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Free HVAC price list template and flat-rate price book
Homeowners call a heating and cooling company when something has already stopped working, and the first thing they ask is what the visit costs. An HVAC price list answers that and what comes after: the service call, your labor rate, emergency rates, tune-ups, a maintenance plan and the repairs you make every week. Copy the free HVAC price list template below, look at the flat-rate sample, then set your own prices.
Download this price list 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 put your own prices over the sample ones. Prefer paper? Print the blank PDF and fill it in by pen.
- Word (.docx) — the blank price list, ready to fill in
- Excel (.xlsx) — the sample prices, ready to swap for your own
- PDF (.pdf) — the sample prices, ready to print
- 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)
What goes on an HVAC price list
In heating and cooling, the price book is what lets a tech hand a homeowner a number at the kitchen table. Instead of pricing each capacitor or ignitor from scratch, every common repair has one flat price that already includes the part, the usual time and your overhead. Diagnosis has its own price, so the visit is paid for even when the client decides to wait.
Write each entry so there is nothing to argue about later: the repair, what it covers, the price and the unit. Then the rules that apply to every call — the service call and whether it counts toward the repair, the hourly rate after the first hour, the emergency rate, how refrigerant is priced, what a maintenance plan includes, and the date the book was last updated.
- Service or repair name
- What's included: part, labor, testing, cleanup
- The price and its unit: flat, per hour, per visit or per year
- The service call or diagnostic charge, and whether it's credited
- After-hours and emergency rates
- What's extra: leak repair, permits, ductwork
- The date the prices were set
Copy this HVAC price list template
Copy this HVAC flat rate price book template onto your phone or into a spreadsheet and fill in the brackets. Group it the way your calls arrive: diagnosis and labor, maintenance, cooling repairs, heating repairs. A tech finds a price faster, and the client sees that the cheap repair and the costly one come from the same book.
Put the maintenance plan near the top: it turns one-time callers into regular clients. Replacements and larger jobs belong on a written quote — the HVAC estimate template shows one. The skeleton:
- [Your business name] · [license #] · [phone] · Prices as of [date] · US dollars
- Service call / diagnostic: $[price] — [credited toward the repair or not]
- Maintenance
- [Tune-up or plan] — [what's included] — $[price] [per visit / per year]
- Cooling repairs
- [Repair] — [what's included] — $[price] [flat]
- Heating repairs
- [Repair] — [what's included] — $[price] [flat]
- Labor after the first hour: $[rate] per hour
- Trip charge / minimum: $[…]
- Evenings and weekends: [+…%]
- Prices are a starting point; a written estimate confirms the job price
Sample HVAC price list, filled in
Here is the template filled in for a small residential heating and cooling business. Flat repair prices include the standard part and the labor to fit and test it; the service call pays for diagnosis, and emergency hours carry a higher hourly rate rather than a separate book.
| Price | What's included | |
|---|---|---|
| Service call and diagnostic | $129 | Diagnosis and up to one hour of work |
| Labor after the first hour | $125 per hour | For work not priced flat below |
| Emergency labor, nights and weekends | $195 per hour | Calls outside regular hours |
| AC tune-up | $119 per visit | Condenser cleaned, pressures, electrical and drain checked |
| Furnace tune-up | $119 per visit | Burners, flame sensor, filter and safety checks |
| Maintenance plan | $199 per year | One AC and one furnace tune-up a year |
| Replace AC capacitor | $195 flat | Part, install and test |
| Replace AC contactor | $225 flat | Part, install and test |
| Install a hard start kit | $225 flat | For a compressor that struggles to start |
| Flush condensate drain line | $150 flat | Clog cleared and drain tested |
| Replace condensate pump | $150 flat | Standard pump, wired and tested |
| Refrigerant recharge | $295 flat | Charged to the maker's spec; leak repair priced separately |
| Clean an AC coil | $225 flat | One indoor or outdoor coil, cleaned and rinsed |
| Replace furnace ignitor | $225 flat | Part, install and test burn |
| Replace blower motor | $650 flat | Standard motor; variable-speed motors priced separately |
| Replace thermostat | $195 flat | Standard programmable thermostat, wired and set |
Invented for this page: not averages, not Workeey data, not what Workeey users charge. Every price sits inside a range published in HomeGuide's HVAC repair cost guide (written July 31, 2025), which puts service calls at $75 to $200, hourly rates at $75 to $150, emergency labor at $140 to $250 an hour and an annual service at $150 to $300.
How to build an HVAC price list (or flat-rate price book)
Every flat price in an HVAC book is built the same way: the usual hours for the repair times your labor rate, plus the part at your markup, plus a share of overhead — the van, the gauges, the training, the slow months between seasons. A part that costs you little and forty minutes of labor is not a cheap job once those are counted. Use the hourly rate calculator for the labor and the markup calculator for the parts.
Good, better, best is common in HVAC because clients really do choose: repair the old system, repair it and add a maintenance plan, or replace it. Put those options side by side on the estimate, priced from the same book, and keep nights and weekends in the emergency rate.
- Flat price = hours × rate + part × markup + overhead
- Price diagnosis on its own so every visit is paid for
- Say whether the service call is credited toward the repair
- Offer good, better, best options on the estimate, from the same book
- Update part prices before each cooling and heating season
Your price list, inside Workeey
Workeey holds the same numbers. In Settings you save your hourly rate, travel per 20 minutes, a call-out charge that sets the least any job costs, the first hour, extra for evenings and weekends as a percent, your parts markup and a deposit percent. A quick estimate prices each service call from those, so the Sunday no-cool call follows the rule you set on a quiet Tuesday.
Each line you type by hand — “Replace AC capacitor, $195” — is remembered with its price and waits as a one-tap chip on the next job, most-used first, so your price book builds itself from the repairs you really make. The quote PDF from your phone carries the deposit percent, which Workeey doesn't collect, and the homeowner answers you rather than the app. One tap turns it into the invoice. The free plan: 23 quick estimates a month (unlimited on Pro), unlimited invoicing, no card. See HVAC software.
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 estimate template — a free quote sample
- HVAC receipt template — a free paid-in-full sample
- HVAC work order template — free, with a filled-in sample
- HVAC price book — the common jobs with starting hours and parts prices, priced from your rate
- 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
What is an HVAC flat rate price book?
A list of common heating and cooling repairs, each with one price that includes the part, the usual labor and overhead. The tech diagnoses, finds the repair in the book, and the homeowner sees the full price before any work starts.
How much is an HVAC service call?
HomeGuide's HVAC repair cost guide (written July 31, 2025) puts the minimum service call at $75 to $200, and says most companies deduct it from the bill or apply it to the first hour of labor. Yours should cover the drive and the diagnosis.
Should an HVAC company list prices on its website?
Showing the service call and a tune-up price answers the most common questions. Repairs depend on the equipment, so most companies list them as “from” prices or not at all, and confirm the price after diagnosis.
How often should I update my HVAC price book?
Before each season at least. Refrigerant and parts move, and a book set before the summer rush can be wrong by the fall. Date every version so techs and clients know which one applies.