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Accounting and invoicing for HVAC firms

Air conditioning, ventilation, cold rooms and servicing: HVAC engineers install, service and top up refrigerant. Saldiqo issues stage invoices for installation, bills maintenance contracts on schedule and records device deliveries and refrigerant as material.

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What comes up for HVAC and refrigeration firms

Installation and servicing

New systems are installed once, servicing runs yearly. Both have their own prices and cycles.

Business customers with contracts

Restaurants, offices and practices sign maintenance contracts and expect on-time invoices.

Refrigerant and material

Refrigerant and spare parts are used per call-out and have to be assigned to the job.

How Saldiqo helps

  • Stage invoice for installationQuote, stage invoice on ordering the unit, final invoice.
  • Maintenance contracts as recurring invoicesYearly or half-yearly servicing on a fixed date.
  • Material per call-outRecord receipts and assign them to the cost centre.
  • Time trackingRecord call-out time and bill by effort.

Typical invoice lines

Examples that often appear on invoices in this industry. You set the prices yourself.

  • Split air conditioner, supply and installation
  • Air conditioning servicing, yearly
  • Refrigerant top-up as used
  • Ventilation system cleaning
  • Fault repair, hour
  • Stage invoice 40 % on order

Tax and invoicing in the UK

What applies to invoices in the UK, in short. As of October 2026.

VAT
Standard rate 20 %, reduced rate 5 % and zero rate 0 %. Saldiqo calculates each invoice line with the rate you pick.
VAT registration
You must register once your taxable turnover passes £90,000 over any 12 months, or you expect to pass it within the next 30 days. You can deregister below £88,000. Until you are registered, your invoices show no VAT, and Saldiqo adds up your 12-month turnover for you.
What goes on an invoice
If you are VAT registered: your VAT number, the tax point, unit prices and the VAT total in pounds. A limited company shows its registered name on every invoice, and its company number, registered office and part of the UK on letters, order forms and the website.
E-invoicing
There is no mandate today. From April 2029 e-invoicing is planned for all B2B and B2G sales that carry VAT, through Peppol. The exact date and standard are not yet in law, and the government’s roadmap follows with the Budget on 28 October 2026.
VAT returns
VAT returns go to HMRC through Making Tax Digital, usually quarterly, due one month and seven days after the period. Saldiqo shows sales and VAT per rate and exports CSV. It does not submit to HMRC, and for Making Tax Digital you need software recognised by HMRC.
Record keeping
Keep VAT records for 6 years.
Late payment
Statutory interest on late business payments is the Bank Rate (3.75 % in the second half of 2026) plus 8 points, so 11.75 %. On top comes fixed compensation of £40, £70 or £100, depending on the amount owed (under £1,000, from £1,000, from £10,000). Consumers have no statutory interest.
Getting paid
Your sort code and account number are on every invoice. Customers pay by Faster Payments or Bacs, and banks check the account name with Confirmation of Payee. There is no QR standard in the UK.

Frequently asked questions

Can I bill maintenance contracts automatically?

Yes. A recurring invoice creates the invoice on a fixed date.

How do I bill refrigerant?

As an item with a quantity per call-out or as a re-invoiced receipt.

Do HVAC and refrigeration firms in the UK have to charge VAT?

Only once they are VAT registered. Registration is required when taxable turnover passes £90,000 over any 12 months, or is expected to within the next 30 days. Below that you may register voluntarily. If you are not registered, you must not show VAT on your invoices.

Do HVAC and refrigeration firms in the UK need e-invoicing?

Not today. A mandate for B2B and B2G sales with VAT is planned from April 2029, and the details were still open as of October 2026. You can keep sending PDF invoices for now.

How long should HVAC and refrigeration firms keep invoices?

Keep VAT records for 6 years. You can store receipts digitally in Saldiqo. The legal duty to keep records stays with you.

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Write invoices, match payments, collect receipts and send reminders: free and without a trial period.

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As of October 2026. General information, not legal or tax advice, without guarantee. For your case ask your tax adviser.