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Free HVAC Estimate Template

A free HVAC estimate template for repairs and system replacements. Put three units at different efficiency levels under good, better and best, with removal, the permit and the warranty on every option. Download it as a PDF, Word or Excel file. No sign-up. Fasite is all-in-one, operations-first software for home service businesses.

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Published by Fasite. Questions: support@fasite.org.

Read in this browser only. It is not uploaded.

Blank counts as zero. No default rate.

Add-ons the customer can tick
Send estimates customers approve online

Download PDF opens the browser print dialog, where you can save a PDF. Nothing is uploaded.

Your business

Estimate EST-0001

Customer

Issued — · Valid until —

Good

DescriptionQtyUnitPriceTaxAmount
Diagnostic visit1eachNo
Labor1hourNo
Replace run capacitor1eachNo
Refrigerant1lbNo
Clean condenser coil1eachNo
Install smart thermostat1eachNo
Replace blower motor1eachNo
Remove and dispose of old unit1eachNo
Permit1eachNo

Option total: $0.00

Better

DescriptionQtyUnitPriceTaxAmount
—1No

Option total: $0.00

Best

DescriptionQtyUnitPriceTaxAmount
—1No

Option total: $0.00

Subtotal (Good)
$0.00
Discount
$0.00
Tax
$0.00
Total
$0.00
Due to approve
$0.00

This estimate lists the work and the price for each option.

The price is for the work described. Ask if you want a different option.

Made with Fasite's free template · fasite.org/tools/estimate-template

What to put on an HVAC estimate

  • For a replacement: the brand, model, size in tons or BTUs, and the efficiency rating on the label, such as SEER2 or AFUE
  • For a repair: the part, what failed, and the labor
  • Any ductwork, pad, line set or electrical changes
  • Removal and disposal of the old equipment
  • The permit, if your area needs one
  • The manufacturer warranty and your labor warranty, written separately
  • How long the price holds and the deposit to approve

Why offer good, better and best

80% of homeowners want to know what good, better, best options are available. Housecall Pro, Customer Service Report (December 2025).

A confusing quote is the second most common reason homeowners give for being least likely to hire a contractor (32.6%). Modernize, Homeowner Insights Report 2025.

40.96% of homeowners planned to compare two quotes, 25.72% three, and 14.41% four or more. Modernize, same report.

How to write an HVAC estimate

  1. Add your business. Enter the business name, phone, email, website and license number. A logo stays on this device.
  2. Add the customer. Enter the customer name, service address, email and phone.
  3. Add Good, Better and Best. Put line items under each option: a description, quantity, unit and price. Tick taxable on lines that should be taxed. Add-ons are optional lines the customer can tick.
  4. Add tax, discount and deposit. Enter your tax rate, any discount and any deposit due to approve. Leave a field blank for zero.
  5. Download or print. Use Download PDF or Print. The browser saves the file. Nothing is sent to a server. Turn off the Fasite line if you do not want it on the page.

Send estimates customers approve online

More for HVAC businesses

Questions

Questions about the template.

  1. Use three units at different efficiency levels, or the same unit with longer warranties. Keep installation, removal and the permit the same in all three so the customer compares the equipment.

  2. By the pound, on its own line, with the refrigerant type in the description. On the invoice, bill the pounds you actually added.

  3. You can add it as an add-on the customer can tick, so it stays out of the main price until they choose it.

  4. The subtotal is quantity times unit price, added up for the option you are pricing. A discount comes off before tax. An amount discount is spread across lines in proportion to each line's share of the subtotal. Tax is your tax rate times the taxable lines after that discount. The total is the subtotal, minus the discount, plus tax. A deposit on an estimate is the amount due to approve.

  5. No. Download or print from this page, or copy a link that keeps the document in the URL hash. Fasite does not store the document. The small Fasite line on the PDF can be turned off.

Sources & method

Published by Fasite. Questions: support@fasite.org. Every default on this page comes from a source below. A field with no default is one you fill in.

  • Housecall Pro, Customer Service Report (2025). 80% of homeowners want to know what good, better, best options are available. Published December 2025.
  • Modernize, Homeowner Insights Report 2025 (2025). A confusing quote is the second most common reason homeowners give for being least likely to hire a contractor (32.6%). 40.96% of homeowners planned to compare two quotes, 25.72% three, and 14.41% four or more.

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