A heat pump installer invoice should identify the property, system design, equipment, installation stage, commissioning and handover records. Use this UK template for 2026 air-source or ground-source work.
Heat pump installer invoice template
Supplier: [Legal details]
Customer: [Name and address]
Installation site: [ ]
Quote/design: [Reference and revision]
Invoice number and dates: [ ]
Due date: [ ]
| Description | Amount |
|---|---|
| Survey, heat-loss work and design | £[ ] |
| Heat pump and controls: [make/model] | £[ ] |
| Cylinder, emitters or distribution alterations | £[ ] |
| Plumbing/electrical installation | £[ ] |
| Testing, commissioning and handover | £[ ] |
| Subtotal | £[ ] |
| VAT [correct treatment] | £[ ] |
| Deposit/grant or prior stages | -£[ ] |
| Amount due | £[ ] |
Stage-payment example
A project can use deposit, equipment delivery, installation complete and commissioning/handover stages. The invoice must state which event occurred and the balance remaining.
The stage payment template gives the full layout.
Identify the system
Reference the accepted design and list the main unit, cylinder, controls and significant emitter changes. This helps the customer match the bill to the proposed system.
Grant or finance payments
Show the full contract value and identify payments made by the customer or third party. Do not describe expected funding as received until it is recorded.
Keep the customer, installer and funding documents consistent.
Handover records
Attach the commissioning record, warranties, operating information and any certificate you are responsible for issuing. Reference the pack on the invoice.
Variations
Changes to emitters, electrical supply, cylinder location, groundworks or pipe routes should have a separate approval and price. Do not hide them inside “installation labour”.
VAT and CIS
Apply the VAT treatment that is correct in 2026. Construction subcontract work may involve CIS or the domestic reverse charge; direct domestic work does not use those settings automatically.
Final check
- Is the design and property referenced?
- Are equipment and system changes listed?
- Are funding and deposits recorded correctly?
- Are stage payments tied to completed milestones?
- Are variations approved?
- Are commissioning and warranty documents attached?
- Is VAT correct?
- Are CIS and reverse charge checked where relevant?
- Is the due date printed?
Sendinvo keeps the accepted quote, payment stages, invoice and attachments together. Start free.