Guide · Estimates
HVAC estimate template
A worked HVAC example, the exclusions that matter in this trade, and a PDF you can print. No sign-up.
A HVAC estimate needs your business details and license number, the customer and job address, one line per task and material with quantity and price, the total, any deposit, what is excluded, and a place to approve. The template below is the generic contractor estimate pre-filled with a HVAC job so you can see what good looks like, plus the exclusions HVAC techs most often forget. It's free, printable, and there's no sign-up.
Download the HVAC template
Download the PDF (US Letter, 1 page)
The example rows are in grey; write over them. Blank rows below for your own lines, then tax, deposit, exclusions, terms and a signature line. The blank version has no example.
Worked example: AC not cooling: diagnostic, replace capacitor and contactor, clean condenser coil
| Line | Qty | Price | Total |
|---|---|---|---|
| Service call and diagnostic | 1 ea | $89.00 | $89.00 |
| Dual-run capacitor 45/5 µF, installed | 1 ea | $210.00 | $210.00 |
| Contactor, 30A 2-pole, installed | 1 ea | $185.00 | $185.00 |
| Clean outdoor condenser coil | 1 ea | $120.00 | $120.00 |
| Total before tax | $604.00 |
Example prices only; use yours. In Settle you'd say this job out loud and it writes these lines from the prices you charged last time.
Exclusions to put on every HVAC estimate
- Diagnostic fee is credited toward the repair if approved today.
- Refrigerant, if needed, billed per pound at the rate on the invoice.
- Does not include compressor, fan motor or control board unless listed above.
- Ductwork and thermostat wiring not included.
Terms that fit HVAC work
Valid for 14 days. Parts installed today carry a 1-year labor warranty; manufacturer warranty on parts. Balance due on completion by card, bank transfer or check.
What matters in HVAC estimates
- Credit the diagnostic. Say on the estimate that the service-call fee comes off the repair if they approve it today. It is the single line that closes HVAC repairs.
- Refrigerant is its own line. Never bury refrigerant in a repair price. Quote it per pound and the customer sees exactly what the leak cost.
- List the model and size. Capacitor rating, tonnage, contactor amps. It proves you looked, and it is what the next tech will need.
- Repair-vs-replace in one sentence. If the unit is past its life, say so in the notes and offer to quote a replacement separately. Don't mix the two on one estimate.
Copy the text version
Paste into Notes, a text or an email and change the numbers.
[Your business name] [Phone] · [Email] · License #[number] ESTIMATE #0001 Date: [date] Valid until: [date] Prepared for: [Customer name] Job address: [address] Job: AC not cooling: diagnostic, replace capacitor and contactor, clean condenser coil ITEMS Service call and diagnostic 1 ea × $89.00 = $89.00 Dual-run capacitor 45/5 µF, installed 1 ea × $210.00 = $210.00 Contactor, 30A 2-pole, installed 1 ea × $185.00 = $185.00 Clean outdoor condenser coil 1 ea × $120.00 = $120.00 TOTAL BEFORE TAX: $604.00 Not included: - Diagnostic fee is credited toward the repair if approved today. - Refrigerant, if needed, billed per pound at the rate on the invoice. - Does not include compressor, fan motor or control board unless listed above. - Ductwork and thermostat wiring not included. Terms: Valid for 14 days. Parts installed today carry a 1-year labor warranty; manufacturer warranty on parts. Balance due on completion by card, bank transfer or check. Approved by: ______________________ Date: ________
Is this HVAC estimate template free?
Yes. Download the PDF or copy the text. There is no sign-up and no watermark beyond a one-line footer you can cut off.
What should a HVAC estimate include?
Business details and license number, customer and job address, an estimate number and valid-until date, one line per task and material with quantity and price, the total, any deposit, exclusions, terms, and a signature line. This template has all of them.
Can I make a HVAC estimate on my phone instead?
Yes. Settle is a free iPhone app for HVAC techs: describe the job out loud and it writes a priced estimate from your own prices, which you text from your own phone. See the HVAC estimate app page.
Or say the job and Settle writes the HVAC estimate for you.
Free on iPhone. Unlimited estimates and invoices. 7 days of Pro to try the voice drafts, and you cancel in two taps.
Download on the App StoreiPhone, iOS 17 or later. Questions? Text Nina: (818) 945-9686