Free HVAC Estimate Template

Our customizable template makes it easy to send out professional quotes. It’s perfect for HVAC businesses starting out or an HVAC contractor exploring software instead of pen and paper. The template is part of a larger free resource from Jobber, where you can store clients’ information, convert estimates to invoices, and get paid for your work.

If you’re just looking for a basic free HVAC quote template that you can reuse as often as you like, download either the HVAC quote template PDF or the HVAC quote template Excel Spreadsheet and start sending estimates to your clients. If you want to automate your process and have more flexibility, use Jobber’s free estimate software.

Your HVAC estimate should include the following information:

• Your HVAC business name, company logo, and contact information
• Your client’s name, address, phone number, and email
• Quote number for record-keeping purposes
• A breakdown of the type of work you’ll be providing, along with a detailed description
• An accurate estimate of the cost of completing the work, factoring in labor costs, material costs, quantity, parts markup for
HVAC equipment, any special discounts or rates, and sales tax
• Optional line items for added services or tasks that would enhance the work
• A description of anything that specifically won’t be included in the scope of work
• How long the estimate is valid for
• Estimate terms and conditions (e.g., deposit amount, invoice payment terms, warranty information)

An estimate template is a blank copy of your estimate form, which you can complete to create a professional quote after a consultation. You can find templates such as fill-in PDFs, Microsoft Word, Google Docs, Google Sheet and Excel formats, free quoting tools, or HVAC software. Using an HVAC template is essential to keeping your business efficient and consistent.

Here’s what an HVAC estimate template can do for you:

• Help you stay organized and include all necessary quote details
• Reduce room for error by including mandatory form fields
• Make you look more professional than handwritten estimates
• Cut down on repetitive data entry and save you time
• Help you track rates, prices, expenses, and outstanding invoices
• Set client expectations and protect your business with terms and conditions
• Make filing easier with digital copies of all estimates
• With our free HVAC quote template, it’s easy to add the project details, get the estimate approved, complete the work,
convert an estimate into a professional invoice, and get paid faster—all with just a few clicks.

No matter the industry, every estimate needs the same elements: itemized costs, estimate totals, and terms and conditions, to name just a few.

The main difference is the HVAC systems and services you offer as an HVAC technician or company. Start by deciding what HVAC service(s) you’d like to offer, create a list of standard line items for bids and estimates, and set prices for your HVAC services.

Our HVAC bid template helps you assemble a professional estimate and send it off to your clients faster.
And if you need extra help estimating your work, read our guide to pricing HVAC jobs.

Quotes and estimates seem similar, but there’s one big difference: budget flexibility.

An estimate is a rough but educated guess at how much time, work, and materials will be involved in completing a job. This gives you some wiggle room in case any unexpected details pop up during the work.

On the other hand, a quote tells a potential client exactly how much they’ll be paying for the job. This can mean higher profits if you come in under budget. But it also means you have to think of everything that could complicate the job and cut into your profit margin—and plan for it when you’re creating your HVAC quote sheet.

(And yes, you can use our free generator to create an HVAC quote template!)

When you’re creating an estimate, it should describe the work and the approximate costs. A proposal includes much more information, depending on what the clients want. They could ask for anything from a detailed construction estimate with project timelines to a complete history of your HVAC company. Proposals are usually required for commercial clients rather than residential ones.

You can use our free HVAC proposal template if you want to build a proposal instead.

There’s a big difference between estimates and invoices.

An estimate describes what the finished work will look like and how much it’ll cost to complete. This is the first step in any HVAC project. An estimate sets the expectations for the clients, and you don’t move forward until they sign off on it.
An HVAC invoice is the final itemized bill you send clients for the completed work. This is the last step of the project. Depending on how much the work has changed during the project, the amount on the invoice might be different from the amount on the estimate.

You can use our HVAC invoice template if you’re looking for help with your invoicing.

That depends on how you’re doing it! If you’re using pen and paper, it could take a while to write down your contact details, add the client’s information, write in all your costs from memory, and tally up the costs in your head.

Some of that information is already in place with HVAC estimate forms, and the calculations are made automatically, including taxes and discounts. Filling in the quote details specific to the project should only take a few minutes, and then the estimate can be sent to the clients for approval.

Estimating and quote management software like Jobber makes it easy to create an estimate using your desktop or mobile app.

Here’s what you can do with estimating software:

• Set up client files for storing estimates, project details, and invoices
• Let new leads request work through your website or Google Local Services Ads
• Create estimates with add-ons, packages, and images
• Convert quotes into jobs and invoices
• Give clients the option to approve estimates and pay deposits online
• Communicate with clients using email and SMS
• Schedule teams, route work, and track time and expenses
• Get paid faster using automated follow-ups and credit card processing
• Leverage advanced reporting and AI tools to get real-time business insights

Learn more about how Jobber can help you create estimates and win work faster.