Free template · Excel · Estimates by trade
Free HVAC estimate template
An HVAC replacement estimate: the equipment by model, the ductwork and venting changes, electrical, removal and permit, with room for an option at another price.
HVAC estimate template
Excel workbook (.xlsx) · 20 KB · 4 sheets
| Item | Description | Qty | Rate | Amount | Tax? |
|---|---|---|---|---|---|
| Equipment | Cold-climate heat pump, 3 ton, outdoor unit and coil | 1 | 7,800.00 | 7,800.00 | Y |
| Equipment | Gas furnace, 96% AFUE, variable speed | 1 | 4,200.00 | 4,200.00 | Y |
| Ductwork | Supply plenum and return modifications | 1 | 1,350.00 | 1,350.00 | Y |
| Install | Line set, pad, refrigerant charge and start-up | 1 | 1,900.00 | 1,900.00 | Y |
| Electrical | Disconnect and circuit for outdoor unit | 1 | 650.00 | 650.00 | Y |
| Thermostat | Smart thermostat for dual fuel | 1 | 320.00 | 320.00 | Y |
| Removal | Remove and dispose of old furnace and AC, recover refrigerant | 1 | 350.00 | 350.00 | Y |
| Permit | Permits, at cost | 1 | 200.00 | 200.00 | Y |
| Subtotal | 16,770.00 | ||||
| HST (Nova Scotia) | 2,347.80 | 14% | |||
| ESTIMATE TOTAL | 19,117.80 | ||||
| Deposit required | 5,000.00 | ||||
| BALANCE ON COMPLETION | 14,117.80 |
Why an HVAC estimate needs its own layout
Customers buying a furnace or heat pump compare quotes by brand and total price, but the install is what decides how well it works. An HVAC estimate that names the equipment by model, and lists the ductwork, venting and electrical work, shows the difference between your quote and a cheaper one.
This template lists equipment by model, the install work and removal, and has space for a second option and rebate notes. The example is a heat pump with a gas furnace backup in Nova Scotia.
What to include on an HVAC estimate, and why
- Make, model and efficiency rating. Customers compare these. It also shows exactly what will be installed.
- How the system was sized. A line saying you did a load calculation (or what you based the size on) separates you from quotes sized by guesswork.
- Ductwork and venting. New equipment on old ductwork is a common cause of complaints. List what you'll change.
- Warranty registration. Many manufacturer warranties are longer only if registered. Say who registers it.
- Rebates, carefully. Point to programs, but don't promise amounts you don't control. Rebates are paid by the program, not you.
How to price it
Flat price per system
Customers buy a system, not hours. Build the price from equipment, materials and labour, with a margin.
Good, better, best
Two or three systems at different efficiency and comfort levels. Put the recommended one in the lines and the others in the notes.
Financing
If you offer financing through a lender, note it, but keep the estimate's price the cash price.
Deposits and payment terms
- Deposit to order equipment
- Balance on completion and start-up
- Price valid 30 days; equipment prices change
- Rebate applications are the customer's, with your paperwork
Put the deposit and payment schedule on the estimate itself, so the customer signs up to them and they carry straight onto the invoice. For how to record a deposit you take up front, see customer deposits and retainers.
Sales tax, GST/HST and PST on HVAC work
United States
HVAC equipment is taxable in most states when sold; when installed as part of a building, many states treat the contractor as the consumer of the equipment. Some states also tax installation labour or service agreements.
Check your state's rules for HVAC contractors and say whether tax is included.
Canada
GST/HST applies to equipment and installation once you're registered.
In provinces with PST, check whether certain energy-efficient equipment has its own treatment, and how equipment installed in a building is taxed.
Check a rate with the US sales tax calculator or the GST/HST calculator, then set it beside the tax lines in the template. Both tax lines can be renamed, so one estimate works for sales tax, HST, or GST plus PST or QST.
The example, filled in
The Estimate sheet opens filled in with the example in the preview: a Nova Scotia HVAC contractor quoting a heat pump install, estimate HE-26-122 for an example customer. The lines come to a subtotal of $16,770.00 and a total of $19,117.80, with a deposit required of $5,000.00 and a balance on completion of $14,117.80. The price holds for 30 days. The figures are made up to show the layout; they are not market rates.
In Nova Scotia, a registered HVAC contractor charges 14% HST on equipment and installation.
The notes box reads: “Option B: heat pump only with electric backup, subtract $2,900. Rebates, if any, are paid to you by the program; we'll provide the invoices and model numbers you need. 10-year parts warranty when registered; 2-year labour.”
Lines on the price list sheet
The Price list sheet starts with the lines HVAC businesses usually charge for. Add your rates once and copy them onto each estimate.
| Line | Unit | Note |
|---|---|---|
| Furnace | each | By efficiency and capacity. |
| Air conditioner or heat pump | each | Outdoor unit and coil. |
| Ductless mini-split | per head | Plus outdoor unit. |
| Ductwork | flat or per run | Modifications or new. |
| Venting | flat | Furnace or water heater. |
| Line set and refrigerant | flat | By length. |
| Electrical | flat | Disconnect, circuit. |
| Removal and recovery | flat | Old equipment. |
| Permit | at cost |
What's in the file
| Sheet | What it holds |
|---|---|
| Estimate | The printable hvac estimate, filled in with the example on this page: your details, the customer, system, 15 lines, two tax lines, deposit required, scope and terms, and signature lines. |
| Price list | The lines hvac businesses usually charge for, with the unit for each. Enter your own rates once and copy them onto each estimate. |
| Estimate log | One row per estimate: status (Pending, Accepted, Declined, Expired), the invoice number once billed, a follow-up date and your win rate. |
| Instructions | How to fill it in, plus the notes on this page about what to include. |
Pale yellow cells are for your entries; white cells calculate. Nothing is locked, so you can rename lines or change the layout. The Instructions sheet repeats the steps and the notes on this page.
Download the hvac estimate template (.xlsx)
Or send it from AcboBooks
Need one estimate today? The free invoice generator makes a PDF in your browser. Sending them every week? AcboBooks keeps your HVAC price list, turns an accepted estimate into the invoice (see estimate software), tracks what each customer owes and adds up the tax you collected. It's Windows desktop software, bought once; try it free for 15 days.
Sources
Checked October 25, 2026. Tax rules change and differ by state and province; confirm with the tax agency or your accountant.
- Canada Revenue Agency: input tax credits (information an invoice needs)
- CRA RC4022, General Information for GST/HST Registrants
- CRA: GST/HST rates by province
- IRS Publication 583, Starting a Business and Keeping Records
- Federation of Tax Administrators: links to every state tax agency
Questions
Should the estimate name the equipment model?
Yes. It's what the customer is buying, and it lets them check efficiency ratings and warranty terms.
How do I handle rebates on an estimate?
Mention programs the customer may qualify for and what paperwork you'll provide. Don't subtract rebates you don't control from your price.
How do I offer options?
Put the recommended system in the lines, and the others in the notes with their price difference, or send separate estimates.
Do I need a load calculation?
It's best practice, and some programs and codes require it. At minimum, say how you sized the equipment.
Related
- HVAC invoice template
- Customer deposits and retainers
- Customer deposit (glossary)
- Markup and margin calculator
- Accounting software for HVAC companies
- General estimate and quote template
- All invoice and estimate templates by trade
General information, not tax, legal or accounting advice. Check with your accountant or the tax agency before relying on a template for tax.
AcboBooks
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