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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 Cyprus

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

VAT
Rates 19 %, 9 %, 5 % and 3 %, plus 0 % until 31 December 2026 for infant milk, nappies, hygiene products and fresh fruit and vegetables.
VAT registration
The threshold is €15,600 of taxable turnover over 12 months, or expected within the next 30 days. If you sell services to businesses in other EU countries, you generally register from the first sale. Until you are registered, Saldiqo leaves VAT off and adds up your turnover.
What goes on an invoice
Even businesses that are not VAT registered must issue invoices and receipts. Companies show their name, HE number, the words “private company” where they apply, and their registered office. Notes such as reverse charge appear in Greek and English.
Invoice timing
Issue invoices within 30 days.
E-invoicing
There is no mandate. Public bodies accept e-invoices (Peppol BIS 3.0) and suppliers send them voluntarily. EU rules follow from 1 July 2030.
VAT returns
VAT4 returns are filed online through TFA, quarterly with staggered periods, by the 10th of the second month after the period, moved to the next working day if it falls on a weekend. Saldiqo does not file returns.
Record keeping
Plan for 10 years. The minimum is 6 years, VAT records can need up to 7 years, and OSS records 10 years.
Late payment
Interest on late business payments is 10.40 %, plus €40 compensation between businesses.
Languages
Use Saldiqo in Greek or English and send invoices in either language.

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 Cyprus have to charge VAT?

Once they are registered, yes. The threshold is €15,600 over 12 months, or expected within 30 days. Services to businesses in other EU countries require registration from the first sale.

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

No. Public bodies accept e-invoices through Peppol and suppliers use it voluntarily. EU rules follow from July 2030, so PDF invoices remain fine today.

How long should HVAC and refrigeration firms keep invoices?

Plan for 10 years: the minimum is 6 years, VAT records can need up to 7 and OSS records 10. 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.