Free HVAC work order template

An HVAC work order records a heating, ventilation or air conditioning job from the first call-out to the finished repair or service, at the property where the equipment sits rather than the customer's billing address.

Why HVAC jobs need a clear paper trail

HVAC work is often done at a property the technician has never visited before, sometimes while the owner is not on site, and frequently involves parts (a capacitor, a filter, a thermostat, refrigerant) that have their own cost and warranty terms. A work order that records the equipment worked on, the site address, the scheduled date and exactly which parts were fitted protects the technician if a fault recurs and gives the customer a clear record for their own records or for a future buyer of the property.

What to record on an HVAC work order

A complete HVAC work order shows the site address (which may differ from the billing address on a rental or managed property), who requested the call-out and when it was scheduled, the system or unit worked on, each part used with its own line, and labour charged separately, since diagnostic time, installation and follow-up visits are often billed at different rates.

Servicing versus repair

A routine service and an emergency repair are different jobs with different expectations on price and turnaround; noting which one a work order covers, in the notes field, helps avoid a dispute later about why one call-out cost more than a previous one.

Sign-off and the next invoice

A customer sign-off box on the PDF gives the property owner, tenant or site manager somewhere to confirm the work was completed, and once it is signed, the same details carry straight across into an invoice with one click, with tax worked out the same way.

Work order makers by country

Each country edition uses the same tax name and business ID field as that country's invoice maker, with this preset selected.

Other work order presets

• General maintenance work order template
• Auto repair work order template
• Property maintenance work order template