Free HVAC estimate template (PDF)
Repair or replace? Put each option and the equipment on paper, so the customer can choose. No account, no card.
Prefer Word? Download the estimate template (.docx)
- Free to use
- Nothing to sign up for
- Deleted 30 days after you last open it
What to put on an HVAC estimate
Make one estimate per option
A repair estimate and a replacement estimate side by side let the customer choose without waiting for a second visit.
Name the equipment
Make, model and capacity in the line description, so the customer knows what is going in and the paperwork matches the unit.
Say what an install includes
Ductwork changes, electrical work, permits and hauling away the old unit are the lines customers most often ask about. List them, or say they are not included.
Line items HVAC contractors often use
- Diagnostic visit
- AC tune-up
- Furnace repair (labor)
- Refrigerant (per pound)
- Parts and materials
- Filter replacement
- Thermostat installation
- After-hours or emergency fee
Tired of rebuilding the same estimate?
Your customer can accept your HVAC estimate (a quote in Koteshen) online, and you can ask for a deposit when they do (Basic plan and up) so the equipment can be ordered. It then becomes an invoice with a card payment button.
14 days free, no card. Then keep the Free plan or pick one with reminders.
Questions about HVAC estimates
How long should an HVAC estimate be valid?
Equipment and refrigerant prices can change, so many contractors keep the window short. The Valid until date starts at 30 days; set it to what you can honor.
Should I put the manufacturer's warranty on the estimate?
You can, but only as the manufacturer states it. Put any labor warranty you offer on a separate line in the Notes box.
Do I charge sales tax on an HVAC estimate?
It depends on your state and on what is being sold. Check with your state's tax agency or your accountant. This generator doesn't calculate tax, so add it as its own line if you plan to charge it.