FREE HVAC WORK ORDER TEMPLATE
Free HVAC work order template — the service ticket the tech takes to the job
An HVAC work order in Word and PDF, filled in for a condenser and coil replacement: diagnostic, labor and equipment on their own lines, refrigerant by the pound, the permit, a start-up readings block and a completion block — every line explained, with the invoice it turns into.
Word and PDF · Free · No email, no sign-up
The short answer
An HVAC work order is the instruction to do one job: who it's for, where, when, exactly what work and what equipment, by whom — and the readings at start-up. It needs a work order number and date, the quote number, the customer and the job site with the existing and new equipment named, the schedule and the tech, the permit number, every task, part and pound of refrigerant on its own line, what's not included, a readings block and a completion block.
It sits between the quote and the invoice. On a replacement the three carry the same lines — the diagnostic, the labor, the condenser, the coil, the refrigerant, the materials, the permit — so when the work order is the accepted quote written for the tech, the invoice bills exactly what was quoted and done, and the readings on the sheet are the service report.
Write it for the tech who didn't do the site visit. “Condenser east side, air handler in the basement, 2009 R-22 system, compressor failed under load, gate code 4471” gets the job done the way it was sold. “Replace AC” gets a phone call from the driveway.
FREE TEMPLATE · WORD AND PDF
The HVAC work order template, filled in
Below is the template filled in for Summit Heating & Air, a fictional HVAC business — the same one whose invoice our HVAC invoice template draws, so you can see the invoice is written from this work order, line for line. The download is the same work order with [bracketed] lines to replace — free, no email address, no sign-up.
Example · fictional business
Summit Heating & Air Omaha, NE (402) 555-0168 · service@summitheatingair.example License # 000000 (example) · EPA 608 certified technicians | WORK ORDER |
Customer Karen Lindqvist 7812 Pacific St Omaha, NE (402) 555-0131 · working from home | Job site / equipment Same address · condenser on the east side, air handler in the basement Existing: 3-ton split system, 2009, R-22 — compressor failed under load (diagnostic Sep 2) New: 3-ton 16 SEER2 condenser with matched cased coil — per quote 5109; keep the existing thermostat Driveway parking. Gate code 4471. No pets. |
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Diagnostic / service call Compressor failed under load; replacement recommended over repair | 1 | $95.00 | $95.00 |
| Labor — condenser and coil replacement Flat rate: recover refrigerant, swap condenser and coil, flush line set, vacuum, charge, test | 1 | $1,150.00 | $1,150.00 |
| 3-ton 16 SEER2 condenser Model and serial on the unit's data plate | 1 | $2,480.00 | $2,480.00 |
| Evaporator coil, matched Cased coil, matched to the condenser | 1 | $690.00 | $690.00 |
| Refrigerant R-410A Charge for the new system, per pound | 7 | $28.00 | $196.00 |
| Pad, whip, disconnect and line-set flush kit | 1 | $160.00 | $160.00 |
| Permit and inspection City of Omaha mechanical permit | 1 | $85.00 | $85.00 |
| Subtotal | $4,856.00 | ||
| Sales tax, 7% on equipment and materials (example) | $246.82 | ||
| Total | $5,102.82 | ||
| Deposit received, Sep 3 | −$1,500.00 | ||
| Balance to collect on completion | $3,602.82 | ||
Work requested
Recover the refrigerant from the old system, remove the condenser and coil, set the new condenser on a new pad, install the matched coil, flush the line set, pull a vacuum, charge to the data plate, start up and record the readings below. Keep the existing thermostat.
Not included — quote separately
Ductwork repairs, a new line set if the flush fails, electrical work beyond the disconnect and whip, a thermostat. Stop and call the office before any of it.
Materials to load
Condenser and coil (models on the quote), pad, whip and disconnect, line-set flush kit, 7 lb R-410A plus the recovery cylinder, nitrogen, brazing rod, filter drier, foam and tape.
Readings at start-up
Outdoor temp ______ · Return / supply temp ______ / ______ · Static pressure ______ · Suction / head pressure ______ / ______ · Superheat / subcool ______ / ______ · Amps ______
Completion
Completed by ____________ Date ______ · Time on site ______ · Old equipment recovered and recycled ☐ · Photos of both data plates ☐ · Inspection booked for ______
Every figure on the example is an example, not a price guide. The Word file is a standard .docx you can edit in Word, Google Docs or any app that opens Word documents; the PDF prints as-is for a clipboard. Prices are optional on a work order — leave the money columns blank on an internal one.
The quote before, the invoice after
Start your HVAC website — quotes and invoices are built in
Add your business name and your town, and Zarla builds your HVAC website from this one line. The same dashboard sends the quote this work order comes from and the invoice it turns into — Zarla doesn't make work orders, so the template above fills the gap between them.
Already have a website? Bring it across →Zarla keeps your old page addresses where it can and redirects the ones that change, helping you keep the Google standing you've built.
LINE BY LINE
What goes on an HVAC work order
Every line on the template, in order, and what to write on it.
| The line | What to put there |
|---|---|
| The words Work Order | At the top, so nobody files it as a quote or pays it as an invoice. If your shop calls it a service ticket or a service order, that works too — it's the same sheet. |
| Your business details, license and EPA 608 | Business name, phone, email, your state HVAC license number and the EPA Section 608 line — the customer keeps this sheet, and the inspector reads it. |
| Work order number, date, and the quote it comes from | A number that never repeats, the date you wrote it, and the quote the customer said yes to. Matching numbers across the quote, the work order and the invoice is what makes a job findable when the manufacturer's registration email arrives a month later. |
| Scheduled, assigned to, and the permit | The date and start time, the tech, and the permit number — a replacement or a new system needs a mechanical permit and inspection in most US cities. |
| Customer, and the job site with the equipment | Who it's for and how to reach them on the day; where the condenser, the furnace or the air handler is; the existing system — type, size, age, refrigerant, what failed — and the new equipment by make, model, size and rating; parking, gate codes, pets. |
| One line per task, part and pound of refrigerant | The labor, each piece of equipment, each part and the refrigerant on its own line, in the same words as the quote, with quantities. Equipment carries make, model, size and rating; the tech writes the serial on the day. |
| Totals, deposit and the balance to collect | Subtotal, tax where it applies, the total, the deposit received when the quote was accepted, and what's left to collect when the system is running. In the US, whether sales tax applies to your work — and whether it falls on the materials, the labor, both or neither — depends on your state, so keep materials and labor on separate lines and check your state's revenue department or your accountant. Outside the US: a GST-registered business in Australia or New Zealand and a VAT-registered business in the UK or EU show consumers prices that include the GST or VAT, and show the tax on the invoice the same way. Confirm the details with your accountant. |
| Work requested, and what's not included | The job in the customer's words, and the list of things that aren't part of it — ductwork, a new line set, electrical beyond the disconnect — so the tech stops and calls instead of doing a $400 favor. |
| Readings at start-up, and completion | Outdoor temperature, return and supply temperatures, static pressure, suction and head pressure, superheat and subcool, amps — the service report, on the same sheet. Then who completed it, when, the time on site, the old equipment recovered, the data-plate photos and the inspection date. |
STEP BY STEP
How to write an HVAC work order
Five minutes once the quote is accepted, before you order the equipment.
Start from the accepted quote
Copy its number, the customer and every line — the diagnostic, the labor, the condenser, the coil, the refrigerant, the materials, the permit. If there was no quote, write the job in the customer's words first.
Number it, schedule it, pull the permit
The next work order number, today's date, the install date and start time, the tech. Pull the mechanical permit now and write the number on the sheet; order the equipment against the deposit.
Name the equipment, old and new
The existing system's type, size, age and refrigerant and what failed; the new equipment's make, model, size and efficiency rating. The tech who knows it's an R-22 system loads the right recovery cylinder.
List everything to load, with quantities
Pounds of refrigerant, the pad, the whip, the disconnect, the flush kit, nitrogen, the filter drier. Add the not-included list — ductwork, line set, electrical — to quote separately if the tech finds it.
Send the customer the schedule
The date, the start time, who's coming and how long the system will be off, in one message, with a copy of the work order if they'd like one.
Record the readings, close it out, invoice from it
At start-up the tech fills the readings block — that's the service report — notes the time on site, photographs both data plates, books the inspection. The invoice is written from the completed work order the same day.
What an HVAC work order carries that a generic one doesn't
The equipment, named twice. The existing system — type, size, age, refrigerant, what failed — and the new one by make, model, size and efficiency rating. The old system's refrigerant decides what the tech recovers into; the new one's model is what the manufacturer asks for at registration and what the customer reads off the sheet in year seven.
A readings block is the service report. Outdoor temperature, return and supply temperatures, static pressure, suction and head pressure, superheat and subcool, amps — recorded at start-up, on the work order. It's the proof the system was commissioned, the baseline the next tune-up is compared to, and the line the manufacturer wants if a compressor fails early. Most shops keep a separate service report form; the block on this template is the same thing with one less sheet of paper.
Refrigerant by the pound, with recovery written down. The pounds charged go on their own line at the list rate; the old refrigerant recovered goes in the completion block. Both are what the customer is paying for and what the records need.
Refrigerant, licensing and permits. In the US anyone who handles refrigerant must hold EPA Section 608 certification, most states license HVAC businesses and want the number on the paperwork, and a replacement or new system needs a mechanical permit and inspection in most cities — the work order that shows the license, the EPA line, the permit number and the inspection date is the one an inspector, an insurer and the next buyer trust. Check your state licensing board and your city's permit office.
The not-included list is where the margin lives. Ductwork that's undersized, a line set that won't flush clean, a disconnect that isn't to code. Written down before the job, they're extras the tech quotes on the spot; discovered on the day with nothing written, they're a free afternoon.
One sheet for a repair call too. A capacitor swap's work order is the diagnostic line, the part installed at the list price, the readings before and after, and what the tech found — written up on site. The same template with fewer rows, and it's what makes the repair invoice easy to read.
Know your tax rules. In the US, whether sales tax applies to your work — and whether it falls on the materials, the labor, both or neither — depends on your state, so keep materials and labor on separate lines and check your state's revenue department or your accountant. Outside the US: a GST-registered business in Australia or New Zealand and a VAT-registered business in the UK or EU show consumers prices that include the GST or VAT, and show the tax on the invoice the same way. Confirm the details with your accountant.
Quote it and bill it from Zarla; the HVAC work order is the template above
Zarla doesn't make work orders. It makes the two documents either side of one — and if you send those from Zarla, the HVAC work order is a two-minute job.
If your HVAC website is on Zarla, the quoting tool sends the quote as a link: your customer picks an option, ticks any extras and accepts it online by typing their name, and Zarla drafts the invoice for exactly what they chose, with any deposit you asked for. Print or open the accepted quote and you have the work order's scope, line for line — copy it into the template above, add the schedule, the site notes and the crew, and that's the sheet for the day. When the work is done, the invoice is already drafted from the same lines; add anything the customer added on the day, and send it. On a paid plan, with your Stripe account connected, the invoice carries a pay-now button, so the customer can pay by card the day the work is done.
Want to see the website first? Browse HVAC website templates or see how Zarla builds HVAC websites. Still setting up? Read how to start an HVAC business and write your HVAC business plan; for the going rates, see HVAC pricing; to fill the calendar, HVAC marketing.
The whole paper trail for an HVAC job: the HVAC price list template → how to write a quote → this work order → the HVAC invoice template → how to write a receipt. For any other trade, the free work order template has the same sheet with a painting job as the example, plus a maintenance work order for property and facilities work.
HVAC work orders: common questions
A document that describes one HVAC job to be done: who it's for, where, when, exactly what work, what equipment and how much refrigerant, and who's doing it — written the day the customer accepts the quote and taken to the job by the tech. The invoice is written from the completed work order. HVAC shops also call it a service ticket, a service order or a job sheet.
The words Work Order; your business details, license number and EPA 608 line; a work order number and date, and the quote number; the schedule, the tech and the permit number; the customer and the job site with the existing and new equipment named; the labor, each piece of equipment, each part and the refrigerant on its own line with quantities (and prices, if the customer gets a copy); what's not included; a readings block for start-up; and a completion block — who did it, when, time on site, old equipment recovered, data-plate photos, inspection date.
Yes — service ticket, service order, job sheet and work order are the same document in different shops. Service ticket is the common name for a repair call written up on site; work order for an install written in the office and handed to the tech. The template on this page works as either.
A service report records what the tech found and measured — the readings, the condition of the system, what was done. A work order says what's to be done. On the template here they're one sheet: the readings block at the bottom of the work order is the service report, filled in at start-up, so the install, the commissioning and the invoice all come from one piece of paper.
A work order says what work is to be done and is written before the job; an invoice says what was done and what's owed, and is written after. On a replacement they carry the same lines — the invoice on our HVAC invoice template is written from the work order on this page, with the dates of the work, the deposit taken off and anything added on the day.
If the job needs a permit, yes — write it on the work order as soon as you pull it. In the US a replacement or a new system needs a mechanical permit and an inspection in most cities; the sheet the tech carries is where the inspector and the customer expect to see the number and the inspection date. Check your city's permit office for which jobs qualify.
If the customer gets a copy, yes — the same lines and prices as the quote, with any deposit taken off and the balance to collect, so everyone is reading the same numbers, and the HVAC invoice is written from it line for line. If it's an internal sheet for the crew and the customer already has the quote, leave the money columns blank: the crew needs the scope, not the margin.
Yes. The HVAC work order template downloads free as a Word document and a PDF — no email address, no sign-up. Edit the Word file in Word, Google Docs or any app that opens Word documents, or print the PDF and fill it in by hand. There's no Excel version; a work order is mostly words, and Word keeps the lines readable on a phone.
No. Zarla sends the quote before the job and the invoice after it, from the same dashboard as your HVAC website: your customer accepts the quote online, Zarla drafts the invoice for exactly what they chose, with any deposit you asked for, and you send it when the work is done. The work order in between is this template — copy the accepted quote's lines into it, add the schedule and the site notes, and it's ready for the crew.
Quote it, do it, bill it — from your own HVAC website
Add your business name and your town, and Zarla builds your HVAC website from that one line — with quotes, invoices and receipts in the same dashboard. The work order in between is the free template above.
Already have a website? Bring it across →Zarla keeps your old page addresses where it can and redirects the ones that change, helping you keep the Google standing you've built.