Free HVAC Estimate Template
Create a professional HVAC estimate on your phone in about two minutes. Add your prices and customer, then download a clean PDF to send. Free to use.
Repairs, tune-ups and system replacements all go smoother when the customer can see exactly what they are paying for, part by part.
No sign-up needed. Works on iPhone and Android.
(555) 123-4567
you@yourcompany.com
Valid for 30 days
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Diagnostic & system inspection | 1 | $129.00 | $129.00 |
| Run capacitor replacement | 1 | $185.00 | $185.00 |
| R-410A refrigerant (per lb) | 3 | $95.00 | $285.00 |
| Condensate drain line flush | 1 | $110.00 | $110.00 |
| Air filter 16x25x1 | 2 | $18.00 | $36.00 |
Sample prices for illustration. Use your own rates.
What to include on a HVAC estimate
- Your business name, phone, email and license number
- Customer name and job address
- Estimate number and date
- How long the price is valid
- Itemized labor and materials
- Tax, discounts and the total
- Deposit required and payment terms
- A line for the customer to sign and approve
- Include equipment make, model and SEER2 rating
- State warranty terms for parts and labor
- Offer a maintenance plan as an optional line item
The HardhatBill template has a spot for every one of these, so nothing gets missed.
How it works
1. Add your details
Your business info is saved, so you only type it once.
2. List the work
Start from typical HVAC line items and change them to your prices.
3. Download & send
Get a clean PDF to text or email to your customer on the spot.
Questions
What is the difference between an estimate and a quote?
An estimate is your best calculation of the cost and can change if the job changes. A quote is usually a fixed price. Either way, list your assumptions in the notes so the customer knows what is included.
How long should a HVAC estimate be valid?
Most HVAC technicians use 14 to 30 days, because material prices change. The template defaults to 30 days and you can change it.
Can I turn the estimate into an invoice when the job is done?
Yes. Switch the document type to Invoice and your customer and line items carry over, with a new invoice number and due date.
Is it really free?
Yes. You can create 5 PDFs a month for free. Pro adds your logo, removes our footer and makes it unlimited.