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Hvac invoice example for Purchasing

okay this one is about filling out the service invoice a couple of people have asked me about how to do it it seems like it might be pretty obvious how to do it but as with most things it really isn't okay this one here is the replacement of a gas valve using flat rate that means there's flat rate just means there's one price that includes labor and materials for the repair okay starting up the top fairly obvious name address phone if they're a site address if the billing address is different than the sighted dressers want use a spot for one there now on the parts you got a part number and a gas valve now you notice there's no price for the part because this is flat rate it's all gonna be included okay this is probably the most important part here of this whole thing you're going to describe what you found now I say found gas valve open that means open electrically be short on these things but be complete you need to say exactly what the problem is that you found if you found two or three things you got to mark all of them on there okay what was the work you did you replaced you check the gas input at 80,000 BTUs and that coming off the plate you put this kind of stuff in there because you're trying to be complete with telling someone what you actually did remember this invoice maybe looked at months or even years later so see what you did and if you're not complete and what you put in there then there's no you have no idea of what actually happened or what was done you're not going to remember okay uh you check for leaks put everything that you did down you know if you did well like here we go clean the flame rot okay that's something I do with every furnace I get into no matter what repair I'm doing I clean the flame rod but note that you did it okay you're gonna check the heat exchanger now be fairly specific here on the heat exchanger because there's many ways to check a heat exchanger you start out with a simple check of the flashlight and watch for the flame change when the fan starts that would be done with any furnace repair one of the reasons here being that when you repair a furnace if the furnace has a major problem like a cracked heat exchanger you may want to consider whether you want to do or whether the customer wants to put that much money into this thing that could be dangerous so you tell them what you did there's all sorts of other ways or CO detectors and all the rest of that that you could all do if you do it then put it in there okay I'm also recommending an annual service be performed if the furnace has not been serviced every year and I believe they should be serviced every year you can note that you think it should be done in this case a customer did not want to have the annual service done so it was not marked over here in the amount okay now we got three three hundred and ten dollars for the repair parts and materials the labor hours are zero because this is flat rate the go flat rate 310 no parts on this one because we're not charging for it anyway traveling diagnostic charge that's a charge that you charge you come to the customers location and determine what the problem is now in this case we've have ten miles of my late $2 a mile the reason that's in there is he was outside the service area you usually have a radius that you'll go to in around your area and if it's beyond that you will charge mileage for how many miles out and back so that's five miles out and five miles back then you charge to have ten miles sales tax and grab told okay other things that are on this invoice that are very important whenever you do a furnace or air conditioner check supply return and a delta T which of course is the difference between the two that's just determining how the system's running if it's running correctly here's one of them done very bottom the last part of this thing gets missed quite a bit brand model serial now in most cases you don't need a serial number to order parts for this furnace but you don't know how many these furnaces are in here now someone else maybe look at this invoice later and they'll say well okay here's a model number but there was three of them there so which one is it so part of that is just a termini that now this is again this is one of the important things that must be on there must be complete so let's go over quickly what the most important parts okay be complete on your description of what you did do any tests that you think are necessary like the supply returned and the model and serial number okay I hope this helps I'll do one on time materials also later on