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Free HVAC estimate template
An HVAC estimate that's ready to fill in: the condenser and coil with tonnage and efficiency, labor, the line set, the pad and electrical, the permit, and haul-away, each on its own line. The sample is a 3-ton AC replacement with made-up prices, so change them to yours. Edit it here, then print it or save it as a PDF. No signup, and nothing you type leaves your browser.
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Below is a working estimate with a sample HVAC job filled in. Type over anything, add your business details once (they're saved in this browser and shared with the invoice maker), and print it. Jump to what a HVAC estimate should include or the sample text to send with it. For the texts before and during the job, see the hvac text templates.
1. Your business
2. Customer and job
3. Estimate number and dates
4. Line items and totals
Leave Qty blank for a flat price line, like a trip charge. Units are up to you: ea, hr, sq ft, ln ft, visit, lot.
5. Notes and terms
6. Your estimate
Preview. This is what prints. Empty fields are left off.
7. Send it
Save the estimate as a PDF, then send it with one of these. Your customer's name, the job, the total, and the valid-until date are filled in from the estimate. Anything still in [brackets] is yours to finish.
Heard nothing back? Use the three-text quote follow-up plan. Not sure your price is right? Check it with the free pricing calculator before you send. For reminders, invoices, and review requests with your details filled in, use the free text generator.
What a HVAC estimate should include
Every estimate needs your business details, the customer, an estimate number, the date, the line items, the total, and how long the price holds. The estimate maker above handles those. These are the lines that matter most for HVAC work:
- Equipment by tonnage, efficiency, and refrigerant. Tons, SEER2 (plus HSPF2 for heat pumps or AFUE for furnaces), and the refrigerant type. These are the numbers customers compare.
- Matching coil or air handler. A mismatched system can lose efficiency and warranty coverage, so list the indoor part too.
- Labor, and what it covers. Recovery, removal, brazing, pressure test, evacuation, charging, and start-up. It shows the steps a cheap bid might skip.
- Line set, pad, electrical, and drain. Customers often ask whether the line set is reused or replaced, so say which.
- Permit. Most areas require a mechanical permit for equipment replacement. Put the fee on its own line.
- Rebates and warranty registration. If the equipment qualifies for a utility rebate or tax credit, say who files it, and note that you'll register the maker's warranty.
- Deposit, timing, and how long the price holds. Equipment prices change, so a short valid-until date (15 to 30 days) protects you.
The sample HVAC estimate, line by line
Here is the sample above as plain numbers, so you can check the math or copy the line names. The prices are made up for this example.
| Description | Qty | Unit | Unit price | Amount |
|---|---|---|---|---|
| 3-ton AC condenser, 15.2 SEER2, R-454B | 1 | ea | $3,450.00 | $3,450.00 |
| Matching cased evaporator coil | 1 | ea | $1,150.00 | $1,150.00 |
| Labor: recover refrigerant, remove old equipment, install, braze, pressure test, evacuate, start-up | 10 | hr | $125.00 | $1,250.00 |
| New line set, 3/8 in. x 3/4 in., 25 ft | 1 | ea | $325.00 | $325.00 |
| Pad, disconnect, whip, and condensate line | 1 | lot | $285.00 | $285.00 |
| Mechanical permit (city fee, at cost) | $125.00 | $125.00 | ||
| Haul away and recycle old equipment | 1 | ea | $95.00 | $95.00 |
| Total | $6,680.00 | |||
| Deposit due to schedule (25%) | $1,670.00 | |||
| Balance due on completion | $5,010.00 | |||
Sample text to send with a HVAC estimate
Save the estimate as a PDF, then send it with a short text like this one. Step 7 above fills it in from your estimate. Here it is with blanks:
Sending the HVAC estimate (text)Text
Hi [first name], it's [your name] with [business]. Here's the estimate for the [job]: [link]. Total is [$]. It lists the equipment with its efficiency rating, the labor, the line set, the permit, and haul-away. It's good until [date]. Happy to go over options. Call or text [phone].
Tip: Save the estimate as a PDF first, then attach it or paste a link where the [link] is. No answer in two days? Send the check-in from the quote follow-up texts.
Job done? Edit this estimate, then open the HVAC invoice template and click "Start from my last estimate": the customer, job, line items, and deposit come over. Scope changed mid-job? The free change order maker starts from this estimate and shows the new contract total. Not sure your price is right? Check it with the free pricing calculator before you send. More texts for HVAC jobs: hvac text templates.
Estimate templates for other trades
Each one starts with that trade's usual line items: roofing, painting, plumbing, electrical, handyman, landscaping, house cleaning. See them all on the estimate templates page, or use the blank estimate maker.
HVAC estimate questions
What should an HVAC estimate include?
Your business name, phone, and license number, the customer and job address, an estimate number, the date, and how long the price holds. Then the equipment with tonnage, efficiency rating, and refrigerant, the matching coil or air handler, labor, the line set, pad, and electrical, the permit, haul-away, the total, the deposit, and the equipment and labor warranties.
Should I give customers more than one option on an HVAC estimate?
Many HVAC companies offer two or three options, such as a standard and a higher-efficiency system, so the customer can choose. Make one estimate per option with the same number plus a letter (1001-A, 1001-B), and put the efficiency rating and warranty on each so they're easy to compare.
How long should an HVAC estimate be valid?
Equipment and refrigerant prices change often, so many contractors use 15 to 30 days. Put the valid-until date on the estimate, and recheck your supplier's price before you order if the customer approves late.
Should the permit be on its own line?
Yes. Showing the permit fee at what the city charges makes it clear you're pulling one, which many customers ask about, and makes your total easier to compare with a bid that leaves it out.
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