DOCX
Word estimate template
Edit the header, job details and line items in Word or Google Docs. Totals are typed by hand.
Download DOCXFree 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.
By Bokeping TeamUpdated
Download the HVAC estimate template
XLSX
Excel estimate template
Amounts, per-line tax and the estimate total calculate as you type. Works in Excel, Numbers and Google Sheets.
Download XLSXPDF
Printable estimate
One US Letter page with the HVAC job fields, for filling in by hand on site.
Download PDFThe 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.
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
Equipment specification
State the tonnage, efficiency rating and brand or a stated equivalent, so the customer can compare quotes like for like.
- 2
What installation includes
Line set, pad, disconnect, start-up and disposal — list them so nothing reads as an extra later.
- 3
Permit and inspection
Show who pulls the permit and what it costs, if your jurisdiction requires one for the replacement.
- 4
Deposit and schedule
Say how much is due to order equipment and when the balance is due.
- 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
FAQs
HVAC estimate questions
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.
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.
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.
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.