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A filled-in sample for HVAC work. Open it in the estimate maker, change the lines to match your job and download the PDF.
Open this sample in the estimate maker
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Need an invoice instead? See the HVAC invoice template.
Bright Air & Heat
102 Example St, Suite 2
Anytown, ST 00000
(555) 555-0102
office@brightair.example
Prepared for
Marcus Ellery
167 Example St
Anytown, ST 00000
(555) 555-0152
marcus.ellery@mail.example
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Service call and diagnosis: system blowing warm air | 1 | $99.00 | $99.00 |
| Labor: replace run capacitor (hours) | 1 | $120.00 | $120.00 |
| Run capacitor | 1 | $45.00 | $45.00 |
| Air filter, 16 x 25 x 1 | 2 | $18.50 | $37.00 |
| Condenser coil cleaning | 1 | $85.00 | $85.00 |
Every name, address and number in this sample is made up.
Keep the diagnosis, the labor and the parts apart. Name the system you worked on, for example the upstairs unit, so a customer with two systems knows which one.
What an estimate has to show can differ by state, so check what applies where you work. This is general information, not tax or legal advice.
Customers ask for an HVAC quote, a bid or a proposal as often as for an estimate. For a repair or a tune-up it is the same paper: who it is for, the lines, the total and how long the price holds. In the Word and Excel files you can change the title from Estimate to Quote, Bid or Proposal, whichever word your customer used.
A bid or a proposal for a bigger job, such as replacing a system, usually carries more: the equipment by size and type in plain words, what is being removed, what stays, and what the price leaves out. Put those on their own lines or in the notes.
Some people say quote for a fixed price and estimate for a best guess. Whichever word is on top, write on the paper whether the price is fixed or may change once you have opened the unit.
An HVAC visit usually starts with a diagnosis and ends with a part, a cleaning or both. A customer with two systems needs to know which one the paper is about.
In the notes, write the filter size and when it was last changed, and anything you saw that is not urgent yet, in plain words.
Where HVAC paperwork goes wrong: no word on which system. Name the unit on the first line, keep the diagnosis apart from the repair, and give filter sizes with their quantity.
Start from the sample, then swap in the lines for the job in front of you. Prices are yours to set.
Two. Send one estimate for the repair and one for the replacement, so the customer can compare them and approve the one they want.
List it in the notes: ductwork, electrical work, the pad or the drain, or anything else your price leaves out.
Equipment prices move, so put a date on it. The estimate maker lets you set how long the price holds.
It is common when a unit has to be ordered. Put the deposit on the estimate and say what it covers. Some states limit deposits on certain kinds of work, so check yours before you set one.
The size and type of the unit in plain words, what is being removed, and what stays, such as the existing ductwork or thermostat.
For most service work, yes: customers use the two words for the same paper. If you mean a fixed price, say so on the paper. If the price may change after the diagnosis, say that instead.
This is general information, not tax or legal advice.
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General templates: Job estimate template · Repair estimate template
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