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Free HVAC estimate template

Put an AC replacement, heat pump installation or ductwork job into a clear equipment-and-labor estimate. Name the system you intend to install and show what is included beyond the unit itself. Your customer gets a PDF with scope, totals and terms rather than an unexplained equipment price.

  • No signup, no email required
  • Trade-specific starting line items
  • Print or save as PDF instantly

1. Choose your trade

We'll load typical line items to start from. Every one of them is editable.

2. Who it's from and for

3. Line items

Prices start at zero on purpose — put in your own rates.

  • $0.00
  • $0.00
  • $0.00
  • $0.00

Your quote

Total $0.00

Quotation

Quotation

Q-0001

Issued
Valid until

Line items

  • Supply split-system unit

    Qty
    1
    Unit price
    $0.00
    Amount
    $0.00

  • Installation labor (per hour)

    Qty
    10
    Unit price
    $0.00
    Amount
    $0.00

  • Refrigerant line set and brackets

    Qty
    1
    Unit price
    $0.00
    Amount
    $0.00

  • Startup and system test

    Qty
    1
    Unit price
    $0.00
    Amount
    $0.00
Subtotal
$0.00
Tax (0%)
$0.00
Total
$0.00

Notes

Includes startup and walkthrough. Electrical supply to the unit is assumed to be in place.

Payment terms

40% on order, balance on startup.

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What to include in an HVAC estimate

  • Equipment manufacturer, model, capacity and applicable efficiency ratings.
  • Installation labor and removal or disposal of the existing system.
  • Ductwork, refrigerant lines, drain work, mounting and thermostat requirements.
  • Electrical or gas-supply work and permits, identifying any exclusions.
  • Startup checks, system testing and customer walkthrough.
  • Manufacturer versus labor warranty terms, scheduling assumptions and payment milestones.

Frequently asked questions

How much equipment detail belongs in an HVAC estimate?

Include the proposed manufacturer, model, capacity and applicable efficiency rating. Identify indoor and outdoor components where relevant. Avoid promising a particular capacity until you have assessed the building and system requirements.

Should ductwork be part of an AC replacement quote?

Say explicitly whether you are reusing existing ducts, modifying them or replacing sections. List included duct work separately and document any inspection assumptions so equipment replacement is not mistaken for a full duct upgrade.

How do I show HVAC warranties without overpromising?

Distinguish the manufacturer's equipment warranty from your installation or labor warranty. Note registration requirements and exclusions that apply, using the actual terms for the equipment and service you offer.

Can I offer a heat pump option alongside an AC estimate?

Create a separate PDF for each system option so equipment specifications and totals stay unambiguous. Label the options clearly and do not add mutually exclusive systems to one payable total.

A PDF is where the quote stops. That's the part that costs you jobs.

The document you just built looks the part. But the moment you attach it to an email, you're back to guessing — did they open it, did they read it, do you chase today or next week?

A static PDF

  • You attach it and hope it lands
  • No idea if it was ever opened
  • The client replies whenever they get around to it
  • Following up means scrolling your sent folder
  • Every new quote starts from the last file you duplicated

The same quote in NubryxAI

  • Send it by email in one click, branded and formatted
  • See the moment your client opens it
  • They accept or decline online — no reply email needed
  • One board shows what's sent, viewed, accepted and expiring
  • Duplicate a past quote and send the next one in minutes
See how it works

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