QuoteCraftHeating & air conditioning quote template
A clear heating & air conditioning quote wins more jobs. Start from the line items hvac technicians use every day, add your prices once, and send a professional PDF from the job site.
Make one now, free Download blank quote (PDF)
Example: Install split AC in bedroom
EIN / Tax ID: 000 000 000
Prepared for
Sample Client
| Description | Qty | Unit price | Amount |
|---|---|---|---|
| AC installation | 1 job | $1,200.00 | $1,200.00 |
| Split AC unit 12,000 BTU | 1 pc | $900.00 | $900.00 |
| Copper line set | 5 m | $25.00 | $125.00 |
| Condensate pump | 1 pc | $90.00 | $90.00 |
| Old unit disposal | 1 pc | $75.00 | $75.00 |
| Subtotal | $2,390.00 | ||
| Sales tax 7% | $167.30 | ||
| Total | $2,557.30 | ||
| Deposit to book (25%) | $639.33 | ||
Common heating & air conditioning line items
| Item | Type | Unit |
|---|---|---|
| Diagnostic / call-out | Labour | visit |
| HVAC labour | Labour | h |
| Annual service / tune-up | Labour | job |
| Split AC unit 12,000 BTU | Material | pc |
| Refrigerant top-up | Material | kg |
| Copper line set | Material | m |
| Air filter | Material | pc |
| Thermostat (smart) | Material | pc |
| AC installation | Labour | job |
| Duct cleaning | Labour | job |
| Condensate pump | Material | pc |
| Old unit disposal | Other | pc |
QuoteCraft loads these as your starter price list with placeholder prices scaled to your country. Replace them with your own rates.
Pricing tips for hvac technicians
- Offer good / better / best options on separate quotes so the client can choose.
- Quote refrigerant by weight and note that the final amount depends on the system.
- Put the equipment warranty and your labour warranty in the terms.
- Mark up materials to cover collection time and waste — QuoteCraft applies a materials markup without showing it as a separate line.
- Ask for a deposit on larger jobs; the quote shows the deposit amount under the total.
Other trades
- Plumbing
- Electrical work
- Building work
- Cleaning
- Handyman services
- Landscaping
- Painting & decorating
- Roofing
- Carpentry
Frequently asked questions
What should a heating & air conditioning quote include?
Your business details, the client’s name and job address, a clear description of the heating & air conditioning work, each labour and material line with quantity and price, tax, the total, how long the price is valid, any deposit, and what is not included.
Should I charge for writing a quote?
Most tradespeople quote small domestic jobs for free and charge a call-out or survey fee for complex jobs or diagnostics. If you charge, say so before you visit and deduct it from the job if the client goes ahead.
How long should my quote be valid?
Thirty days is common. Use a shorter period (7–14 days) when material prices are moving quickly. QuoteCraft adds the validity date automatically.
What is the difference between a quote and an estimate?
A quote is a fixed price for the work described; an estimate is an informed guess that can change. If the scope is unclear, list assumptions in the notes or give an estimate instead.