FieldCamp’s free HVAC estimate template transforms your bidding process from guesswork to precision. No more scribbled quotes on carbon paper or lost estimates in email chains. Create professional estimates that win jobs and set clear expectations.
Add equipment details, labor hours, and material costs with confidence. Customize with your logo, and send estimates that close deals faster. Built for HVAC pros who know that every minute saved in the office means more time turning wrenches.
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Issued: 2025-09-06
Due: 2025-09-06
| DESCRIPTION | PRODUCT / SERVICE | QTY | UNIT PRICE | TOTAL |
|---|---|---|---|---|
| Complete system replacement, including removal of old unit | Carrier 24ANB636 3-Ton AC Unit | 1 | $2850.00 | $2850.00 |
| CNPVP3621ALA uncased evaporator coil, with optimal efficiency | Evaporator Coil Replacement | 1 | $650.00 | $650.00 |
| Professional installation by certified HVAC technicians | Installation Labor | 1 | $1000.00 | $1000.00 |
FieldCamp’s HVAC estimate template streamlines your estimation process for every type of HVAC job. Whether you’re quoting a simple AC tune-up or a complete system replacement, create accurate estimates with all the essential details like equipment specs, labor costs, warranty terms, and project timelines.
This template works for residential service calls and commercial installations alike. Stop losing jobs to unclear pricing, give clients the transparency they expect, and the professionalism that wins contracts.
Transform your estimation process from paper chaos to digital efficiency with these simple steps:
Start by downloading the free HVAC estimate template in your preferred format—Excel for desktop power users, Google Sheets for cloud collaboration, or PDF for quick fills.
Open the template and save a master copy. This becomes your go-to starting point for every new estimate, saving valuable time on repetitive data entry.
Make it yours by adding your HVAC company details at the top. Include your business name, logo, state license number, insurance information, and contact details.
Add your standard payment terms, warranty information, and any required legal disclaimers. This one-time setup ensures every estimate reinforces your professional image and meets regulatory requirements.
Fill in the client information section with the customer’s name, service address, contact information, and property type (residential or commercial). Add the job date, estimated number for tracking, and technician name.
Include a brief project scope description, whether it’s an AC repair, furnace replacement, or complete system installation. These details create clear communication and help avoid disputes later.
Here’s where accuracy meets opportunity. List each service, part, and labor component as separate line items. For equipment, include manufacturer names, model numbers, SEER ratings, and tonnage.
Break down labor costs by task: removal, installation, and testing, with hourly rates and time estimates. Add material costs like refrigerant, ductwork, or electrical components. The template auto-calculates totals, ensuring accurate pricing every time.
Double-check your calculations and tax rates are correct. Review the estimate for completeness. Did you include permit costs, disposal fees, or after-hours charges? Adjust the validity period based on material price volatility. Once satisfied, save the estimate with a clear filename (Client_Name_Date_Service).
Email directly to clients or print for in-person presentation. Follow up within 48 hours to answer questions and close the deal.
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Essential sections: company header with license number, client and job site details, estimate number and date, itemized services with equipment specs (make, model, SEER rating), labor breakdown, materials list, subtotal/tax/total, payment terms, validity period, and warranty information.
Add your logo and branding, set standard labor rates by technician level, pre-load common equipment with your markup, customize service categories, add your payment terms and financing options. Create separate versions for residential, commercial, and emergency work.
Yes, FieldCamp offers a free professional HVAC estimate template that includes HVAC-specific fields, automatic calculations, and full customization options. Download and start using it immediately.
Professional HVAC estimate templates deliver multiple advantages. It saves 30-45 minutes per estimate. Standardized formats ensure nothing gets missed and forgotten, including disposal fees or permit costs. Auto-calculations prevent math errors that eat into profits. A professional presentation builds client trust and increases close rates.
Most HVAC companies offer free estimates for installations and major repairs, but charge diagnostic fees for troubleshooting service calls. The diagnostic fee typically applies toward repairs if the customer proceeds. Free estimates work well for planned replacements where the scope is clear—new AC installation, furnace replacement, or duct renovation. For emergency calls or complex diagnostics requiring extensive testing, charging ensures serious customers and covers technician time. Many companies waive fees for maintenance agreement customers.
Converting estimates to invoices should be seamless. With FieldCamp’s HVAC software, it’s one click; the system transfers all estimate details, updates quantities based on actual usage, and adds any change orders. For manual conversion, use the same template structure but change the header from “Estimate” to “Invoice,” add the work completion date, update any quantities or prices that changed during the job, include payment terms and due date, and add your invoice number. Always reference the original estimate number for easy tracking.
Mechanical engineers handle commercial projects and complex systems. Licensed HVAC contractors design residential replacements. Some areas require engineer-stamped drawings for permits. Most contractors use Manual J software for load calculations and basic system layouts.
Simple repairs: 15-30 minutes. Residential AC/furnace replacement: 45-60 minutes. Commercial systems: 2-4 hours. Complex multi-zone or custom ductwork: multiple visits. Digital templates cut documentation time and thorough beats fast every time.