Templates
HVAC timesheet that splits install and service hours
Built for heating and cooling crews that do installs and service calls in the same week. Each row records the system or unit the technician worked on and whether the visit was an install or service, so you can price the next changeout from real install hours and find who worked on a unit when the customer calls back.
The Excel file works out hours and pay. The first three rows are examples.
HVAC technician timesheet
What’s in the template
Scroll sideways to see all columns.
| Date | Technician | Job / site | System / unit | Install or service | Start | Finish | Break (min) | Hours | Hourly rate | Pay | Notes |
|---|---|---|---|---|---|---|---|---|---|---|---|
| 10/5/26 | Sam Ortiz | Maple St. | 5-ton rooftop unit | Install | 07:00 | 16:00 | 30 | 8.5 | 34.00 | 289.00 | |
| 10/5/26 | Jordan Lee | Maple St. | 5-ton rooftop unit | Install | 07:00 | 15:30 | 30 | 8 | 26.00 | 208.00 | |
| 10/6/26 | Sam Ortiz | Oak Ave. | Mini-split, 2 heads | Service | 08:00 | 11:00 | 0 | 3 | 34.00 | 102.00 | Cleaned coils |
What each column is for
| Column | What to write |
|---|---|
| Date | The day of the visit. |
| Technician | The technician’s name. Helpers and apprentices get their own rows and rate. |
| Job / site | The customer or address. |
| System / unit | What was worked on: “5-ton rooftop unit”, “mini-split, 2 heads”. Add the model or serial number if you’ll need it for a warranty claim. |
| Install or service | Install or Service, the same two words every time, so the column filters cleanly. |
| Start | Arrival on site or start of work, for example 07:00. |
| Finish | When the technician left or stopped, for example 16:00. |
| Break (min) | Unpaid break in minutes. Leave it blank or enter 0 if there was none. |
| Hours | Calculated: finish minus start, minus the break. |
| Hourly rate | The technician’s hourly rate. |
| Pay | Calculated: hours × hourly rate. |
| Notes | What was done or found: coils cleaned, refrigerant added, a part on order. |
Filter Install or service to compare the two kinds of work. If installs of one type of system keep taking longer than you priced, it shows up here before the next quote goes out. When a customer calls about a unit, filter System / unit or Job / site to see who was there last, when and for how long.
When a spreadsheet stops working
- Installs and service calls blur together. A season of mixed work in one file makes it hard to see which jobs ran over. In HiVis each job can have its own labor budget, and HiVis emails when labor spend gets close to it or goes over.
- Busy weeks leave gaps. In peak season, days go unlogged. HiVis emails the people who log time the morning after a workday when someone on an active job has no hours.
- The office needs checked hours before payday. In HiVis a reviewer approves hours or sends them back with a correction note, and approved hours go to payroll without retyping. See crew timesheets in HiVis.
How to use it
Download it and clear the examples
Download the Excel file. Delete the three sample rows as whole rows, or clear only the columns you fill in: clearing Hours and Pay would remove their formulas.
Fill in the header
Company, the crew or lead technician, the period (usually a week) and who approves the sheet.
Add one row per technician, job and visit type
An install in the morning and a service call in the afternoon are two rows: one marked Install, one marked Service.
Check the totals and approve
The Total row adds up hours and pay. The approver checks that each row has a unit and a visit type, then signs off in Approved by.
Questions and answers
See your crews, hours and costs in one place
Book a 30-minute demo or start a 30-day trial. We set up your workspace and help move your data.