Free HVAC Estimate Template

What Every HVAC Estimate Must Include

An HVAC estimate should specify the exact equipment being installed — make, model number, SEER rating (for AC), AFUE rating (for furnaces), and BTU capacity. Vague descriptions like 'new AC unit' leave room for disputes. Clients should know exactly what they're getting before they sign.

Refrigerant is a separate line item — specify the type (R-410A, R-32, R-454B) and quantity in pounds. Never bundle refrigerant into a labor line — it's a significant variable cost that should be visible.

Always distinguish between what's included and what's not. Electrical connections, ductwork modifications, and permits are commonly assumed to be included — if they're not, state it explicitly.

How to Price HVAC Work

HVAC pricing varies significantly by job type, equipment size, and region. Common 2026 US benchmarks:

Service and repair: - Diagnostic / service call: $75–150 - Capacitor replacement: $150–300 (parts + labor) - Contactor replacement: $150–250 - Refrigerant recharge (per lb): $50–150 depending on refrigerant type - Coil cleaning: $100–300

New installations (labor only, equipment additional): - Split system AC installation (3–5 ton): $1,500–3,500 - Gas furnace installation: $800–2,000 - Heat pump system installation: $2,000–4,500 - Mini-split (single zone): $500–1,200 labor

Maintenance agreements: $150–500/year per system for residential. Price based on scope (coil cleaning, filter change, refrigerant check, electrical inspection).

Scope and Exclusions for HVAC Estimates

Common HVAC exclusions to state explicitly:

- Electrical panel upgrades (if the existing panel can't support the new unit) - Ductwork (if it's a straight equipment replacement, state 'existing ductwork assumed adequate') - Gas line work (if required, reference your plumber/gas fitter) - Structural modifications (attic access, equipment pads) - Smart thermostat app setup beyond basic configuration - Building permits (state whether included or at cost)

For new construction or major installations, always include a variation clause for conditions discovered during installation that weren't visible at the estimate stage.

Payment Terms for HVAC Jobs

HVAC jobs involving equipment purchase follow a similar pattern to roofing:

- Service and repair: Payment on completion for single-visit jobs. Card on the day is standard. - Equipment installation: 30–50% deposit on contract signing to cover equipment order. Balance on completion. - Maintenance agreements: Billed annually upfront or monthly by direct debit.

For commercial HVAC: Net 30 from invoice date is common. Issue proper tax invoices and track overdue accounts systematically — commercial clients are often slower payers than residential.