HVAC invoice software

This raises the invoice for a service call in the order a service call actually happens. It starts with the diagnostic or call out fee, adds labor at your rate for the time on site, marks the parts up from your cost, adds any trip charge, applies sales tax to the parts where your state charges it, and subtracts anything already paid or held as a deposit to give the balance due. It is arithmetic you can do on a tailgate; the point is doing it the same way every time.

The call out fee is its own line, always

Whether you credit the diagnostic fee against the repair or keep it, it belongs on the invoice as a separate line, because it is the only line that pays for the drive and the diagnosis. Folding it into the repair price makes the repair look expensive and makes waiving it invisible; showing it and then discounting it visibly is a stronger position and a clearer record when the customer queries the total months later.

Marking up parts is not a mark up on the invoice price

The parts markup covers holding stock on the truck, the drive to the supply house when it is not on the truck, the counter time, the return of the wrong part and the warranty replacement you fit for nothing eighteen months later. Contractors who mark up only what the supply house charged them are being paid for none of that. The field is yours to set; high value equipment usually carries a lower proportion than small parts.

Balance due is what gets paid, so put it last and put it big

An invoice that ends in a subtotal, a tax line and a total, with a deposit acknowledged somewhere in the middle, gets queried. One that ends in a single balance due figure, after the deposit has already been taken off, gets paid. This page computes it that way for the same reason: the last number on the page should be the number the customer needs to act on.