Free template · Excel
Free Refrigeration invoice template
A ready-to-use refrigeration invoice in Excel, with refrigeration line items filled in and automatic totals, tax and balance due. No email needed.
[Your company name]
[Address] · [Phone] · [License #]
invoice
| Description | Qty | Unit | Rate | Amount |
|---|---|---|---|---|
| Emergency service call (after hours) | 1 | visit | $245.00 | $245.00 |
| Labor, refrigeration technician | 3 | hr | $135.00 | $405.00 |
| Evaporator fan motor | 1 | ea | $310.00 | $310.00 |
| Refrigerant R-448A | 6 | lb | $48.00 | $288.00 |
Total: $1,248.00
Example line items and prices are placeholders. Replace them with your own.
What every refrigeration invoice needs
- Your business name, address, phone and license number
- Invoice number, date and due date
- Customer name, billing address and service address
- A line for every service, part and fee, with quantity and rate
- Tax, total, payments received and balance due
- Payment terms and how to pay
Pricing refrigeration work
- Price emergency and after-hours work with a separate rate or multiplier that covers on-call pay, overtime and the work you bump. Publish it in the service agreement.
- Price PM agreements per unit per visit: (visit labor hours + drive time) × loaded hourly cost + materials (filters, coil cleaner, belts), then divide by (1 − target margin).
- Price refrigerant per pound from current replacement cost, not what's in the cylinder you bought last year. Review it whenever supplier prices change.
- For multi-site customers, agree on a rate sheet and NTE limits up front, and quote anything above the NTE before proceeding.
Common refrigeration jobs to add as line items
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Frequently asked questions
Download the free Excel template, add your logo and business details, then replace the example refrigeration line items with your own services and prices. Quantities × rates and the totals calculate automatically.
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