What a HVAC estimate is for
Homeowners shopping for a new system usually get three HVAC estimates and struggle to compare them, because one lists tonnage, one lists a brand name and one lists only a price. An estimate that names the model numbers, the efficiency rating, what happens to the line set and the ductwork, and what the warranty covers lets the customer compare on substance. It also protects you when the install crew shows up and finds the equipment matches what was sold.
What to put on a HVAC estimate
- Model numbers for every major piece, not just the brand, so the customer can check the rating.
- The tonnage or BTU size, and how you sized it: a load calculation or the old unit's size.
- Whether the line set is new or reused and flushed.
- Thermostat, pad, disconnect, drain and any duct changes as their own lines.
- Permit and haul-away of the old equipment.
- Parts and labor warranty terms, and who registers the equipment.
- How long the equipment price holds.
A worked example
A 2,000 sq ft ranch with a twenty-year-old air conditioner and electric furnace. The load calculation came back close to the old size, and the homeowner wants a heat pump. The attic air handler is cramped, so the transition needs rework.
| Line | Qty | Unit | Price |
|---|---|---|---|
| Heat pump outdoor unit, 3 ton | 1 | each | Your price |
| Variable speed air handler with heat strips | 1 | each | Your price |
| New line set | 35 | ft | Your price |
| Smart thermostat with common wire | 1 | each | Your price |
| Supply plenum and transition rework | 4 | hour | Your price |
| Condensate pump with safety switch | 1 | each | Your price |
| Mechanical permit | 1 | each | Your price |
| Recover refrigerant and haul away old system | 1 | each | Your price |
Duct rework is priced by the hour here because attic transitions vary; if you prefer a flat price, change the unit to each. Write the model numbers into the line descriptions before sending, so the estimate holds up next to the other two.
Line items HVAC companies use
| Line item | Unit | How to write it |
|---|---|---|
| Condenser or heat pump outdoor unit | each | Brand, model number, tonnage and efficiency rating, so the customer can look it up. |
| Furnace or air handler | each | Model number, fuel type and the BTU or blower size. |
| Evaporator coil | each | Matched to the outdoor unit; say so, since a mismatched coil hurts the rating. |
| Line set, new or flushed | ft | Say whether you are replacing the copper or reusing and flushing it. |
| Thermostat | each | Model, and whether it needs a common wire run. |
| Pad, stand or wall brackets | each | Where the outdoor unit sits. |
| Electrical disconnect and whip | each | New disconnect and conduit to the unit. |
| Condensate drain and pump | each | Include a safety float switch where the drain sits over a finished ceiling. |
| Ductwork modifications and transitions | hour | Plenum and transition work to fit the new equipment. |
| Refrigerant | lb | Charge beyond what the unit ships with, by the pound. |
| Permit and inspection | each | Mechanical permit, and electrical if the city requires a separate one. |
| Haul away old equipment | each | Includes recovering the old refrigerant. |
| Diagnostic or service call | each | The trip and the first stretch of diagnosis. |
| Repair labor | hour | Hourly labor on repairs, separate from parts. |
| Tune-up, cooling or heating | visit | The seasonal check, listed as one visit. |
Terms and deposit language for HVAC
- Deposit. On a system replacement, a deposit when the customer signs reserves the equipment and the install date. Repair calls are usually paid on completion with no deposit. Check your state's rules on deposits for home improvement work.
- Payment. Balance due when the system is running and the customer has seen it heat or cool. If the customer is financing, say that the lender pays you directly and when.
- Warranty. Separate the manufacturer's parts warranty, which often depends on online registration, from your own labor warranty. Say who registers the equipment and by when.
- Equipment prices can change between the estimate and the order; say how long the equipment price holds.
- If the old system turns out to have problems the new one cannot fix, such as undersized return ducts, those are quoted separately.
- Utility rebates and tax credits are the customer's to claim; say that you will provide the paperwork, not the money.
How to fill it in
- Put in your business details once; this browser keeps them for every template.
- Fill in the customer and the job.
- Change the line items to fit this job and add your prices.
- Set tax, the deposit and the good-until date.
- Print to PDF, download Word or CSV, or send it from Koira.
Free tools for HVAC
- HVAC load calculator
- HVAC replacement cost calculator
- Duct size calculator
- Maintenance plan pricing calculator
- HVAC labor rate calculator
The same estimate for other trades: appliance repair, auto detailing, carpet cleaning, chimney, house cleaning, commercial cleaning, concrete, drywall, electrical, fence, flooring, garage door, general contractor, gutter, handyman, irrigation, junk removal, landscaping, lawn care, locksmith, moving, painting, pest control, plumbing, pool service, pressure washing, remodeling, roofing, septic, snow removal, solar, tree service, waterproofing, window cleaning.
More for HVAC companies: how HVAC companies run on Koira.