HVAC Estimate Template
Deliver Professional HVAC Estimates That Win More Jobs
HVAC jobs involve high-ticket equipment, detailed labor, and tight margins. Your estimate needs to be clear, organized, and professional. This HVAC Estimate Template helps contractors create structured, line-item quotes that build trust and speed up approvals. Whether you're bidding system replacements, new installs, ductwork, or service upgrades, this template gives you a repeatable estimating system designed for profitability.
What Should Be Included in an HVAC Estimate?
A complete HVAC estimate should clearly outline equipment specifications, installation scope, labor, and total project cost. Transparency reduces questions and improves client confidence.
This template helps you account for:
- HVAC equipment (furnaces, condensers, air handlers, heat pumps)
- Ductwork materials and fittings
- Thermostats and controls
- Labor hours and crew rates
- Removal and disposal of old units
- Permits and inspections
- Overhead and markup
Clear breakdowns prevent missed costs and protect margins.
How Organized Cost Categories Protect Your Profit
HVAC projects combine equipment, materials, and labor-heavy installs. Separating costs into categories helps you:
- Track equipment vs. labor margins
- Compare estimated vs. actual job cost
- Identify pricing patterns over time
- Duplicate estimate structures for similar installs
Organized estimates create financial clarity as your company grows.
HVAC Estimate Template Overview
This free HVAC Estimate Template is delivered as a fully customizable Google Sheets file designed to manage your entire estimating and proposal workflow — not just calculate a price.
Inside the template, you’ll be able to:
1. Build Accurate Estimates with Profit Visibility
Use the main estimating worksheet to enter:
- Line item descriptions
- Equipment costs
- Labor hours and rates
- Material quantities
- Markup percentage
The template automatically calculates totals and projected profit so you can verify margins before sending a quote.
2. Generate a Client-Facing Estimate (PDF-Ready)
Once pricing is finalized, a clean, professional client-facing estimate is generated automatically.
Export it to PDF and email it to your customer for quick approval — without exposing internal cost breakdowns.
3. Organize and Manage Cost Categories
Customize reusable categories such as:
- Equipment
- Labor
- Materials
- Removal & Disposal
- Permits
- Miscellaneous
This keeps your estimates structured and easy to replicate for future projects.
4. Automatically Generate an Invoice
The template includes a connected invoice sheet.
When the project status in the worksheet is updated to “Completed,” the invoice amount updates automatically — eliminating duplicate entry and saving time.
5. Include a Customizable Contract
A built-in contract template allows you to outline installation scope, warranty terms, payment schedules, and service agreements. Customize once and reuse across jobs.
6. Deliver a Complete Client Proposal
Everything wraps into a polished client proposal that includes:
- Cover letter
- Company introduction
- Space for equipment or job photos
- Scope of work
- Estimate
- Payment schedule
- Contract
This elevates your estimate into a professional presentation that builds trust and closes work.