Free HVAC Quote Template
Create a professional HVAC quote in minutes
Name the equipment and included work for each repair, replacement or installation option. Side-by-side choices make comparison simple and help customers choose your company with confidence.
Email, print or download your quote as a PDF.
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Price the job. Send the quote. Get back to work.
HVAC Quote Template Examples
Use these previews for layout and wording ideas before pricing the repair or installation. Each opens the same quote editor, where you can add your own equipment details, logo, and business colors.
What Is an HVAC Quote?
An HVAC quote is a written offer for a defined repair, replacement, or installation. It names the proposed system or service and shows the price before the customer approves the work.
Use a quote when the equipment and work are clear. Keep upgrades separate so the customer can compare them. If testing reveals a different problem, update the quote and get approval before doing extra work.
Use a construction estimate when the final equipment, duct changes, electrical work, or repair scope is not known yet.
HVAC Quote, Estimate, or Invoice?
Choose the document that fits the decision your customer is making.
HVAC Quote
Use a quote when the equipment, repair or installation work, and price are ready for the customer to approve.
Construction Estimate
Use an estimate when diagnosis, equipment selection, ductwork, or electrical changes may still affect the final cost.
Construction Invoice
Request payment for the agreed work and show when it is due.
How to Create an HVAC Quote
Start with the proposed equipment or diagnosed repair and the service address. Docelf can reuse saved customer and item details; check that they match the system you are quoting.
- Your Business: Add your business and contact details, plus license information when used.
- Your Logo: Add your company logo to the quote.
- Customer and Site: Enter the customer and the address of the system.
- Number and Dates: Check the quote number, issue date, and valid-until date.
- Equipment and Work: List equipment, labor, and other included charges with quantities and prices.
- Check the Total: Check the selected offer and the tax treatment of equipment and labor.
- Terms and Sending: Add timing and exclusions in Terms and Conditions. Review, then email or save a PDF.
How to Fill In HVAC Quote Line Items
Price one defined repair or installation at a time. Identify the equipment in the description and say what the labor includes. A separately charged permit, delivery, or disposal service belongs on its own item row.
This fictional replacement quote uses an existing compatible duct system and electrical supply. The equipment specification would identify the selected models. Prices are in US dollars; an illustrative 8% tax applies only to the $4,980.00 of equipment and controls. Use the tax treatment that applies to your job.
| QTY | Description | Unit Price | Amount |
|---|---|---|---|
| 1 | Heat pump and matched air handler — one specified system | $4,800.00 | $4,800.00 |
| 12 | Installation, connection, and startup testing — labor hours | $95.00 | $1,140.00 |
| 1 | Compatible programmable thermostat — equipment | $180.00 | $180.00 |
| 1 | Old equipment removal and disposal | $180.00 | $180.00 |
| Subtotal | $6,300.00 | |
| Sales Tax (8% on equipment and controls; illustrative) | $398.40 | |
| Quote Total | $6,698.40 |
What to Include in HVAC Quote Terms
Use the Terms and Conditions field to explain the assumptions behind the installed price. Name the service location, timing, payment terms, and work that is excluded. Say who handles any required permits. Keep equipment warranty coverage distinct from any labor warranty your company offers.
Adapt this wording to the replacement quote above and the terms your business actually uses. Add the applicable warranty details and check local requirements before sending; the example does not set a standard warranty or tax rule.
Example: Terms and Conditions
- The price covers the specified heat pump, matched air handler, thermostat, installation and startup testing, and removal of the old equipment at [service address].
- The quote assumes the existing ducts and electrical supply are suitable for the selected system. Duct replacement and new electrical supply work are excluded.
- This quote is valid until [date]. We will agree on installation timing after acceptance and confirmation of equipment availability. Payment is due on completion.
- Changes to the selected equipment or listed work require a revised quote for approval before the changed work begins.
Put the Selected HVAC Offer in Writing
Describe the proposed repair or system. Docelf calculates the total as you add the equipment and installation. Check the proposed work, then email the quote or download a PDF.
Give the Customer Enough Detail to Compare the HVAC Options
Two replacement offers may include different equipment, installation work, and warranties. Give each alternative a clear price and scope so the customer can compare the actual offers, not just the totals.
Identify the Equipment
Name the manufacturer, model, capacity, and relevant efficiency rating from the selected equipment specification. Identify the unit and its location when the property has several systems.
Separate Installation Work
Explain the labor, materials, startup testing, disposal, and any permit charges included. Duct or electrical work that the installation needs belongs in the scope, even when another trade will carry it out.
Present Options Clearly
Use a separate quote for each repair or replacement alternative. You can duplicate a Docelf quote as a new numbered draft, then change the equipment and price. Keep only the selected offer in the quote the customer accepts.
State Warranty and Exclusions
Distinguish the manufacturer’s equipment warranty from your labor warranty. State the coverage, period, and relevant conditions accurately, and identify excluded existing-system problems or work by others.
Pricing electrical work as a separate part of the job? Use the electrical quote template.
More HVAC Quote Layouts
These six previews offer more layout ideas. Add your own job details in the editor, then print the finished quote or download a PDF.
Other Quote Template File Formats
Use Word or Google Docs for a document you edit yourself, or Excel or Google Sheets for quantities and rates. These pages provide separate file templates; Docelf downloads the finished online quote as a PDF.
See every option on the quote templates by format page.
Need Another Construction or Service Quote Template?
Choose a related template when the job is mainly another trade or part of a wider construction project.
After You Send the HVAC Quote
Your customer can accept or decline the emailed quote online without a Docelf account. Check delivery and viewing information in the document history. Docelf updates the status and emails you when the customer responds.
If equipment, availability, or the required work changes, revise and resend the quote. When it is time to bill, create an invoice from the quote and check the copied details against the agreed work.
HVAC Quote Template FAQs
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What is an HVAC quote?
An HVAC quote is a written offer for a defined heating or cooling job. It shows the proposed system or repair and the price before the customer approves the work.
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What should I include in an HVAC quote?
Start with the customer and service address. Describe the proposed repair or system and name the equipment when known. Show the installed price and keep optional upgrades separate. Add warranty, schedule, payment, and acceptance terms.
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Should an HVAC quote list the equipment model and efficiency?
Yes, when the equipment has been selected. Give the model and capacity, then add the efficiency rating when it helps the customer compare options.
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Should labor, equipment, and permits be separate?
Separate equipment and labor when it helps explain the installed price. Put a separately charged permit or disposal service on an item row. Include work required for the selected installation in its total; keep unselected upgrades outside that offer.
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How do I show repair and replacement options?
Use a separate quote for each alternative, with its own equipment, work, warranty details, and total. In Docelf, duplicating a quote creates a new draft with a new number. Update it for the alternative and check that the customer accepts the quote for the option they chose.
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What warranty details should be on an HVAC quote?
State the equipment warranty and any labor warranty you provide, including the covered period and important conditions. Keep warranty wording accurate and separate from work that is not covered.
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What is the difference between an HVAC quote and an estimate?
An HVAC quote gives a specific price for defined equipment and work. An estimate gives your best prediction when diagnosis, equipment selection, ductwork, or electrical changes are still uncertain.
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Can I create an HVAC quote online?
Yes. Enter the equipment or repair details in Docelf, review the price, then email the quote or download a PDF. Saving or editing the quote does not email it; you choose when to send.
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Can I turn an accepted HVAC quote into an invoice?
Yes. Create an invoice from the quote when you are ready to bill. Docelf copies the customer, item, and price details. Check them against the agreed HVAC work and add the payment due date before sending.
Ready to Send Your HVAC Quote?
Help your customer choose the heating or cooling work that fits their property.
- Separate equipment from installation work
- Keep the model, warranty, and optional upgrades clear
- Email the HVAC quote or download a PDF
