---
title: HVAC estimate template: free to copy
description: A free HVAC estimate template: sample lines for a heat pump installation, what to include and mistakes to avoid.
url: https://getprospace.com/templates/hvac-estimate
updated: 2026-10-26
site: GetProSpace
---

# 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.

- [Build it in GetProSpace](https://app.getprospace.com/login?ref=site)
- [See the pricing](https://getprospace.com/pricing)

## 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](https://getprospace.com/for/hvac) for how a whole job runs, or the [HVAC invoice template](https://getprospace.com/templates/hvac-invoice).

## 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.

- [Start your free trial](https://app.getprospace.com/login?ref=site)
- [Try the demo](https://app.getprospace.com/demo)

---

GetProSpace: GetProSpace is job-management software for contractors and home-service businesses in any trade: leads, estimates, e-signed contracts, scheduling, job photos, invoices, payment records and job profit in one app.
Support: support@getprospace.com