Free HVAC Estimate Template
A clean, three-option estimate your customer can actually understand, built around a real AC replacement. Use it as-is, or build and send it in two taps inside OneBy.
This is the layout the best shops use to win the bigger job without pressure: one page, three clear options, the recommended one in the middle. The customer picks the level of fix they want instead of shopping your single price against the next company.
Everything below is yours to use free. Print it, copy the structure into your own paperwork, or fill it in on screen. The prices are left blank on purpose, drop in yours.
Free to use. Fill in your prices, print it, or copy the layout.
Your business name, license #, phone
ESTIMATE
No. __________ · Date __________
Valid for 30 days
Prepared for
Job address
Scope
Good
Repair the existing system
Get them cooling again for the least money today.
- Diagnostic and system inspection
- Replace failed componentcapacitor, contactor, or motor
- Refrigerant top-off as needed
- Full system test and airflow check
Better
New 14.3 SEER2 system
Right-sized, efficient, and under warranty. The one most owners pick.
- New 14.3 SEER2 condenser and matched coil
- New line set and pad as needed
- Permit, startup, and haul-away of old unit
- 10-year parts warranty, 1-year labor
Best
High-efficiency system + smart thermostat
Lowest bills, quietest run, longest coverage.
- Variable-speed high-efficiency system
- Smart thermostat and whole-home surge protector
- Duct sealing and airflow balancing
- Extended labor warranty + year-one maintenance plan
Deposit to schedule
Estimated start
Prices assume conditions described above. Work not listed is quoted separately. Warranty and payment terms: __________________________.
Customer signature
Date
Why the three-option layout books more work
One price is a yes-or-no question, and the easiest answer is to call the next company for a second quote. Three options change the question to which one. The customer stays with you and decides how much to spend, and the recommended middle option gives most people a comfortable place to land.
On a no-cool call the honest cheap fix and the new system both belong on the page. Let the homeowner weigh a repair on an aging unit against a warrantied replacement, most will move up on their own.
- Put the option you recommend in the middle and mark it clearly.
- Keep each option to a few plain-language lines, not a parts list.
- Name what the customer gets, warranty and peace of mind, not just the hardware.
- Send it the same day. Estimates sent within an hour close far more often.
Stop rebuilding this in a Word doc
In OneBy you save these three options once, then send a branded estimate from your phone on the job. The customer taps to accept and it turns into a scheduled job, no retyping. Join the founders list for early access and lock the AI at $39 a month for two years.
HVAC estimate template questions
What should an HVAC estimate include?+
Your business and license details, the customer and job address, a clear scope for each option, the equipment and warranty, any permit or haul-away, the price, and a line for the customer to accept. The template below covers all of it.
Why give three options on an HVAC estimate?+
A single price gets shopped against the next company. Three options change the question from yes-or-no to which-one, and the middle option gives most homeowners a comfortable place to land. Shops that quote this way tend to win larger tickets.
Can I send this estimate from my phone?+
With OneBy you build the three options once as a reusable template, then send a branded estimate from your phone while you are still standing in the driveway. The customer taps to accept and it becomes a scheduled job. Join the founders list for early access.