HVAC quote template

Download the HVAC quote template

The same sample document in two formats. The PDF is what a finished quote looks like; the spreadsheet has live formulas, so change a quantity or a rate and the totals follow.

No signup, no email, no watermark. Sample figures — edit everything. Opens in Excel, Numbers and Google Sheets.

See this quote filled in, in the builder — the same sample, editable. It opens as an estimate — the builder files quotes that way — so the heading and the number change.

What a HVAC quote needs on it

A like-for-like changeout is the classic HVAC fixed-price job: same tonnage, same location, existing ductwork reused. Quote it flat, and state explicitly that duct repair, electrical upgrades and code-required additions found at install are priced as change orders.

• The exact unit you are installing, by model number: a fixed price is only fixed against a named piece of equipment
• The job as found — same tonnage, same location, existing ductwork reused — so "like-for-like" means something specific
• Line set, disconnect, pad and whip, which homeowners never think about until a bid omits them
• Who pulls the permit, and whether its cost sits inside the fixed number
• That startup, commissioning and the refrigerant charge are in the number, not billed afterwards

And what every quote needs

Use a quote when you can see the whole job and control the variables: a like-for-like replacement, a measured area, a repeat job you have priced twenty times.

• A tightly written scope — a fixed price is only safe if the scope is exact
• Explicit exclusions, since anything unlisted is what a dispute will be about
• A change-order clause saying how additional work gets priced and approved
• An expiry date, because a fixed price cannot outlive your material costs

HVAC line items included in this template

These load into the builder ready to edit. Prices are starting points, not our opinion of what you should charge — set your own and they save to your price book.

Rates are illustrative US figures and vary widely by market. Price your own work.

Questions

When can I quote an HVAC job flat instead of estimating it?

When nothing is hidden: a like-for-like changeout, same tonnage, same location, ductwork staying put, and you have seen the equipment and the panel. That is the classic flat-price HVAC job. Anything involving new duct runs, a tonnage change or an electrical upgrade belongs on an estimate until you have been inside.

What if I open the attic and the ductwork turns out to be undersized?

That is a change order, not a loss you absorb — provided your quote said so. State in the terms that duct repair, electrical upgrades and code-required additions found at install are priced separately and approved in writing before the work happens. Price the change the day you find it, while the customer can still see the problem.

How long should an HVAC quote stay valid?

Thirty days is the common term, and shorter in a season when equipment pricing is moving. Refrigerant transitions have made this sharper than it used to be: a quote written against R-410A stock does not hold once the supplier switches. Put the expiry on the document rather than relying on the customer to act quickly.