What’s on the hvac estimate template
Extra fields on this template: Job site.
| Item | Qty | Rate | Amount |
|---|---|---|---|
| 3-ton heat pump, [brand, model]16 SEER2, outdoor unit | 1 | $5,200.00 | $5,200.00 |
| Air handler, [brand, model]Variable speed | 1 | $2,400.00 | $2,400.00 |
| Installation labor2 technicians, 1 day | 1 | $2,100.00 | $2,100.00 |
| New line set and padUp to 25 ft | 1 | $650.00 | $650.00 |
| Smart thermostatInstalled and set up | 1 | $280.00 | $280.00 |
| Permit, disposal of old system | 1 | $380.00 | $380.00 |
| Estimated total | $11,010.00 | ||
Example prices in US dollars. Replace them with your own; in the generator, any currency works.
What to put on an HVAC estimate
- Equipment by brand, model and size (tons or BTU), with efficiency ratings such as SEER2, HSPF2 or AFUE.
- How the size was chosen: a load calculation (Manual J) beats matching the old unit.
- Labor and what it includes: removal, setting the equipment, brazing, vacuum and charge, startup.
- Line set, pad, ductwork changes, electrical and thermostat on their own lines.
- Permit, disposal and refrigerant recovery.
- Warranties: the manufacturer’s, which often requires registration, and yours on labor.
Good, better, best
Many HVAC contractors give three options on one estimate: a standard system, a higher-efficiency one, and a premium variable-speed one. It lets the customer choose instead of comparing your single price with someone else’s. Put each option’s equipment and total in the notes, or send three estimates with the same number and a letter (EST-0001A, B, C).
Refrigerants and rebates
New residential systems sold in the US now use lower-impact refrigerants such as R-454B or R-32 instead of R-410A. Say which refrigerant the system uses, especially if you’re only replacing one half of a split system. If the customer may qualify for a utility rebate, list the equipment model numbers exactly; rebate programs ask for them. Bill the finished job with the HVAC invoice template.
Frequently asked questions
Should an HVAC estimate include a load calculation?
For a full system replacement, yes, or at least say one was done. Oversized systems cycle on and off and cost more to run; many local codes require a load calculation for permits.
How long is an HVAC estimate valid?
Thirty days is common. Equipment prices change several times a year, so say if the price depends on current stock.
Do I charge for HVAC estimates?
Replacement estimates are usually free. Diagnostic visits for repairs are normally charged as a service call.