Canonical page: https://bokeping.com/templates/hvac-estimate-template/ Markdown page: https://bokeping.com/templates/hvac-estimate-template.md Text version of the public page. Check the canonical page for current terms and interactive features. Free template · No email required # HVAC estimate template Quote heating and cooling jobs with the scope, materials and terms spelled out, so the customer can say yes and the invoice later matches. Download a template or fill it in below. [Download the template]()[Fill it in online]() By [Bokeping Team]()Updated October 14, 2026 ## Download the HVAC estimate template DOCX ### Word estimate template Edit the header, job details and line items in Word or Google Docs. Totals are typed by hand. [Download DOCX]() XLSX ### Excel estimate template Amounts, per-line tax and the estimate total calculate as you type. Works in Excel, Numbers and Google Sheets. [Download XLSX]() PDF ### Printable estimate One US Letter page with the HVAC job fields, for filling in by hand on site. [Download PDF]() The Word and Excel files open with sample heating and cooling lines to overwrite. Sample tax is an illustrative 8% on parts and materials only — whether labor, materials or both are taxable depends on your state and the job. ## Or fill in the estimate online It opens with sample HVAC lines. Change anything, then download a PDF — free, no signup. Estimate generator Currency[Preview]() ### Preview Your business name Estimate Estimate no. EST-0001 Estimate date Oct 15, 2026 Valid until Nov 14, 2026 Prepared for Customer name | Description | Qty | Rate | Tax | Amount | | --- | --- | --- | --- | --- | | 3-ton 16 SEER2 condenser and matched coil | 1 | $4,200.00 | 8% | $4,200.00 | | Line set, pad and electrical disconnect | 1 | $480.00 | 8% | $480.00 | | Installation labor, crew of two (hours) | 10 | $115.00 | — | $1,150.00 | | Removal and disposal of old equipment | 1 | $150.00 | — | $150.00 | | Permit and inspection fee | 1 | $125.00 | — | $125.00 | Subtotal $6,105.00 Tax $374.40 Estimate total $6,479.40 Notes Price includes start-up, refrigerant charge and a walkthrough of the new thermostat settings. Ductwork changes are not included. Terms & conditions Estimate valid for 30 days. A 30% deposit schedules the installation; the balance is due on completion. Equipment pricing may change if the manufacturer raises prices before the order is placed. Estimate EST-0001Page 1 of 1 Free, no signup. Nothing you type leaves this browser. Estimate total**$6,479.40** [Preview]() ## What to include on an HVAC estimate Beyond the basics — your details, the customer, a unique number and the date — these are the lines HVAC contractors get asked about. Sample estimate lines - 3-ton 16 SEER2 condenser and matched coil1 × $4200.00 - Line set, pad and electrical disconnect1 × $480.00 - Installation labor, crew of two (hours)10 × $115.00 - Removal and disposal of old equipment1 × $150.00 - Permit and inspection fee1 × $125.00 Fictional example prices. 1. 1 ### Equipment specification State the tonnage, efficiency rating and brand or a stated equivalent, so the customer can compare quotes like for like. 2. 2 ### What installation includes Line set, pad, disconnect, start-up and disposal — list them so nothing reads as an extra later. 3. 3 ### Permit and inspection Show who pulls the permit and what it costs, if your jurisdiction requires one for the replacement. 4. 4 ### Deposit and schedule Say how much is due to order equipment and when the balance is due. 5. 5 ### How long the price holds Equipment prices move. A validity date tells the customer when the quote needs to be refreshed. [Job done? ## HVAC invoice template Bill the approved lines with the matching invoice, plus any changes the customer signed off.]()[Not HVAC work? ## Free invoice generator Start from a blank invoice or estimate for any kind of business.]() ## Estimate templates for other trades - [Plumbing estimate template]() - [Landscaping estimate template]() - [Cleaning estimate template]() - [Electrician estimate template]() - [Handyman estimate template]() - [Construction estimate template]() - [Painting estimate template]() FAQs ## HVAC estimate questions ### Should an HVAC estimate include a deposit? Many contractors ask for a deposit before ordering equipment. State the amount or percentage, when it is due, and whether it is refundable, so the customer knows what they are agreeing to. ### What is the difference between an estimate and an invoice? An estimate is the price you propose before the work; an invoice is the bill after the work or a milestone. In Bokeping you can create the invoice from the accepted estimate without retyping the lines. ### Is this HVAC estimate template free? Yes. The Word, Excel and PDF files download without signing up or giving an email address, and the online generator makes PDFs for free. Replace the sample lines and prices with your own; they are fictional examples, not pricing guidance. ### Can I use this estimate in Bokeping? The downloads are standalone documents. In Bokeping you create the estimate from your customer and item lists, email it with an expiry date, and turn it into an invoice once it is accepted. A free account is enough to start. ## Turn accepted estimates into invoices Email estimates from Bokeping, see which are accepted, and convert them to invoices without retyping a line. [Start free]()