What must be on a HEAR rebate invoice to get approved?

HEAR rebate invoices must typically include: contractor business name and license number, client name and service address, installation date, itemized equipment list with make/model/serial numbers, AHRI certification number for heat pump equipment, installed cost (labor and equipment separately in most states), contractor signature or certification that work was completed, and any permit numbers required by the state program. Missing any of these items is the most common reason invoices get returned for correction.

Do I need to include the AHRI number on HEAR invoices?

Yes, in most state HEAR programs. The AHRI (Air-Conditioning, Heating, and Refrigeration Institute) certification number is how program administrators verify that the installed equipment meets efficiency standards. For heat pump HVAC, the AHRI certificate number matches the outdoor/indoor unit combination you actually installed (not just the outdoor unit alone). You can look up AHRI certificates at ahridirectory.org. Some states accept the ENERGY STAR registration number in lieu of AHRI, but when in doubt, include both.

What is the difference between point-of-sale and post-installation HEAR invoice requirements?

In point-of-sale (POS) HEAR states like New Mexico, the rebate is applied at the time of purchase/installation — the contractor submits documentation at or before installation and the rebate is reflected in what the client pays. Post-installation states (most states) require the contractor or client to submit invoices after installation is complete. In post-installation states, the invoice is the primary documentation that triggers rebate payment. POS states may use a different documentation system (like New Mexico's RebateBridge) that captures equipment info at the point of sale rather than after the fact.

How long does it take to get paid after submitting a HEAR invoice?

Payment timelines vary significantly by state. Fast-paying states (Maryland, Wisconsin) typically process and pay within 3-6 weeks of a complete application. Average states process in 6-10 weeks. Slower states (Colorado, Arizona) may take 10-16 weeks. Timeline starts from when the complete application (including invoice) is approved — incomplete or incorrect invoices restart the clock. The income verification step is usually done before the invoice is submitted, so by the time you're submitting the invoice, the client is already enrolled.

Can I charge the client full price and let them wait for the rebate, or does the invoice need to show the rebate?

This depends on how your state's HEAR program works. In most states, the rebate is paid directly to the client (as a check or bank transfer) after the application is approved. You invoice the client your full installed cost, and the program later reimburses the client. In some states, the rebate flows through the contractor — the program pays the contractor directly and the contractor passes it to the client as a discount. In a few states (like New Mexico), the rebate is applied at point of sale. Clarify the payment flow with your state's program administrator before assuming which model applies.

HEAR Rebate Invoice Requirements 2026 — What Contractors Must Include to Get Paid

Newsletter Application Mistakes Processing Timelines Enrollment Guide

Last updated: April 22, 2026

Getting a HEAR rebate application returned for an invoice error is the most frustrating outcome on a completed job. The work is done, the equipment is installed, the client is happy — and you're waiting 6-12 weeks before discovering the invoice was missing something that adds another month to the clock. This guide covers what every HEAR invoice must include, what commonly gets rejected, and a checklist to review before you submit.

Invoice errors restart the payment clock. In most state HEAR programs, a rejected or returned invoice doesn't just delay payment — it can mean the application is sent back to "pending documentation" status, requiring the client to re-submit the full application package in some states. Submit a complete invoice the first time.

Universal HEAR Invoice Requirements

These fields are required across all state HEAR programs. Missing any of these is virtually guaranteed to get your invoice returned:

Field	Requirement	Notes
Contractor business name	Required	Must match the name on your contractor enrollment exactly — DBA vs. legal name variations can cause mismatches
Contractor license number	Required	State-issued contractor license number; some states require the specific license type (HVAC, electrical, plumbing separately)
Client name and service address	Required	Must match the enrollment application exactly — address format differences (St. vs. Street) can cause rejections in some portals
Installation date	Required	Must be after the application/pre-approval date in states with pre-approval requirements; must be within the program's eligible date window
Equipment make and model number	Required	Include both outdoor and indoor unit model numbers for split systems; must match AHRI certificate
Equipment serial number	Required	Required in most states; some require serial number from both indoor and outdoor units
AHRI certificate number	Required	The matched system certificate from ahridirectory.org — not just the outdoor unit number. Critical for efficiency verification.
Itemized costs	Required	Equipment cost and labor cost itemized separately in most states; some use total installed cost. See note below on cost documentation.
Total invoice amount	Required	The amount the client actually paid (or will pay) for the installation
Contractor signature or certification	Required	Statement that work was completed in accordance with program requirements; many portals have a digital certification checkbox

Conditionally Required Items

These fields are required in some state programs but not all:

Field	Status	When Required
Building permit number	State-dependent	Required in states where HVAC installations require a permit (most do — check local codes). MD, IL, MA explicitly require permit number on HEAR invoice.
ENERGY STAR or CEE tier documentation	Equipment-dependent	Some states require a copy of the ENERGY STAR certificate or CEE tier listing in addition to the AHRI number. Can typically be printed from energystar.gov.
Heat pump capacity at 5°F	Cold climate states	Minnesota, Wisconsin, Michigan, New York (zones 5-6), Massachusetts, Illinois — some require rated capacity at 5°F on invoice to verify cold climate certification
Commissioning report or Manual J	HOMES and some HEAR states	Required for HOMES modeled pathway; some states (Georgia, Illinois) require Manual J for HEAR heat pump applications
Existing equipment information	Replacement projects	Some states require documentation of what was removed (make, model, fuel type) to confirm the project replaces fossil fuel equipment
Weatherization details	Insulation/air sealing claims	For insulation and air sealing rebates: area treated, R-value achieved, blower door test results before and after (required in some states)
Subcontractor information	Subcontracted work	If a subcontractor performed the installation, some states require their license number and certification on the invoice or as a separate attachment

The AHRI Certificate Number — Why It's Critical

For heat pump HVAC systems, the AHRI certificate number is the single most important piece of equipment documentation on your invoice. Here's why:

It certifies the matched system. Heat pump efficiency (HSPF2, EER2, COP) is rated for a specific combination of outdoor unit + indoor unit + refrigerant line set length. The AHRI certificate certifies that specific combination, not just the outdoor unit alone.
The wrong AHRI number fails efficiency checks. If you submitted the outdoor unit's standalone AHRI number but installed a different indoor coil than the rated combination, the certificate doesn't match your installed system — and the program administrator will catch it.
CEE/ENERGY STAR Most Efficient status is AHRI-linked. The CEE tier designation that most HEAR programs require is tied to the AHRI certificate, not the individual components. The program checks your AHRI number against the CEE qualified products list.

How to find the correct AHRI certificate:

Go to ahridirectory.org
Search for your outdoor unit model number
Find the entry that matches your specific outdoor unit + indoor coil combination
Note the AHRI certificate number from that matched entry
Download the certificate PDF — some states require it as an attachment

How HEAR Payment Flows — Know Before You Invoice

Before you invoice, understand which payment model your state uses. This affects how you write the invoice and how you explain it to clients:

Payment Model	States Using It	Invoice Implications
Rebate to client (most common)	NY, MA, MD, IL, MI, WI, NC, GA, IN, WA, CO, AZ	Invoice client your full installed cost. Program sends rebate directly to client after approval. Client pays you in full — their rebate arrives separately.
Point-of-sale (POS)	New Mexico (RebateBridge)	Rebate is applied at installation — client pays net price. Your invoice shows full price and rebate amount as a line-item reduction. Contractor receives rebate from program and passes savings to client.
Contractor-pass-through	Some programs within MA, MI	Program pays contractor; contractor issues a rebate credit to client on their invoice. Invoice shows full price and rebate credit as separate lines.

Don't discount the invoice for a future rebate without confirming the payment flow. If your state sends the rebate directly to the client, you should invoice full price. If you discount the invoice anticipating a rebate, the program may calculate the rebate based on the discounted price — which can reduce the rebate amount or create a compliance issue.

State-by-State Invoice Notes

State	Specific Invoice Requirements
New York	NYSERDA Clean Heat portal requires equipment make/model, AHRI certificate number, serial numbers for both indoor and outdoor unit, permit number where applicable. Contractor must be enrolled in NYSERDA Clean Heat before submitting.
Massachusetts	Mass Save portal requires AHRI number, permit number, installer certification. BPI certification required for HPwES projects; may be checked against enrollment record.
Maryland	MEA portal: invoice must show itemized labor and equipment costs, permit number, AHRI number, contractor license. One of the stricter states for invoice completeness checks; also one of the fastest processors once complete.
Illinois	IHPA portal: Manual J required for heat pump HVAC. Invoice must show existing equipment details (fuel type, model). Permit number required. BPI or RESNET credential verification may be checked.
Michigan	MiHER portal: AHRI number, equipment specifications, contractor license. Some utilities require additional utility-specific documentation alongside MiHER application. Verify with both the program and your utility.
Wisconsin	Focus on Energy portal for most WI programs: AHRI certificate, serial numbers, permit. WI is among the fastest states to process and pay — complete invoices typically result in payment within 3-5 weeks.
North Carolina	NC HEAR portal (NC DEQ): contractor must be enrolled before submitting. Invoice requires model/serial numbers, AHRI certification, installed cost breakdown. NC has a verification call program where program staff may call the client to confirm installation.
Colorado	CO HEAR portal: equipment specifications, AHRI, serial numbers. CO has high volume and slower processing (10-16 weeks); complete invoices are especially important to avoid being moved to a secondary review queue.
New Mexico	RebateBridge POS system: documentation submitted at or before installation through contractor portal. Equipment must be on the approved QPL (Qualified Products List). See NM guide for RebateBridge-specific workflow.

Common HEAR Invoice Rejection Reasons

Missing or incorrect AHRI certificate number. Most frequent rejection across all states. The AHRI number for the matched system must be correct — not just the outdoor unit part number.
Serial number not included or mistyped. Serial numbers are required by most programs for anti-fraud purposes. Transposing digits is common. Double-check before submitting.
Model number doesn't match approved equipment list. Some states maintain an approved equipment list (QPL). If the installed model isn't on it, the invoice will be rejected. Verify before installation, not after.
Installation date is before pre-approval date. In states with pre-approval requirements, equipment installed before the application was approved doesn't qualify. This disqualifies the entire project — there's no workaround.
Missing permit number. In jurisdictions requiring permits for HVAC work (most do), the permit must be obtained and the number included. States including MD, IL, MA explicitly check for permits.
Contractor name doesn't match enrolled contractor. If your business operates under a DBA but enrolled under a legal name, make sure the invoice name exactly matches your enrollment record.
Cost documentation insufficient. Some states require labor and equipment costs itemized separately. A single "installed price" line may be rejected if the state needs to verify the cost breakdown independently.
Missing cold climate certification documentation. In CZ5+ states, some programs require documentation of the cold climate efficiency standard (ENERGY STAR Cold Climate certification letter, NEEP list printout) in addition to the AHRI number.

Invoice Checklist — Print Before Every Submission

Before You Hit Submit

Contractor business name matches enrollment record exactly
Contractor license number included (correct license type)
Client name and address match the enrollment application
Installation date confirmed after pre-approval date (if applicable)
Equipment: make, full model number (outdoor + indoor for splits), serial numbers
AHRI certificate number — matched system, not just outdoor unit
AHRI certificate PDF attached (if state requires it)
ENERGY STAR Cold Climate documentation (if cold-climate state: MN, WI, MI, NY, MA, IL, CO, ME)
Itemized costs (equipment and labor separated per state requirements)
Permit number obtained and included
Manual J attached (if required by state: IL; and all HOMES applications)
Existing equipment information (if replacement project and state requires it)
Contractor certification or signature completed in portal
Invoice total matches portal application amount (no discrepancies)

Invoice rejections are becoming more common

As HEAR programs mature, program administrators are tightening their documentation requirements. The IRA Practitioner Brief tracks state-specific invoice requirement changes and rejection pattern updates as they emerge.

Related Resources

External Resources

AHRI Directory — Look up matched system certificate numbers
ENERGY STAR Certified Heat Pumps — Print equipment certification documentation
NEEP ASHP List (ashplist.org) — Cold climate heat pump performance data