Free template
This free air conditioning invoice template covers the ATO basics for a tax invoice: "Tax invoice", your business name, ABN, the date, the work and the GST, and it does the GST maths for you. Most installs pass A$1,000, so the customer’s name or ABN must be on it too. This page covers what helps air-con invoices get paid: serial numbers, deposits, and invoicing service contracts.
Tax invoice
Your business name
| Description | Qty | Unit price | GST | Amount |
|---|---|---|---|---|
| Install 3.5 kW split system as per accepted quote | 1 each | – | $0.00 | $0.00 |
| Quarterly service: clean filters, coils and drains | 6 units | – | $0.00 | $0.00 |
| Re-gas with refrigerant | 1.5 kg | – | $0.00 | $0.00 |
| Labour: diagnose not-cooling fault | 1 hour | – | $0.00 | $0.00 |
| Less deposit paid (deposit invoice number) | 1 each | – | $0.00 | $0.00 |
In the print window, choose Save as PDF to keep a copy.
Karya Falak turns the job into a tax invoice with your ABN, PayID and bank details, and syncs it to Xero or QuickBooks.
Start a 14-day trialAdd the indoor and outdoor unit models and serial numbers as a note under the install line. When the customer registers the warranty or calls you in three years with a fault, the invoice is the record both of you will look for. It also settles which unit went where on a multi-unit job.
If you took a deposit to order the unit, you will have given the customer a deposit tax invoice. The final invoice shows the whole install from the accepted quote and takes off what was paid, naming the deposit invoice by number. The GST on the two invoices then adds up to the GST on the whole job.
Show extras that came up on the day, such as a longer pipe run, only if the customer agreed to them before you did the work. Put each on its own line.
Commercial clients often have several units serviced every quarter. Invoice by unit, list the sites, and add repairs found during the service as separate lines, approved before you did them. Re-gas work is usually charged by weight of refrigerant, so show the quantity. For homeowners, an annual service reminder plus an invoice on the day keeps the work coming back.
No law sets payment terms for private customers, so print yours on the quote and the invoice. Many installers ask for the balance on completion; that is practice, not a rule. If you are on the accruals basis for GST, you report the GST when you issue the invoice, paid or not, which is one more reason to chase overdue installs. See get paid faster.
In Karya Falak the accepted quote becomes the invoice with the deposit taken off. Services can be repeating visits invoiced per visit or monthly, and if you switch reminders on, overdue invoices are chased 1, 7 and 14 days after the due date. Customers can pay online by card, or by PayID or bank transfer from the invoice. See invoicing and online payments. Rules checked 30 October 2026 against ato.gov.au, business.gov.au, ACCC and state regulator guidance. General information only, not tax or legal advice. Ask your accountant, BAS agent or state regulator about your own situation.
The ATO requires the buyer’s identity or ABN on sales of A$1,000 or more, which covers most installs. Including it on every invoice is simplest.
Yes. Show it by quantity, such as kilograms, so the customer can see what they are paying for.
If the customer asks, you must replace an incorrect tax invoice. If the price changed after you reported the GST, an adjustment note may be needed; your accounting system or bookkeeper can issue it.
Checked against these pages. Prices and rules change, so check the source before you decide.
Start a 14-day trial and turn the accepted quote into a tax invoice with the deposit already taken off.