Free HVAC estimate template
Quote a repair or a new system, then send the customer a PDF to approve. The equipment, installation, the permit and taking away the old unit each get their own line.
- Free, no account needed
- What you type stays on this device
- Prints on standard letter paper
Job done? Use the HVAC invoice template.
Fill in your HVAC estimate
Type in the boxes. Empty boxes don’t print.
Your business
Remembered on this device for your next estimate.
Estimate
Customer
Where and when
The job
What it costs
Amount
Amount
Amount
Payment and notes
Totals
Total$0.00
Closing line
What to put on an HVAC estimate
Ten things that help the customer say yes, and keep the price you quoted from turning into an argument.
- Your business name, phone and license number So the customer knows who’s quoting and can check your license.
- An estimate number and the date Give every estimate its own number, so you and the customer talk about the same price.
- A date it’s good until Prices for parts and materials move. A date tells the customer how long your price stands.
- The customer and the job address Where the work is, if that’s not where the estimate goes.
- What you’ll do, in plain words “Replace the furnace and AC with a 3-ton heat pump and a new air handler” is clearer than “new HVAC system.”
- The equipment by size and model Tonnage, efficiency rating and model, so the customer can compare quotes like for like.
- Installation By the hour or as one price, whichever way you charge.
- The permit and taking away the old unit Each on its own line, so nothing turns up at the end.
- The total, and any deposit to start Some states limit how big a deposit can be. Check the rules where you work.
- A line for the customer to sign Their signature and the date show they approved the price.
Ridgeline Heating & Air
980 Glendale Ave, Sparks, NV 89431
(775) 555-0144 · office@example.com
NV license #000000
Estimate
- Estimate no.
- 3120
- Date
- Oct 20, 2026
- Good until
- Nov 19, 2026
Customer
Tom Alvarez
(775) 555-0129 · tom@example.com
560 Greenbrae Dr, Sparks, NV 89431
The job
Replace the 15-year-old furnace and AC with a heat pump and a new air handler. Reconnect the thermostat and test the system.
Equipment
3-ton heat pump, 16 SEER2, with a matching air handler
| Description | Qty | Price | Amount |
|---|---|---|---|
| Heat pump, 3-ton, 16 SEER2 | 1 | $6,400.00 | $6,400.00 |
| Air handler | 1 | $2,150.00 | $2,150.00 |
| Line set, pad and electrical whip | 1 | $640.00 | $640.00 |
| Installation labor | 1 | $2,800.00 | $2,800.00 |
| Permit and taking away the old units | 1 | $310.00 | $310.00 |
Payment terms
A $1,000 deposit to order the equipment. The rest when the system is running.
Notes
This is an estimate, not a bill. If we find more work once we start, we’ll ask you before doing it.
- Total
- $12,300.00
- Deposit to start
- $1,000.00
To go ahead, sign and date below.
Four ways to win more of the jobs you quote
Send it the same day
Write it up before you leave, while the measurements and the customer’s questions are fresh.
Give two prices when there are two ways
Repair or replace? Send an estimate for each, so the customer chooses with both in front of them.
Say what happens if you find more
The note at the bottom says you’ll ask before doing extra work. Keep it, or write your own.
Follow up in a couple of days
A short text asking if they have questions keeps the job from going quiet.
Questions about this template
Every trade’s invoice and estimate is on the free templates page.
Is this HVAC estimate template free?
Yes. There’s no account, no trial and no email address to give. Fill it in and download the PDF as often as you like.
Where does what I type go?
Nowhere. It stays in this browser on this device, so it’s there next time you open the page. Wakeman never sees it, and Clear everything removes it.
Will the estimate say Wakeman on it?
No. The PDF shows only your business: your name, your logo if you add one, and your details.
How does the customer approve it?
The PDF ends with lines for their signature, the date and their printed name. They can sign a printed copy, or answer your email or text to say yes.
How do I quote a new system?
List the equipment by size and model, then the installation, any permit, and taking away the old unit, each on its own line, so the customer can compare your price with another quote line by line.
Is an estimate the same as a contract?
No. An estimate is the price you’re offering. For bigger jobs many contractors also use a written contract, and some states set rules for what a home improvement contract must say. Your state’s contractor licensing board can tell you.
What’s the difference between an estimate and an invoice?
An estimate is the price before you start, for the customer to approve. An invoice is the bill once the work is done. When the job’s done, use the HVAC invoice template.
More free templates
Can’t answer the phone with your hands full?
Wakeman answers the calls you miss as your business, takes down the job and texts you the details. Hear it answer as your business first, with no account needed.
Plans and what each one answers are on the pricing page. More free tools and phone setup guides.