AC Service Quotation and Invoice Management Guide

AC customers compare quotations line by line more than most. They have heard stories about "extra pipe charges" and "gas refill that was not needed". A clear quotation and an invoice that matches it are some of the best ways to build trust — and to avoid arguments at payment time.

This guide covers quotations for installations and repairs, converting them to GST invoices, billing service and AMC, and collecting payment. For tax rates and filing, always confirm with your accountant.

Installation quotations

A good AC installation quotation includes:

• Unit brand, model, type, tonnage and star rating
• Standard installation charge
• Copper pipe length included, and the per-metre rate beyond it
• Outdoor stand or wall bracket, drain pipe, cable and power point work
• Stabiliser, if offered
• Any civil work — core cutting, wall chasing
• GST per line with HSN/SAC
• Warranty terms (manufacturer and workmanship), payment terms, validity

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Listing the per-metre rate for extra pipe upfront is the single most effective way to avoid installation-day disputes.

Repair quotations

For breakdowns, diagnose first, then quote before replacing anything expensive. A short quotation on WhatsApp — "PCB replacement ₹X, labour ₹Y, total with GST ₹Z" — approved by the customer, protects both sides. For AMC customers, say clearly whether the part is covered.

Quote from a catalogue

Keep units, spares, pipe and labour as catalogue items with HSN/SAC and GST already set. A quotation becomes a few minutes of picking items, not an evening of typing. Consistent prices across salespeople also stop customers playing one against another.

From quotation to invoice

When the customer accepts, convert the quotation into the invoice rather than typing it again. Then adjust for what actually happened — 2 metres of extra pipe, an additional bracket — at the rates already quoted. If you sold a unit from stock, billing it should also reduce stock automatically.

Billing service visits and AMC

• Chargeable service — invoice on completion with service charge and parts.
• AMC visits — no invoice per visit if covered, but record the visit; bill the AMC per its billing cycle.
• Parts not covered under AMC — quote, get approval, invoice separately.

See managing AC AMC customers and renewals for the AMC side.

GST essentials

• Correct HSN for units and parts, SAC for services
• CGST + SGST within your state, IGST for inter-state supplies
• Customer GSTIN on B2B invoices — offices and businesses usually need it to claim input credit
• Continuous invoice numbering per financial year

Advances and part payments

Installations often take an advance, especially for multiple units. Record the advance when received, apply it to the invoice after installation, and the invoice shows the balance due. Record later payments against the same invoice until it is fully paid.

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Collecting what is due

In peak season, collections get pushed aside. Keep a weekly list of unpaid and partially paid invoices, oldest first. For commercial customers, send the invoice the same day — late invoices are paid late. Including a UPI QR on the invoice makes small payments much faster.

A quick quality checklist

1. Does the invoice match the approved quotation, plus documented extras?
2. Are all parts used on the job billed or marked as covered?
3. Is the advance applied?
4. Is the customer's GSTIN on B2B invoices?
5. Was the invoice sent the same day?

How ServiceKhata360 handles AC quotations and invoices

ServiceKhata360 estimates and invoices include HSN/SAC, rate inclusive or exclusive of tax, GST slabs, CGST/SGST or IGST, discounts and round-off, and print in five themes with your logo, signature, stamp, bank details and UPI QR. Accepted estimates convert into invoices; billing items reduces stock. Payment In applies receipts to invoices or keeps them as advances, and each invoice shows Paid, Partial or Unpaid. With your WhatsApp number linked, workflows can send estimates and invoices when they are sent. GST reports are available for your accountant; ServiceKhata360 does not file returns.

See estimates and invoices, or the complete AC service business software workflow.