Free HVAC estimate generator

How to write an HVAC replacement estimate

A system replacement is a big purchase, and the homeowner is usually comparing two or three quotes. The one that is easiest to understand often wins. The form above opens as an estimate.

• 1. Add your business details and your license number if your state requires it on proposals.
• 2. Add the customer and the address, then set the valid-until date.
• 3. List the equipment with tonnage, efficiency rating and model type so it can be compared line for line.
• 4. Put installation labor on its own line, then the line set, pad, disconnect and thermostat.
• 5. Add removal, refrigerant recovery and the permit as separate lines.
• 6. Add a maintenance plan as an option, then write deposit and exclusions in the notes.

Good, better, best: how to present options

Most homeowners do not know the difference between single-stage and variable-speed, but they understand three prices side by side. A good option meets their needs at the lowest price, a better option adds efficiency or comfort, and a best option is your top system.

Keep the install, line set, permit and removal the same across options so the only difference is the equipment. Say plainly what each step up gets them: quieter operation, better humidity control, lower energy use, a longer warranty. Do not promise specific savings unless you can back the number.

Size it right: load calculation first

Replacing like for like repeats whatever mistake was made the first time. A Manual J load calculation looks at the house itself: square footage, insulation, windows, orientation and air leakage. Many jurisdictions require one with the permit for a new system.

An oversized system short-cycles, leaves the house clammy and wears out faster. An undersized one runs constantly on the hottest and coldest days. Mention the load calculation on the estimate. It is one of the clearest ways to show you did more than read the old nameplate.

What to include, and what to exclude

HVAC jobs grow when the old system comes out. Write down what is in the price and what is not.

• Equipment: outdoor unit, indoor coil or air handler, furnace for a gas or dual-fuel system, each with its rating.
• Install parts: line set or line set flush, pad, disconnect, whip, condensate drain, float switch.
• Controls: thermostat, and whether the existing wiring supports it.
• Removal, refrigerant recovery and disposal.
• Permit and inspection, which vary by city or county.
• Exclusions: duct replacement or sealing, electrical panel or circuit upgrades, and any repair to drywall or ceilings.
• Rebates: tell the customer to check current state and utility rebate programs, and do not promise an amount.

From accepted option to installed system

When the customer chooses an option, delete the others, flip the Invoice or Estimate switch at the top of the page and set a due date. The lines carry over.

If you quote replacements every week, the free ToolBerry app keeps it organized. Build estimates, called proposals in the app, from your saved list of equipment and services, put good, better and best packages on one estimate, record which one the customer picked and capture their signature on your phone. Track each estimate from draft to sent to accepted, then turn it into a job or an invoice without retyping. It works offline and runs on iPhone, Android and the web.