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Free HVAC estimate template, with a heat pump replacement quote filled in
A system replacement is one of the biggest checks a homeowner writes for their house, and they will compare your quote line by line against two others. An HVAC estimate that names the equipment, the line set and the labor gives them something to compare besides the bottom number. Copy the free HVAC estimate template below and check it against the heat pump sample. After the install, the HVAC invoice template handles the bill.
Download this estimate template: Word, Excel or PDF
Free to download, with no sign-up and no email. Open the Word file to type over the brackets, or the Excel file to swap in your own lines — the totals follow. Prefer paper? Print the blank PDF and fill it in by pen.
- Word (.docx) — the blank estimate, ready to fill in
- Excel (.xlsx) — the sample lines with amounts, tax and the total that work themselves out
- PDF (.pdf) — the filled-in sample, drawn the way Workeey draws a quote
- Blank PDF (.pdf) — print it and fill it in by pen
- Google Docs — your own copy of the Word file, in your Google Drive (Google asks you to sign in)
- Google Sheets — your own copy of the Excel file, in your Google Drive (Google asks you to sign in)
Fill in this estimate online
Change anything and download the PDF — free, no sign-up. What you type isn't sent to Workeey. The PDF is made in your browser.
Quote it, then invoice it, in Workeey
- When it looks right, Share quote makes a quote PDF good for 30 days that you send from your phone, and the Email button opens your own mail app.
- The client says yes, you install, and one tap turns the estimate into the invoice, emailed with a pay link.
- The free plan gives you 23 quick estimates a month.
What goes on an HVAC estimate
Homeowners getting HVAC quotes are often deciding between brands and efficiency levels they barely understand, so the estimate should name the equipment exactly: brand, size in tons, efficiency rating and the model of each piece. That lets them check the warranty and any utility rebate on their own, and it stops another contractor from quoting a smaller unit and looking cheaper.
After the equipment, list what makes it work: the line set, the pad, the electrical disconnect, the thermostat and any refrigerant beyond the factory charge. Then labor, the permit and haul-away of the old system. Say what you sized it on, such as a load calculation or the existing tonnage, and what is not included, like new ductwork or electrical upgrades.
- Business name, phone, email and mechanical or HVAC license number
- Client name, job address, estimate number, date and expiry
- Equipment by brand, model, tonnage and efficiency rating
- Line set, pad, disconnect, thermostat and added refrigerant
- Labor for removal and install, as hours × rate or one price
- Permit and haul-away of the old equipment
- How the system was sized, and what is excluded, like ductwork
- Equipment and labor warranty, deposit to start, and acceptance
Copy this HVAC estimate template
Copy the plain-text template below into whatever you write quotes in and replace the brackets. For a repair, most of the equipment lines disappear; for a full changeout, you will use them all.
If you offer good, better and best, write each option as its own estimate with its own total rather than three columns on one page. A homeowner can say yes to one number much more easily than to a grid. The skeleton:
- [Your business name] · License #[number] · [phone] · [email]
- Estimate #[3001] · Date: [date] · Valid until: [date, e.g. 30 days]
- Prepared for: [client name] · Job address: [address]
- Scope: [remove existing system, install new system type and size]
- Sized by: [load calculation or existing tonnage]
- [Outdoor unit: brand, model, tons, efficiency] — [$]
- [Indoor unit: brand, model] — [$]
- Line set — [feet] × [price per foot] = [$] · Refrigerant — [lb] × [price] = [$]
- Labor — [hours] × [rate] = [$] · Permit — [$] · Haul-away — [$]
- Warranty: [parts years] parts · [years] labor · Not included: [e.g. ductwork]
- Subtotal [$] · Sales tax [rate]% [$] · Estimated total [$]
- Deposit to start: [%] · Accepted by: [name] · [date]
Sample HVAC estimate (quote), filled in
This is the template for a straight replacement: an old 3-ton split system out, a 3-ton heat pump and matching air handler in, on the existing ducts. The line set is replaced because the old one was sized for the earlier refrigerant, and the longer run needs two pounds added to the factory charge. Business, client and prices are invented. This sample taxes the whole subtotal for simplicity; your state may treat equipment and labor differently.
| Qty | Price | Amount | |
|---|---|---|---|
| Heat pump outdoor unit, 3 ton, 16 SEER2 | 1 | $4,200.00 | $4,200.00 |
| Matching air handler, 3 ton | 1 | $2,350.00 | $2,350.00 |
| New line set, insulated | 25 ft | $14.00 / ft | $350.00 |
| Refrigerant added beyond factory charge | 2 lb | $80.00 / lb | $160.00 |
| Programmable thermostat | 1 | $180.00 | $180.00 |
| Equipment pad, disconnect, whip and fittings | 1 lot | $240.00 | $240.00 |
| Labor: remove old system, set, braze, evacuate and start up | 16 hrs | $120.00 / hr | $1,920.00 |
| Mechanical permit (at cost) | 1 | $175.00 | $175.00 |
| Recover refrigerant and haul away old equipment | 1 | $150.00 | $150.00 |
| Subtotal | $9,725.00 | ||
| Sales tax 6% | $583.50 | ||
| Total | $10,308.50 |
Labor is two technicians for one day, 16 hours at $120. Equipment is marked up about 25% over distributor cost: the outdoor unit cost $3,360 and is quoted at $4,200. Line set and refrigerant are priced per foot and per pound so the client can see what a longer run would add. The permit is at cost. This quote is valid for 30 days, since equipment prices change often.
How to price an HVAC estimate
Start from the equipment, because it is most of the number and the part your client will price-check. Use your distributor's current price, not last season's, and set a markup that covers the warranty calls you will run in the first year. Then price the install by crew-hours: a like-for-like swap on accessible equipment is a day for two, and an attic air handler, a new pad or a longer line set adds to that.
Do not size by the old unit alone if the house has changed. New windows, insulation or an addition can make the old tonnage wrong in either direction, and a load calculation on the quote shows the client why you chose the size you did. The estimate vs quote guide covers how firm to make the number.
- Price equipment from current distributor cost, then add your markup
- Count crew-hours, and add time for attics, crawl spaces and long runs
- Show line set by the foot and refrigerant by the pound
- Write down how you sized the system
- Offer good, better and best as separate quotes, each with its own total
Estimate, quote, then invoice — in Workeey
In Workeey the estimate sits inside the job, with the client, the address and your notes about the old system. You set your rates once, including hourly, first hour, call-out, travel, evening and weekend rates, parts markup and deposit percent, and the AI itemizes the estimate from them. Parts are priced from the web at your markup, and your own lines, like a crane lift or a condensate pump, are remembered for next time. The free plan gives you 23 quick estimates a month.
When it looks right, Share quote makes a quote PDF good for 30 days that you send from your phone, and the Email button opens your own mail app. Your deposit percent prints on the quote; Workeey does not collect it, so you take the deposit your usual way. Nobody signs in the app. The client says yes, you install, and one tap turns the estimate into the invoice, emailed with a pay link. See Workeey for HVAC, invoicing for HVAC and pricing.
More for HVAC techs: pages and free templates
- HVAC software — the whole HVAC business in one app
- HVAC invoicing — installs, refrigerant and parts on one bill
- How to start an HVAC business — a step-by-step guide to going out on your own
- Best apps for an HVAC business — the apps for this trade compared
- HVAC invoice template — free, with a filled-in sample
- HVAC receipt template — a free paid-in-full sample
- HVAC price list template — free, with sample prices
- HVAC work order template — free, with a filled-in sample
- HVAC technician wages by state — what employed HVAC technicians earn in every state, from BLS data
- Free invoice template — every field a trade invoice needs
- Free estimate template — copy it, price it, send it
- Free receipt template — a paid-in-full receipt to copy
- Work order template — the job written down before you bill it
- Late payment reminder templates — texts, emails and a letter to copy and send
- All free templates and tools
How do you estimate an HVAC replacement?
Confirm the size the house needs, price the equipment at your markup, add the line set, pad, disconnect, thermostat and any extra refrigerant, then count crew-hours for removal and install. Finish with the permit and haul-away, and name the warranty.
Should an HVAC quote include brand and model numbers?
Yes. Model numbers let the homeowner check efficiency ratings, rebates and warranty, and they keep comparisons fair when another contractor quotes a different size.
How long is an HVAC estimate good for?
Thirty days is typical. Equipment prices can change with the season and with refrigerant rules, so a dated expiry protects you from honoring an old price.
Do I need to do a load calculation before quoting?
Some jurisdictions require one for new or replacement systems, and it is good practice whenever the house has changed. Even where it is optional, writing down how you sized the system answers the question before the client asks it.