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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 Ireland

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

VAT
Standard rate 23 %, reduced rates 13.5 % and 9 %, 4.8 % for livestock, and 0 %. Since 1 July 2026 a 9 % rate applies to restaurants, catering, hot takeaway food and hairdressing, excluding alcohol and soft drinks.
VAT registration
Registration is required above €42,500 a year for services and above €85,000 for goods, if at least 90 % of turnover comes from goods. Saldiqo leaves VAT off your invoices while you are below the threshold and shows how much room is left.
What goes on an invoice
Registered businesses show their VAT number. Sole traders and partnerships providing services show their tax reference number, or their full name and address, on invoices and receipts of €7 or more (section 885 TCA). Companies show their name, CRO number and registered office, and directors’ details on letters, order forms and the website.
Invoice timing
Issue a VAT invoice within 15 days after the end of the month in which the supply took place.
E-invoicing
From 1 November 2028 every business must be able to receive e-invoices. Issuing is phased in: first for suppliers to large corporates, from November 2029 for businesses trading B2B within the EU, and from 1 July 2030 under the EU VAT in the Digital Age rules. A PDF does not count as an e-invoice, and the technical specifications are not yet published.
VAT returns
VAT3 returns are filed every two months through ROS, by the 19th of the following month, or the 23rd when you file online through ROS. Saldiqo does not file returns, your accountant or ROS does.
Record keeping
Keep records for 6 years, longer while a review is open.
Late payment
Interest on late business payments is the ECB main refinancing rate (2.40 % in the second half of 2026) plus 8 points, so 10.40 %, plus fixed compensation of €40, €70 or €100 depending on the amount owed.
Getting paid
IBAN and BIC are on every invoice, plus a SEPA QR code (EPC) for banking apps that can read it.

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 Ireland have to charge VAT?

Once they are registered, yes. Registration is required from the sale that takes turnover over €42,500 a year for services or €85,000 for goods, where at least 90 % of turnover comes from goods. Below those limits Saldiqo leaves VAT off your invoices.

Do HVAC and refrigeration firms in Ireland need e-invoicing?

Not yet. From 1 November 2028 every business must be able to receive e-invoices. The duty to issue them phases in from the same date for suppliers to large corporates and later for more businesses. PDF invoices do not count as e-invoices.

How long should HVAC and refrigeration firms keep invoices?

Keep records for 6 years, longer while a review is open. 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.