Free template
HVAC estimate and invoice templates
Replacements are quoted as a flat system price with options; service calls bill a diagnostic fee plus flat-rate repairs. These spreadsheets come set up for that, with working totals, tax and deposit, and an example 3-ton split system replacement to start from.
Free, no sign-up. Works in Excel, Google Sheets and Apple Numbers.
What's in the template
The example line items for a 3-ton split system replacement. Prices are illustrative only; replace them with your own.
| Item | Qty | Unit | Unit price | Taxable | Line total |
|---|---|---|---|---|---|
| Condenser, 3-ton 16 SEER2Outdoor unit with pad, disconnect and whip | 1 | ea | $4,200.00 | Y | $4,200.00 |
| Evaporator coil, casedMatched coil for the existing furnace | 1 | ea | $1,350.00 | Y | $1,350.00 |
| Refrigerant line set flushFlush and pressure test existing lines, nitrogen purge | 1 | job | $285.00 | N | $285.00 |
| Thermostat, programmableSupply and install, wire and configure | 1 | ea | $225.00 | Y | $225.00 |
| Installation laborTwo-tech crew, removal and haul-away of old equipment | 10 | hr | $135.00 | N | $1,350.00 |
| Permit and startupMechanical permit, commissioning and startup report | 1 | job | $250.00 | N | $250.00 |
| Subtotal (before tax) | $7,660.00 | ||||
| Deposit (30%) | $2,298.00 | ||||
| Balance | $5,362.00 | ||||
The spreadsheet adds sales tax on lines marked Y once you enter your rate, and has spare rows for more items.
How to use it
- 1Download the template. Download the hvac estimate or invoice (.xlsx). It opens in Excel, Google Sheets and Apple Numbers.
- 2Add your company and customer. Fill in the shaded company, customer and service-address cells, and set the document number and date.
- 3Replace the example lines. The example is a 3-ton split system replacement. Replacements are quoted as a flat system price with options; service calls bill a diagnostic fee plus flat-rate repairs. Change the items, quantities and unit prices to your own; line totals and the subtotal update automatically.
- 4Set tax and deposit. Mark each line taxable (Y) or not (N), enter your sales tax rate, and set the deposit percent (the example uses 30%).
- 5Review terms and send. Edit the terms to match your policies, save a copy for the customer, and export to PDF to send.
Tips for hvac estimates
- Put the equipment model numbers in the description column so the customer can compare options line by line.
- Keep the permit and startup as its own line; inspectors and homeowners both ask for it.
- If you offer Good/Better/Best, save a copy of the sheet per option and change only the equipment lines.
HVAC terms included
- Equipment warranty is the manufacturer's and depends on registration within the manufacturer's deadline.
- Equipment size shown is based on a load calculation performed for this home.
Plus standard validity and payment terms. Edit all of them to match your policies and local law.
FAQ
HVAC template questions
Have a question we didn't cover? Book a demo and ask a product specialist.
Should I show refrigerant as a separate line?
On repairs, yes: list it per pound so the customer sees what was added. On a full replacement the factory charge and line-set adjustment are usually part of the install line.
Why is a 30% deposit in the example?
Equipment is the biggest cost on a changeout, and many shops collect enough to cover it before ordering. Check your state's rules, since some limit deposits on home improvement contracts.
Do the formulas work in Google Sheets?
Yes. The line totals, subtotal, taxable amount, tax, deposit and balance use standard functions (SUM, SUMIF, ROUND, IF) that work in Excel, Google Sheets and Numbers.
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