100% free, no account required
Free HVAC Quote Template
Quote an HVAC install or repair with equipment, parts, and labor spelled out clearly. Give the customer a fixed total and download a professional PDF.
Your Information (From)
Client (Prepared For)
Quote Details
Line Items
Live Preview
Updates as you typeYour Business Name
Quote
QT-001
Prepared For
Name
Date
June 27, 2026
Valid Until
30 days
| Description | Qty | Price | Total |
|---|---|---|---|
| 3-ton split AC system (equipment) | 1 | $2,800.00 | $2,800.00 |
| Air handler and installation hardware | 1 | $1,200.00 | $1,200.00 |
| Labor and installation | 1 | $1,800.00 | $1,800.00 |
| Refrigerant charge (lbs) | 10 | $45.00 | $450.00 |
| Permit and inspection | 1 | $220.00 | $220.00 |
Notes
Fixed price for equipment and scope described. Equipment pricing valid for 30 days based on current supplier stock. 1-year labor warranty. 30% deposit to order equipment.
Generated with WaffleInvoice, waffleinvoice.com
No credit card required. Free forever.
Win the job
Want WaffleInvoice to send this quote and turn it into an invoice?
Create a free account to email this quote, let clients approve it online, and convert it to an invoice in one click. Free for unlimited quotes.
Start freeTakes 60 seconds. No credit card.
What to put on a hvac quote
An HVAC quote carries big numbers, so separating equipment from labor from parts is what makes it credible. List your business name and contractor license number, the customer and service address, a quote number, date, and validity window, then itemize the equipment model, parts and refrigerant, labor, and permits. Note any warranty you include: on a several-thousand-dollar install, the warranty line is often what closes the job over a cheaper bid.
Common line items
HVAC quotes typically include these lines:
- Equipment: condenser, air handler, or furnace, with model
- Parts: line set, refrigerant, thermostat, ductwork
- Labor and installation
- Permit and inspection fees
- Startup and commissioning
- Labor warranty terms
Quote vs estimate vs invoice
Collect a deposit to order the equipment, since HVAC units are the largest cost and you should not carry that out of pocket. Invoice the balance after the system is running, tested, and has passed any required inspection. When the customer approves, convert the quote to an invoice to avoid retyping large-dollar line items.
How to write a quote that gets accepted
HVAC customers get multiple quotes for big installs, so yours wins by being the most complete. List the equipment model and SEER rating so the customer can compare apples to apples. A free WaffleInvoice account lets the customer approve the quote online and converts it to an invoice with ACH or card payment, so the equipment deposit arrives before you place the order.
Do this automatically
WaffleInvoice is free for unlimited quotes.
Stop rebuilding the same quote every time. WaffleInvoice remembers your clients and prices, lets clients approve online, and turns an accepted quote into an invoice in one click.
Free HVAC Quote Template FAQs
What should an HVAC quote include?
Your business name and license number, the customer and service address, a quote number and date, the equipment model, all parts including refrigerant, labor, permits, any warranty, and a validity window.
Should I separate equipment from labor in an HVAC quote?
Yes. Customers comparing bids want to see what the equipment costs versus what you charge to install it. A quote that bundles them obscures the comparison.
Do I need a deposit for an HVAC install?
Yes. The equipment is the largest line item and you should not carry that cost. Collect a deposit to order the unit, then invoice the balance after installation and inspection.
How long should an HVAC quote be valid?
30 days is typical. Equipment prices and refrigerant costs can move, so a shorter validity window protects you from absorbing cost increases.
More free templates
Other quote templates
Need something else? Use our free invoice generator or create a free account to send and track everything automatically.