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Plumbers and HVAC

Quote and invoice for a new heating installation

A new boiler or heat pump can easily cost several thousand euros. Customers compare quotes, ask about grants and want to know exactly what is included. A clear quote and correct invoice make the difference, including for VAT.

What should a new boiler quote include?

Break down the appliance with brand and model, installation, pipework and flue alterations, removal of the old appliance and commissioning. Customers can compare offers and understand your price. Include any deposit, for example when ordering the appliance, and specify when each payment is due.

Since 1 July 2025, installing or replacing fossil-fuel heating systems, such as gas or oil boilers, has been subject to 21% VAT, including renovations of homes over ten years old. For other work, see the reduced-rate conditions on the page about 6% VAT on renovations.

In ProFactuur

How to do it, step by step

  1. 1

    Build the quote by component

    Add separate lines for the appliance, installation, alterations and disposal of the old appliance. Products for standard items make this faster.

  2. 2

    Choose VAT per line

    Each line has its own VAT rate. Choose 21% for a gas or oil boiler. ProFactuur calculates the total and VAT by rate.

  3. 3

    Get online approval

    Email the quote on a paid plan. The customer approves with their name and signature. The timestamp and IP address are saved as evidence.

  4. 4

    Invoice the deposit and balance

    Invoice a deposit when ordering and the balance after installation, or convert the entire quote into one invoice. Reference the deposit invoice number on the balance invoice.

Example

Example: replacing a gas boiler in a home built in 1990

A heating installer replaces an old gas boiler with a new condensing boiler. As this is a fossil-fuel installation, all items are subject to 21%.

Gas condensing boiler, 1 unit€2,650.00
Installation and commissioning, fixed charge€780.00
Flue alteration, fixed charge€340.00
Old boiler disposal, fixed charge€95.00
Total excluding VAT€3,865.00
VAT 21%€811.65
Total payable€4,676.65

Although the home is over ten years old, the reduced rate does not apply because this heating installation uses fossil fuel.

After installation

Offer a maintenance contract once installation is complete: it gives your customer peace of mind and secures regular work. Set it up immediately as a subscription so next year’s first service is invoiced automatically. See how to automate maintenance contract invoicing. Grant or tax relief applications often require a detailed invoice identifying the appliance, so always include the brand and model. The customer can download the PDF again later.

If you install on behalf of a contractor, invoice that contractor and read the guidance on reverse-charge VAT in construction. If you are unsure which rate applies to a particular installation, consult your accountant.

Frequently asked questions

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All about invoicing for plumbers and hvac6% VAT on renovationsReverse-charge VAT

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