← All estimate templates
Free HVAC estimate template
HVAC estimates need equipment model numbers, efficiency ratings and permit costs on the page. Homeowners compare bids line by line, so the clearer the breakdown the better the close rate.
Scope of work checklist
- • System tonnage and SEER2 rating for each option quoted
- • Whether ductwork, line set and thermostat are included or excluded
- • Permit and inspection fees listed as their own line
- • Rebates or financing noted separately from the total
Example line items
| Description | Qty | Unit | Rate | Total |
|---|---|---|---|---|
| 3-ton 15.2 SEER2 condenser and coil, supplied | 1 | each | $4,200.00 | $4,200.00 |
| 80% AFUE gas furnace, supplied | 1 | each | $2,100.00 | $2,100.00 |
| Install labor, two techs | 16 | hour | $125.00 | $2,000.00 |
| New line set and refrigerant charge | 1 | job | $650.00 | $650.00 |
| Smart thermostat, installed and configured | 1 | each | $310.00 | $310.00 |
| Permit and municipal inspection | 1 | each | $285.00 | $285.00 |
| Old equipment removal and disposal | 1 | job | $175.00 | $175.00 |
| Startup, airflow balance and commissioning report | 1 | job | $225.00 | $225.00 |
| Example subtotal | $9,945.00 | |||
Rates are examples only — replace them with your own pricing before sending.
Terms to include
- • Estimate valid for 14 days; equipment pricing moves with supplier cost.
- • Deposit covers equipment order; balance due at commissioning.
- • Manufacturer parts warranty plus 1-year labor warranty.
- • Ductwork modifications beyond the scope above are quoted separately.
Pricing tips
- • Quote two or three equipment tiers on one page instead of one number.
- • Show the annual operating cost difference between tiers.
- • List available rebates so the customer sees the real net price.
Skip the template — talk it out instead
TradePilot turns a voice walkthrough into a draft hvac estimate with line items, then sends it for online approval and turns it into a job and an invoice.
Questions about hvac estimates
What should an HVAC estimate include?
Equipment make and model, efficiency rating, labor hours, line set and refrigerant, thermostat, permits, disposal, commissioning and warranty terms.
How long should an HVAC estimate stay valid?
Two weeks is typical because equipment pricing changes often. State the expiration on the estimate so you can requote without friction.