Free HVAC estimate template

A fill-in estimate for residential heating and cooling service calls and jobs: AC, heat pump, and furnace tune-ups, refrigerant, part swaps, thermostats, system replacements, and ductwork repair, with your pricing basis written on it. Type it in on this page, then print it or save it as a PDF to send. The gray hints in each line are only suggestions and don't print.

Nothing leaves your device. Everything you type into the estimate stays in this browser tab. It isn't uploaded, saved, or sent anywhere, so refreshing or closing the page clears it. Save as PDF before you close it.

Refrigerant handling requires EPA certification. Under the Clean Air Act, technicians who maintain, service, repair, or dispose of stationary air conditioning and refrigeration equipment that could release refrigerant must be certified under EPA's Section 608 program. HVAC work may also need a state or local license and a permit. This page is about writing the estimate. It doesn't give instructions for doing any HVAC work.

What an HVAC estimate should spell out

"The AC isn't cooling" can turn out to be a part, a refrigerant leak, or a whole new system. Writing down how you price, what each line covers, and what happens when you find more keeps the job and the bill from turning into an argument. A few habits help:

• State your pricing basis. Say on the estimate whether the job is flat rate (a set price per task), time and materials (your hourly rate plus parts and materials), or a mix. If you charge a service call or diagnostic fee, put it on its own line and say what it covers (for example the trip and the diagnosis) and whether it's credited toward the repair if the customer goes ahead.
• One line per item or task. An AC or heat pump tune-up, a furnace tune-up, a thermostat install, and each repair get their own line, so the customer can see what each costs and drop one without a re-quote. Say what a tune-up includes, in your own words, so "tune-up" means the same thing to both of you.
• Refrigerant priced per pound, with the type stated. If you add refrigerant, put it on its own line priced per pound, and write which refrigerant it is. If you suspect a leak, say whether finding and fixing it is part of this estimate or a separate line.
• Part swaps on their own lines. A capacitor, contactor, or blower motor replacement gets its own line that names the part, with the part and the labor shown either together as one flat price or separately. Say which.
• System replacement: write the equipment down. For a new system, list each piece of equipment with the make, model, size, and efficiency rating you're quoting, as stated by you and the manufacturer's documents. That way the customer can compare quotes line by line, and there's no question later about what was promised.
• Equipment vs. labor vs. materials. Keep equipment (the units themselves), labor, and materials (for example pads, fittings, wire, and other installation materials) on separate lines, or say plainly which flat price includes which. Customers comparing quotes look for this.
• Customer-supplied parts. If the customer supplies a thermostat, part, or equipment, say what you cover: for example, your installation, but not the part itself, wrong or missing parts, or an extra trip if it doesn't fit or isn't compatible.
• Ductwork repair as its own line. Describe what you'll repair and where. Ductwork in spaces you can't reach safely or easily (for example a tight attic, a crawlspace, or inside walls or ceilings) is a stop-and-price item, not something to absorb on the day.
• Stop and price what you can't see yet. Say you'll stop, show the customer, and price it as a change before going on if the job turns out to need electrical upgrades (for example a new circuit or a disconnect), a line set replacement, or ductwork in inaccessible spaces. If you find suspected mold or asbestos, stop work in that area and tell the customer; don't disturb it, and leave testing or removal to the right professionals.
• Haul-away of old equipment. Say whether removing and disposing of the old unit, furnace, or parts is included, or put it on its own line.
• Permits and inspection. Say who pulls the permit, if one is needed, and who schedules the inspection. Put the permit and inspection fee on its own line.
• Licensing and local rules. What needs a license or a permit, and what your license lets you do, varies by state and city. Check your local rules, your license, and the manufacturer's installation instructions before you quote, and put anything the job needs on its own line instead of finding it on the day.
• Emergency and after-hours rate. If you charge a different rate for nights, weekends, holidays, or no-heat and no-cooling emergency calls, write that rate on its own line so it isn't a surprise on the invoice.
• Warranty: manufacturer equipment vs. your labor. Equipment and parts carry the manufacturer's warranty, on the manufacturer's terms. Your labor warranty covers your installation and repair work. Keep them separate on the estimate, and write your own labor terms (what's covered, for how long, and what isn't). Don't promise coverage you don't control.
• Maintenance plan (optional). If you offer a maintenance plan, put it on its own optional line with what it includes, how often, and the price, so it's clearly a choice and not part of the repair.
• Valid-until date, deposit, and payment terms. How long the price holds (equipment and refrigerant prices can change), any deposit to schedule or to order equipment, when the balance is due, and how you take payment, including your own payment link if you use one. See how to ask for a deposit for wording.

For the longer walk-through (scope wording, exclusions, change orders, sign-off), see how to write a contractor estimate.

This is a general template, not legal or safety advice. Refrigerant handling requires EPA Section 608 certification, and many places require a licensed HVAC contractor, and a permit, for HVAC work. Licensing and permit rules vary by state and city, so check yours before you quote.

Your estimate

Job done? Use the free printable invoice template to bill for it. Need a plain version without HVAC hints? Use the general estimate template. Need a new circuit or disconnect for the system? Use the electrical estimate template. Fixing other things on the same visit? Use the handyman estimate template. Patching a wall or ceiling you opened to reach a duct? Use the drywall estimate template.

Doing this from your phone

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Want to try it now? The early app preview already works in your phone's browser: estimates, invoices, job photos, your own payment link, and a PDF you can send. No account needed. It saves only on this device, so download a backup from Settings now and then.