Free HVAC Estimate Template

What to put on a hvac estimate

An HVAC estimate has to separate the big equipment cost from labor so the customer sees what they are really paying for. List your business and license number, the customer and service address, an estimate number, date, and validity window, then itemize the equipment, parts, refrigerant, labor, and permits. Note any warranty you include, because on a several-thousand-dollar install the warranty is often what closes the deal over a cheaper bid.

Common line items

HVAC estimates typically include these lines:

• Equipment, like a condenser, furnace, or air handler
• Parts: refrigerant, line set, thermostat, ductwork
• Labor and installation
• Permit and inspection fees
• Maintenance plan, if offered
• Warranty terms on parts and labor

Turning an estimate into an invoice

On installs, collect a deposit to cover the equipment order, then invoice the balance after the system is running and inspected. For service customers, a maintenance plan billed twice a year keeps you on the books and the equipment under warranty. When the customer approves, convert the estimate to an invoice rather than re-keying a four-figure number.

How to win more of the jobs you bid

HVAC buyers shop estimates hard because the dollar amounts are big, so a clean, itemized estimate with a clear warranty beats a vague one. Note the equipment model and efficiency rating in the line description so the customer can compare apples to apples. A free WaffleInvoice account lets them approve online and converts to an invoice, and can run the twice-a-year maintenance billing automatically.