Free template
HVAC estimate template
A clear HVAC estimate says what you will do, how much of it, and what it costs, so the customer can say yes without a phone call. Use the example below as a starting point. You can copy it, or build and send it from GetProSpace in a few minutes.
Example: heat pump installation
Lines marked optional are add-ons the customer can choose, and they are not in the total until chosen.
| Item | Quantity | Price each | Amount |
|---|---|---|---|
| Remove the existing system | 1 | — | $900 |
| Heat pump outdoor unit and air handler, installed | 1 | — | $6,800 |
| Line set, pad and electrical connection | 1 | — | $1,450 |
| Smart thermostat Optional | 1 | — | $320 |
| Duct sealing Optional | 1 | — | $1,100 |
| Total | $9,150 | ||
These numbers are only an example to show the layout. They are not a price list and not advice on what to charge. Use your own costs and your local rates.
What to put in a HVAC estimate
- The make, model and size of the equipment, indoor and outdoor
- What is being removed and who disposes of it
- Permits and inspections, and who arranges them
- Electrical, line set, pad and drain work, listed
- Warranty terms for parts and labor
- How the system will be started up and tested
Mistakes that cost HVAC contractors money
- Quoting equipment by a size rather than a model, so the customer cannot compare
- Not listing the permit or inspection
- No record of the old system's condition
- Forgetting to schedule the follow-up service
Send it from GetProSpace
In GetProSpace you build the estimate from lines like these, with packages and optional add-ons, and add your logo, license number and contact details. You send it by text from your business line or by email. The customer opens a link, chooses their options and accepts it online, with no account. You get a PDF as well.
When it is accepted, you can bill the deposit in one step, and the same job holds the contract, photos and invoices. See the HVAC page for how a whole job runs, or the HVAC invoice template.
Questions
How long should a HVAC estimate be good for?
Long enough for the customer to decide, but short enough that material prices have not changed. A common choice is two to four weeks. In GetProSpace you set how many days an estimate is valid, and it stops being open after that.
Can the customer accept it online?
Yes. They open the link, review the estimate, choose any options and accept it with their name. You are told when they do.
Is this template really free?
Yes. Copy the example, or use the Markdown version of this page at the same address plus .md. You do not need an account.
Send your next HVAC estimate in minutes
Start a 14-day free trial of Pro. No card needed.