Free HVAC estimate template
HVAC estimate template for change-outs and repairs.
Equipment with its tonnage and efficiency, the line set, the pad, the permit, the labor and the disposal each on a line. The template totals it, shows the deposit and balance, marks the document as an estimate and gives you a PDF to leave on the kitchen table.
- No signup
- Totals and tax computed
- PDF made in your browser
- Nothing you type is uploaded
Preview
This is an estimate, not an invoice. Final charges may change once the work is done.
| Description | Qty | Unit | Amount |
|---|
Made with the free HVAC estimate template at vtt.adelyons.com
Or skip the typing
Say the job. The estimate writes itself.
This template is yours to use, no account needed. When you are done typing line items into a form, Voice To Task CRM does the same job from a 20-second recording: you say the parts, the hours and the customer, and the app drafts the estimate with your tax rate and your hourly rate already applied. Create a free account and get the app on the App Store or Google Play. The first 5 voice logs cost nothing.
“Estimate for the Nguyens: 3-ton 14 SEER2 condenser and coil, 96 percent 80k furnace, new pad and line set, 7,800 for the equipment. Two techs, a day, 1,400 labor. Permit 150. Haul-away 125.”
What to put on it
What goes on a HVAC estimate.
- Equipment with tonnage and efficiency Brand, model, tonnage and the efficiency rating (SEER2, HSPF2, AFUE) of what you propose. Rebates and tax credits are tied to those ratings, so the customer will look for them.
- What is reused and what is new Say whether the ductwork, line set, pad, thermostat and electrical disconnect are reused or replaced. Half of change-out disputes are about a line set the customer thought was included.
- Permit and inspection The mechanical permit at cost on its own line, and who pulls it. Most jurisdictions require one for a change-out, and a permitted install matters for the manufacturer’s warranty registration.
- Deposit and balance The deposit to order equipment and the balance on completion. Some states cap deposits on home-improvement contracts (California: $1,000 or 10 percent, whichever is less); check yours.
- Good / better / best, if you offer it Make one estimate per option rather than three options on one sheet, so each PDF has a single total the customer can approve.
Licensing and deposit rules named above are the California Contractors State License Board’s (Business and Professions Code §7030.5, §7048, §7159.5); other states differ. Sales-tax treatment of labor and materials is set by each state’s department of revenue. None of this is legal or tax advice; check your own state board and your accountant.
Typical line items
Lines that show up on HVAC estimates.
How each is usually billed. Prices are yours; the template has no price list and the example figures in the form are placeholders, not rates.
| Line item | Usually billed as |
|---|---|
| Condenser, coil and furnace or air handler | equipment |
| Heat pump system, by tonnage | equipment |
| Line set, pad, disconnect, whip | materials |
| Installation labor, per day or flat | labor |
| Ductwork modification, per run | per unit + labor |
| Thermostat, smart or standard | unit + labor |
| Mechanical permit | at cost |
| Crane or lift (rooftop units) | at cost |
| Haul-away and refrigerant recovery | flat |
| Maintenance plan, first year | flat |
More free templates
Prefer to talk? Read about the voice estimate app for HVAC work.
What should an HVAC replacement estimate include?
The equipment with model numbers, tonnage and efficiency ratings; what is reused and what is new; labor; permit; disposal; the deposit and balance; and how long the price is valid. The template has a line for each and marks the document as an estimate.
Should I give one estimate or three options?
One estimate per option. Each PDF then has one total to approve, and the signed one becomes your contract. Save the filled template under a different number for each option.
Is equipment taxable on an HVAC estimate?
Equipment and materials you supply are taxable in most states; installation labor often is not, and new construction may follow different rules. Mark lines taxable so the estimate matches the invoice you will send later.
Is this HVAC estimate template free?
Yes. Fill it in, download the PDF or print it, with no signup. Nothing you type leaves your browser. It is made by the team behind Voice To Task CRM, a voice estimate and invoice app for HVAC techs, which is separate and optional.
Quote it on the walk-through. Bill it when you are done.
Start with 5 voice logs at no cost. Create your account, get the app, and say your next job.