Estimate · HVAC
Free HVAC estimate template
Free HVAC estimate template: equipment options, labor, parts, permit, tax, deposit and signature. Download in PDF, Word or Excel, or fill it in online.
- Formats
- PDF · Word · Excel · Fill online
- Paper
- Letter
- Currency
- USD
Free to download, no email needed. Fill it in online and sign up only when you send it to a customer.
Quick answer
An HVAC estimate shows your business details and license number, the customer and service address, an estimate number and a valid-until date. It describes the job, lists equipment with make and model, labor, parts, refrigerant and any permit, and states what is not included. System replacements suit good, better and best equipment options. Add sales tax where it applies, the total, any deposit, your terms and a signature block.
What to include
- Business name, contact details and license number
- Customer name, service address, date and estimate number
- Scope in plain words, and what's not included
- Equipment with make, model and quantity
- Labor, parts, materials and refrigerant
- Permit, if the job needs one
- Good / better / best equipment options, with one recommended
- Sales tax line, where it applies
- Deposit, valid-until date and terms
- Signature and date to accept
Example, line by line
| Item | Qty | Unit price | Amount |
|---|---|---|---|
| 3-ton 16 SEER2 condenser (each) | 1 | $4,200.00 | $4,200.00 |
| Evaporator coil, 3-ton (each) | 1 | $1,450.00 | $1,450.00 |
| Line set, 25 ft (each) | 1 | $380.00 | $380.00 |
| Pad and disconnect (each) | 1 | $240.00 | $240.00 |
| Labor (hr) | 10 | $135.00 | $1,350.00 |
| Permit (each) | 1 | $175.00 | $175.00 |
| Haul away old unit (each) | 1 | $120.00 | $120.00 |
| Total | $7,915.00 | ||
How to use it
- 1Download it, or fill it in online.
- 2Add your own prices and your customer's details.
- 3Send it, get it signed and collect the deposit.
HVAC estimates, part by part
Replacing a heating or cooling system is a big decision for a homeowner, and they will usually want to compare. An HVAC estimate that names the equipment, explains the work and lays out clear options lets them choose without a second visit.
At the top, your business name, contact details and license number. The FTC tells homeowners to look for a contractor's license number, and says a written estimate should describe the work, the materials, the completion date and the price. Then the customer's name, service address, date and estimate number.
Write the scope plainly: "Remove existing 3-ton AC and coil, install new condenser and matched coil, new line set and pad, connect to existing furnace, start-up and test." Then say what is not included, such as ductwork changes or electrical upgrades.
List equipment by make, model and quantity, then labor, parts and materials, and refrigerant. Put a permit on its own line if the job needs one.
System replacements are where good, better and best options work well: for example a standard single-stage system, a higher-efficiency two-stage system and a variable-speed heat pump, each priced in full with the one you recommend marked. The customer can see what each step up adds.
Below the lines: sales tax where it applies, the total, any deposit, a valid-until date, short terms about changes and payment, and a signature block.
Set it up once, then reuse it
- Download the PDF, Word or Excel version and save a master with your business details and license number.
- After the visit, fill in the customer, service address, date, estimate number and valid-until date.
- Write the scope and exclusions, then equipment, labor, parts and refrigerant.
- Build two or three equipment options and mark the one you recommend.
- Add tax, deposit and terms, then send it and ask the customer to sign.
Common jobs this template fits
HVAC contractors use this estimate for AC replacements, furnace repairs, heat pump installs, duct cleaning and tune-ups. It works for a single repair and for a full system replacement with three options.
When the job is done, bill it with the HVAC invoice template. The HVAC industry page shows how Quoza handles HVAC estimates.
Download or fill it in online
Download the HVAC estimate template as a PDF, Word file or Excel sheet, free and without giving an email address.
Or use the HVAC estimate maker: fill it in on your phone in the driveway, see exactly what your customer will get, then tap Send to customer. You sign up at that step with nothing to retype, and your customer signs the estimate online.
Whichever format you use, keep the equipment names and model numbers the same on the estimate and the invoice, so the customer can match the two at a glance.
Send it, get it signed, collect the deposit
Questions
What should an HVAC estimate include?
Your business details and license number, the customer and service address, an estimate number and date, the scope and exclusions, equipment with make and model, labor, parts and refrigerant, any permit, options, sales tax where it applies, the total, deposit, valid-until date, terms and a signature block.
Is an HVAC estimate the same as a quote or a bid?
The words overlap. An estimate is usually your expected price, a quote a firmer price for a defined system and scope, and a bid a price submitted against other contractors, often on new construction. Whatever the label, name the equipment and say what the price covers.
How long should an HVAC estimate be valid?
Long enough for the customer to compare options, short enough that equipment prices still hold. Put a clear valid-until date on every estimate. The Quoza estimate maker puts a valid-until date on every estimate for you.
Should I ask for a deposit on an HVAC estimate?
That is your call. It can make sense on system replacements where you order equipment before install day. If you take one, put the amount and how to pay it on the estimate so it is agreed at signing. Some states limit how much a contractor can ask for as a down payment, so check your state's rules before you set one.
Can my customer sign the HVAC estimate online?
With the downloaded file, they sign on paper or send a signed scan. If you make the estimate in the Quoza HVAC estimate maker, the customer gets a link, reads it on their phone and signs online.
Can I download the template in Word or Excel?
Yes. The HVAC estimate template comes as a PDF, a Word file and an Excel sheet. All three are free with no email required.