Download a free HVAC estimate template in Excel, Word or PDF. It includes your business details, the customer and job, itemized lines with quantity, unit and price, subtotal, tax, deposit, scope of work, exclusions, terms and a signature line.
Rather send it as a link your customer can sign? Create the same estimate in SprigDeal and it follows up for you.
What is in the HVAC estimate template
The example job is central AC replacement. These are the line items in the file; every description, quantity, unit and price is editable, and the amounts are examples, not price recommendations.
| Description | Qty | Unit | Example amount |
|---|---|---|---|
| Remove and dispose of existing condenser and coil | 1 | job | $350 |
| 3-ton 16 SEER2 condenser | 1 | each | $3,200 |
| Matching evaporator coil | 1 | each | $1,150 |
| Refrigerant line set, 25 ft | 1 | each | $380 |
| Pad, disconnect and electrical whip | 1 | job | $290 |
| Thermostat, programmable | 1 | each | $180 |
| Installation labor | 10 | hour | $1,250 |
| Refrigerant charge and system start-up | 1 | job | $240 |
| Permit and inspection | 1 | each | $175 |
| Example total | $7,215 |
It also includes a scope of work (Replace the existing central air conditioner with a new matched condenser and coil, reconnect to the existing ductwork, charge the system and test operation.), what is not included (Ductwork replacement, electrical panel upgrades and drywall or finish repairs are not included unless listed.) and these terms:
- This estimate is valid for 30 days.
- A deposit of 30% is due to schedule the work; the balance is due on completion.
- Changes to the scope are agreed in writing before the work is done and may change the price.
How to fill in an HVAC estimate
- Add your business details: name, address, phone, email and license number if your state or province requires it.
- Add the customer and the job address, then give the estimate a number and a date so you can find it later.
- List the work as separate lines. Customers trust an itemized price more than one lump sum, and it is easier to discuss one line than the whole total.
- Set your tax rate and deposit. In the Excel version the amounts, subtotal, tax, total and deposit calculate automatically.
- Write what is and is not included, so there are no surprises when the job starts.
- Say how long the price is valid and how the customer approves it.
For more detail, read how to write an estimate for a service job.
What a template cannot do
A template is a good start, but most HVAC jobs are not lost on the estimate itself. They are lost after it is sent, when the customer goes quiet and nobody follows up.
| Template | SprigDeal | |
|---|---|---|
| Itemized estimate with totals | Yes | Yes, from a HVAC starter template |
| Know when the customer opens it | No | Yes, the estimate changes to Viewed |
| Customer approves and signs online | Print, sign and scan | Yes, from any phone |
| Customer asks for changes | By phone or text | In the estimate, with a note |
| Follow-up if they do not answer | Remember to do it yourself | Automatic email, cancelled when they respond |
| All estimates and their status in one place | Files in folders | Pipeline and overview |
See how SprigDeal works for an HVAC business, or open a sample estimate to see what your customer receives.
When to follow up on an HVAC estimate
Agree on a decision date when you send the estimate, then follow up once on that date with a short, friendly message. If you need wording, use our estimate follow-up email templates or read how to follow up without sounding pushy.
Frequently asked questions
Is this HVAC estimate template really free?
Yes. Download it, change it and use it for your business as often as you like. There is no sign-up and no email required.
Can I use it in Google Sheets or Google Docs?
Yes. Upload the Excel file to Google Drive and open it with Google Sheets, or upload the Word file and open it with Google Docs. The Excel totals keep working in Google Sheets.
Is it an estimate or a quote template?
Both. Many HVAC businesses use the words interchangeably. If your price is fixed, change the title to Quote; if it can change once the work starts, keep Estimate and say so in the terms.
Are the prices in the template real prices?
No. The quantities and prices are examples to show how the template works. Replace them with your own costs, materials and rates.
How is SprigDeal different from a template?
A template helps you write the estimate. SprigDeal also sends it as a private link, shows you when the customer opens it, lets them approve and sign online, and emails a follow-up if they have not answered.