Free estimate template
Free HVAC Estimate Template
Two worksheets: a customer-ready estimate and one linked System Options sheet. Open it in Excel or Google Sheets for automatic totals, or use the fillable one-page PDF for a quick quotation.
Prefer to build the estimate step by step and get a finished PDF? Use the online estimate generator .
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Download the HVAC estimate template in Excel or PDF
The HVAC estimate template pairs a customer-ready quotation with a linked System Options sheet, so you can compare equipment, capacity, warranties, and installed prices before sending the selected option.
Download it once and reuse it for each installation or service job, with no account, email address, or software to install. To create the quotation in your browser and export a finished PDF, Use the online estimate generator .
What is inside the HVAC estimate template
- Customer estimate plus one linked System Options worksheet
- Three editable equipment options with capacity, equipment details, warranty, and installed price
- Selected equipment price flows directly into the estimate total
- Space for installation scope, exclusions, schedule, payment, warranty, and acceptance
How to fill out the HVAC estimate template
- Download. Choose Excel for linked equipment options and automatic totals, or the fillable PDF for a quick manual quotation.
- Complete the estimate. Replace the yellow cells, choose one equipment option, edit the scope, and enter the prices and terms.
- Review and send. Confirm the equipment, capacity, totals, scope, exclusions, and warranty, then print or export the quotation as PDF.
Review the complete HVAC estimate guide before sending the document.
What to include in an HVAC estimate
- Record the job. Identify the customer, installation address, project, estimate number, and validity dates.
- Document the project basis. Record the system requirements, capacity source, existing equipment, and site responsibilities.
- Define the equipment options. Describe the equipment, capacity in BTU/h or kW, included features, warranties, and installed price.
- Write the installation scope. Separate included piping, drainage, electrical, controls, startup, allowances, options, and exclusions.
- Build the price and terms. Confirm the selected option, tax, deposit, schedule, payment terms, and warranty.
- Review and send. Check the customer-facing quotation before printing or exporting it.
The online generator and spreadsheet follow the same sequence. Use the format that fits the job, and keep the equipment, capacity, scope, price, and terms consistent in the customer document.
Excel, Google Sheets, or PDF: which format should you use?
- Excel
- Edit the equipment options and calculate automatically. Totals update when you change the selected price, tax rate, or deposit.
- Google Sheets
- Upload the XLSX file to Google Drive to edit it in a browser and share it with your team. Check print formatting after conversion.
- Fillable PDF
- A one-page form for a quick manual quotation. Type into the fields or print it; calculations are manual.
HVAC estimate template FAQ
Is the HVAC estimate template really free?
Yes. Download the Excel workbook and fillable PDF without creating an account or providing an email address.
Does the Excel template calculate totals?
Yes. It links the selected equipment option to the estimate and calculates line amounts, subtotal, tax, total, and deposit.
Can I open it in Google Sheets?
Yes. Upload the XLSX file to Google Drive and open it with Google Sheets. The formulas carry over, but check number formats and printing after conversion.
Can I use the template for installation and maintenance?
Yes. Rename the scope rows for equipment installation, preventive maintenance, diagnosis, cleaning, repairs, refrigerant work, or replacement parts.
Can I enter capacity in BTU/h or kW?
Yes. The capacity cells accept text, so you can record BTU/h, kW, tonnes of refrigeration, or the combination used on the equipment documentation.
Is the PDF fillable?
Yes. Type into the business, customer, scope, pricing, terms, and acceptance fields with a compatible PDF reader, or print it and complete it by hand.
Does the template replace a load calculation or contract?
No. It is a commercial estimate. It does not calculate equipment size and does not replace engineering, manufacturer instructions, permits, a tax document, or a final contract.
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