Free HVAC estimate template
Equipment, line set, condensate, electrical, ductwork and commissioning — the whole changeout written down, including the permit and the rebate paperwork.
In short
An HVAC estimate should state the equipment being installed with model, tonnage and efficiency rating, then itemize the line set, condensate handling, electrical connections, ductwork modifications, permit and startup or commissioning labor. It should list exclusions for duct replacement, asbestos, electrical service upgrades and any rebate that is the homeowner's to claim. The template below covers all of that and is free to print or copy.
The HVAC template
A worked 3-ton condenser and coil changeout is filled in as an example. Replace the equipment, tonnage and rates with your own.
[Your Business Name]
[Street address, city, state ZIP]
[Phone] · [Email]
License #: ____________
Estimate
Estimate #: ____________
Date: ____________
Valid until: ____________
Prepared for
Name: ____________________
Phone: ___________________
Email: ___________________
Job location
Address: _________________
City / State / ZIP: ________
Start date: ______________
Scope of work — Condenser and evaporator coil changeout — 3 ton, 14.3 SEER2
- •Recover existing refrigerant per EPA requirements; remove condenser and coil
- •Haul away and dispose of existing equipment
- •Install new 3-ton 14.3 SEER2 condenser on new composite pad
- •Install matched cased evaporator coil with new transition to existing plenum
- •Flush existing line set, install new filter drier and service valves
- •New condensate drain with trap, safety float switch and secondary drain
- •Replace electrical disconnect and whip at the condenser
- •Evacuate to 500 microns, weigh in charge, verify airflow and temperature split
- •Register manufacturer warranty and provide commissioning readings
Labor
Recovery, demo and haul away
Set condenser, pad and electrical
Coil, plenum transition and sheet metal
Line set flush, brazing and condensate
Evacuation, charge and commissioning
Materials
3-ton 14.3 SEER2 condensing unit
Matched cased evaporator coil, 3 ton
Composite equipment pad, 36 x 36
Filter drier, service valves and brazing supplies
60A AC disconnect and whip
Condensate trap, float switch and PVC
Sheet metal transition, mastic and tape
R-410A refrigerant top-off
Recovery and equipment disposal fee
- Subtotal
- $5,203.10
- Sales tax
- $213.65
- Total
- $5,416.75
Not included
- •Permit and inspection fees, billed at cost if required
- •Replacement, resizing or sealing of existing ductwork — quoted separately
- •Line set replacement if flushing is not possible — $18.00 per linear foot
- •Electrical panel or service upgrades
- •Asbestos or hazardous material abatement at the existing equipment
- •Drywall, framing or finish repair at access openings
- •Thermostat upgrades beyond reconnecting the existing unit
Terms
- •50% deposit at equipment order; balance due on completion
- •Estimate valid for 30 days from the date above
- •10-year manufacturer parts warranty with registration; 1-year labor warranty
- •Warranty requires annual maintenance and registration within 60 days
- •Utility rebates and tax credits are subject to program approval and are not guaranteed
Customer signature / date
Contractor signature / date
Or skip the typing entirely
A blank template still means an hour at the kitchen table. With QuickBidAI you talk through the hvac job into your phone while you're still standing in it, and a filled-in estimate — scope, labor, materials, exclusions, terms — comes back in under a minute. You set every price before it goes out.
How to price an HVAC changeout
Name the equipment exactly
Brand, model number, tonnage and SEER2 or AFUE. Homeowners cross-shop on model number, and a vague 'new 3-ton system' loses to a competitor who spelled it out.
Price the install, not just the box
Line set flush or replacement, filter drier, pad, disconnect, whip, condensate pump or gravity drain, transitions and plenum work. This is most of the labor and nearly all of the callbacks.
Charge for commissioning
Evacuation to microns, weigh-in charge, airflow verification, static pressure and temperature split readings. Put the numbers on the invoice — it justifies your price and protects the warranty.
Handle ductwork as its own decision
Undersized or leaky duct will make a new system perform badly. Quote sealing or modification as a separate optional line so the customer chooses knowingly.
Be clear about rebates and tax credits
State which utility rebate or federal credit the equipment qualifies for, whether you file it, and that approval is not yours to guarantee.
Say what the warranty requires
Most manufacturer warranties need registration within 60 to 90 days and annual maintenance. Write it on the estimate so the customer can't say they weren't told.
HVAC lines that get left off
Crane, hoist or attic access
Rooftop units, tight attics and basements with a turn in the stairs all cost time or equipment rental.
Electrical disconnect and whip
A new condenser often needs a new disconnect, whip and sometimes a breaker change. It's a material and a permit item.
Refrigerant recovery and disposal
Recovering the old charge and disposing of the old equipment legally is required and billable.
Startup in the wrong season
A cooling system installed in January can't be fully commissioned until spring. Note the return startup visit and whether it's included.