HVAC Estimate Template for Heating and Cooling Contractors
Equipment by tonnage and SEER2, ductwork by the linear foot, line set, thermostat, labor hours, permit and an optional maintenance plan in one PDF.
- Free, no signup
- PDF in about two minutes
- Works on a phone
What makes an HVAC estimate different
An HVAC estimate is mostly an equipment decision with labor wrapped around it. The customer is usually choosing between two or three systems, and the price gap between them comes down to efficiency, capacity and brand. That means the estimate has to name the equipment precisely: model numbers, tonnage, SEER2 for cooling, AFUE for gas heat, HSPF2 for heat pumps. "3-ton AC" is not enough to compare against a competitor's quote.
The second difference is what you reuse. Line sets, pads, disconnects, thermostats and ductwork can often stay. Every reused item is a risk, and the estimate is where you say how you handle it if it fails.
Structure the line items
Put each piece of equipment on its own row with its rating, then the install materials and labor below.
| Description | Quantity | Unit | Unit price |
|---|---|---|---|
| 3-ton condenser, 15.2 SEER2 | 1 | each | $4,600 |
| Cased evaporator coil, 3-ton | 1 | each | $1,450 |
| Refrigerant line set, 3/8 x 3/4 in | 30 | linear ft | $28 |
| Insulated supply duct, 8 in | 40 | linear ft | $22 |
| Install labor, 2-person crew | 16 | hour | $135 |
Most new systems sold in 2026 use R-454B or R-32 refrigerant. If the old line set is reused, the estimate should say it will be flushed and pressure tested.
Good, better, best
HVAC customers expect options. Build the base system as the main estimate and show the alternatives as separate estimates or clearly labeled option lines with their own totals. Changing only the condenser and furnace rows keeps every other line the same, so the client sees exactly what the upgrade buys.
Check the electrical side before you price. A new condenser may need a different breaker size, a new disconnect or a longer whip, and a heat pump with strip heat may need a new circuit. If an electrician has to do it, list it as a sublet line with the electrician's price, not a vague allowance.
Worked example: AC and furnace replacement
A 1,900 sq ft two-story house with a 17-year-old 3-ton R-22 condenser and an 80% furnace in the basement. Load calculation supports 3 tons. Two supply runs to the upstairs bedrooms are crushed and get replaced.
| Description | Qty | Unit | Unit price | Amount |
|---|---|---|---|---|
| 3-ton condenser, 15.2 SEER2 | 1 | each | $4,600 | $4,600 |
| Gas furnace, 80,000 BTU, 96% AFUE | 1 | each | $3,900 | $3,900 |
| Cased evaporator coil, 3-ton | 1 | each | $1,450 | $1,450 |
| Refrigerant line set, 3/8 x 3/4 in | 30 | linear ft | $28 | $840 |
| Insulated supply duct, 8 in | 40 | linear ft | $22 | $880 |
| Programmable thermostat, installed | 1 | each | $275 | $275 |
| Install labor, 2-person crew | 16 | hour | $135 | $2,160 |
| Permit and inspection | 1 | each | $250 | $250 |
| Subtotal | $14,355 |
Below the subtotal, an optional line: "Annual maintenance plan, 2 visits, $189 per year." Keep it out of the install total so the system price stays comparable with other bids.
Switching from an 80% to a 96% furnace usually means new PVC venting and a condensate drain. Those are in the furnace and labor price here; on a tighter job, list them as their own rows.
Free download
HVAC estimate template, ready to edit
The worked example above as a file, with its line items and terms already filled in. Change the prices, add your details and send it.
Or skip the file: fill it in above and download a PDFAll trade templates
Terms that belong on an HVAC estimate
- Validity: "Equipment pricing valid for 21 days."
- Deposit: a deposit to order equipment, balance on completion and start-up. California limits home improvement down payments to 10% or $1,000, whichever is less; other states vary.
- Warranty: the manufacturer parts warranty, which often requires product registration within 60 days, and your own labor warranty in years.
- Removal: "Old equipment removed and refrigerant recovered per EPA rules."
- Exclusions: electrical panel upgrades, asbestos duct wrap abatement, drywall patching for new duct runs, and condensate pumps unless listed.
The common dispute: reused parts that fail
The call comes three weeks after install: the new system is low on charge, and the leak is in the old line set buried in a wall. The client sees a brand new system that does not work. You see a part they declined to replace.
Write the choice into the estimate before install:
"Existing line set to be reused if it holds a nitrogen pressure test and vacuum. If it fails, replacement is $28 per linear foot. Leaks in reused components after install are not covered by the labor warranty."
The client either pays for the new line set now or accepts the risk in writing.
Prices on this page are ballpark US figures in US dollars for early 2026. They show how a quote is put together, not a rate survey: price from your own costs and your local market.
How to use
Three things, then download
Your business name, the client and the line items are all a PDF needs. Tax, dates and terms are there when you want them.
- 01
Header with license and system facts
Business name, mechanical license number and phone, then the address, square footage, existing equipment, its age and the refrigerant it uses; put the system details in the notes.
- 02
List equipment by model
Condenser, coil and furnace or air handler on separate rows, each with brand, model number, tonnage or BTU, and SEER2 or AFUE rating.
- 03
Price install work in its own units
Ductwork per linear foot, line set per foot, labor in crew hours, and thermostat, pad, disconnect and permit as single items.
- 04
Lock the terms
Validity, deposit, equipment and labor warranty, what is reused versus replaced and the price if a reused part fails. Download the PDF.
Use cases
Frequently asked questions
Replacement estimates are usually free, since the contractor is quoting a $10,000 to $20,000 job. Repair calls are different: a diagnostic or trip fee of $79 to $150 is common, often credited if the customer approves the repair.
Model numbers for every piece of equipment, tonnage and SEER2 or AFUE, line set, pad, electrical disconnect, thermostat, any duct changes, removal and disposal of the old system, permit, labor and the equipment and labor warranty terms.
The right way is a Manual J load calculation, which accounts for insulation, windows, orientation and climate. Rules of thumb like one ton per 500 to 600 sq ft are only a starting point, and writing "sized per Manual J" on the estimate shows the client you did the work.
Federal minimums for split central air conditioners under 45,000 BTU are 13.4 SEER2 in the North and 14.3 SEER2 in the Southeast and Southwest. Print the SEER2 on each equipment line so the client can compare quotes and check rebate eligibility.
Fifteen to thirty days is typical. Manufacturers often raise equipment prices once or twice a year, so state that equipment pricing is re-confirmed if the job is scheduled after the valid-until date.
Add it as an optional line below the install subtotal, priced per year, for example $189 per year for two tune-ups and priority scheduling. Some manufacturers require proof of annual maintenance to honor extended warranties, which is worth noting on the estimate.
Related tools
Estimate templates by trade
Each page loads the line items that trade actually bills, in the units it bills them. Ballpark US figures, there to show the structure.