Free HVAC Estimate Template
Create accurate heating and cooling estimates for installations, repairs, and replacements. Track equipment, labor, materials, and permits. Win more HVAC jobs with detailed, professional estimates clients trust.
Download Free HVAC Estimate Template
Professional HVAC estimate template for residential and commercial projects. This free HVAC proposal template helps you calculate installation costs, system sizing, labor hours, and material expenses. Perfect for HVAC contractors, technicians, and service companies who need precise cost breakdowns for heating and cooling estimates.
Excel Template
HVAC estimate calculator with formulas
- Auto-calculate equipment & labor costs
- BTU sizing calculations
- Material quantity tracking
PDF Template
Client-ready professional format
- Print-ready layout
- Present to homeowners
- Bid submissions
Word Template
Fully editable proposal template
- Add company branding
- Custom line items
- Edit all sections
Trusted by HVAC contractors • Free HVAC estimate calculator • No signup required
Everything You Need in a Estimate Template
Our templates include all the essential elements for professional estimates
Equipment Cost Calculator
Track HVAC units, furnaces, air handlers, thermostats, and accessories. Calculate total equipment costs with manufacturer pricing and contractor discounts.
Labor & Installation Hours
Estimate installation time by system type and complexity. Track technician hours with different rates for master techs, apprentices, and helpers.
Material & Supply Costs
Include ductwork, refrigerant, electrical components, pipes, insulation, and fittings. Capture every material cost from start to finish.
Permits & Add-Ons
Add permit fees, disposal costs, warranty upgrades, and optional services like duct cleaning or air quality improvements.
How to Write an HVAC Estimate
Follow these simple steps to create your first estimate
Download the HVAC Template
Choose Excel for automatic calculations, PDF for client presentations, or Word for customization. All formats are completely free.
Assess the Project
Calculate heating/cooling load, measure square footage, check existing ductwork condition, and determine system requirements based on home size.
Select Equipment & Materials
Choose appropriate HVAC system based on BTU requirements. List all equipment, ductwork, refrigerant lines, thermostats, and installation materials needed.
Calculate Labor & Time
Estimate installation hours based on system complexity. Factor in removal of old equipment, installation, testing, and cleanup time.
Add Permits & Markup
Include permit costs, disposal fees, and warranty options. Add material markup (20-40%) and labor profit to reach final estimate.
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200+ specific line items organized by category. Never wonder what to charge for again.
HVAC Estimating Best Practices
Calculate Load Properly
Use Manual J calculations to size systems correctly. Oversized or undersized equipment wastes energy and reduces comfort. Include load calc in your estimate.
Inspect Before Estimating
Visit the site to check ductwork, electrical, and space constraints. Photos miss critical details that affect costs and feasibility.
Include All Materials
Don't forget line sets, disconnect boxes, pads, condensate pumps, and small fittings. These add up quick and hurt margins if forgotten.
Explain Equipment Options
Present good-better-best options with efficiency ratings. Help clients understand long-term savings with higher SEER/AFUE ratings.
Why Use This HVAC Estimate Template
Move beyond templates and transform your invoicing workflow
Stop Losing Money
Track every component and hour to protect margins. Our HVAC estimate calculator ensures you never underestimate project costs again.
Win More Jobs
Professional estimates show expertise and build trust. Detailed breakdowns help clients understand the value you provide.
Save Time on Estimates
Reuse this HVAC proposal template for every job. Create estimates in 15-20 minutes instead of starting from scratch each time.
Improve Accuracy
Compare estimated costs vs actual job costs to refine future estimates. Learn which jobs are profitable and which need adjustment.
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Frequently Asked Questions
Everything you need to know about hvac & heating invoices
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