prices are in USD, and the first 14 days are a free Team trial.

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Your whole back office, in one chat

Every new workspace starts with a 14-day trial of Team, no card required. Then stay on Free: up to 5 clients and 20 AI actions a month; quotes and invoices have no separate cap, and making them in the chat uses AI actions.

Free: $0. Solo: $29 a month. Team: $79 a month with 5 seats. Prices per workspace, in USD.

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