Stop losing bids to confusing or unprofessional quotes. Our free, detailed estimate template helps you clearly present your services, build customer trust, and win more work.
This template includes:
Customizable company header
Automatic total calculation
Itemized service list & clean, printable format
Google Sheets and Excel-ready format
Your estimate is often your first impression. Make it count by adding your company logo, name, and contact details to create a polished, professional document that stands out.
Add your unique company logo.
Include your business name and address.
Build immediate trust with clients.
Clearly list all the work you propose to do. A detailed description of tasks, from installing a new AC unit to repairing ductwork, helps clients understand the full value you provide.
Describe each proposed task.
Set clear project expectations.
Prevent confusion and scope creep.
Our template allows you to separately list costs for labor, materials, and other charges. This transparency shows customers exactly what they are paying for and justifies your total price.
List labor charges separately.
Itemize all necessary materials.
Show a clear, easy-to-understand total.
Stop sending static PDFs. With Housecall Pro, you can create interactive estimates with good-better-best options, collect e-signatures on the spot, and automate follow-ups.
Create tiered pricing options.
Let customers approve jobs online.
Automatically follow up on open estimates.
See how Housecall Pro works for you. No credit card required.
In the competitive HVAC industry, a winning estimate is more than just a price—it’s a powerful sales tool. Homeowners often gather multiple quotes, and the one that is clearest, most professional, and easiest to understand is the one that builds the most trust. A poorly structured or confusing estimate can make a potential customer question your professionalism, even if your technical skills are top-notch. It can lead to endless questions, price negotiations, and ultimately, lost work.
A professional HVAC estimate template is the first step to solving this problem. It provides a standardized framework to present your proposals clearly and accurately. Using a template ensures every quote you send is detailed, transparent, and designed to help you stand out from the competition. This guide will walk you through how to create an estimate that not only informs your customers but also helps you win more profitable jobs.
A great estimate leaves no room for doubt. It should provide the customer with all the information they need to make a confident decision. Your estimate should be a clear, comprehensive document that details the proposed work and all associated costs.
Your Company Information Your estimate should prominently feature your company name, logo, address, and contact information. It should also include any relevant license numbers to establish your credibility as a qualified professional.
Client Information Clearly states the full name of the client and the address of the job site. This ensures the estimate is for the correct person and location.
Estimate Number and Date Assign a unique estimate number for easy tracking. Include the date the estimate was created and, if applicable, an expiration date (e.g., “Price valid for 30 days”).
Detailed Scope of Work Provide a clear, itemized description of the work you plan to perform. Instead of a vague term like “AC Repair,” be specific: “Replace faulty capacitor on outdoor condenser unit” or “Install new 3-ton, 16 SEER central air conditioner.”
Breakdown of Costs Transparency is key to building trust. Your estimate should have separate sections to itemize all costs:
Clear Totals Provide a subtotal for all charges, then add any applicable taxes to show a clear grand total. This final number should be easy to find and understand.
Terms and Conditions Include a brief section outlining your payment terms, warranty information for parts and labor, and the estimated project timeline.
Our Google Sheet estimate template is designed to be comprehensive yet easy to fill out. Follow these steps to create a winning estimate for your next job. For your convenience, a copy of these instructions is also included on the ‘Instructions’ tab within the Google Sheet itself.
To get started, fill out the form on this page and hit download. You will receive an email containing a link to the Google Sheet, then you can follow the next steps.
Important First Step: Make a Copy of the Template Before you begin, you must save a copy of the Google Sheet to your own Google Drive. The original template you receive is view-only. This ensures every user starts with a clean, original version. To make your own editable copy, simply:
Step 1: Customize with Your Business Information Open your copied Google Sheet and navigate to the “Company and Client Information” section. Replace the placeholder logo and enter your company’s name, address, and contact details. Save this version as your master template.
Step 2: Enter Client and Estimate Details For each new job, fill in the client’s information. Assign a unique estimate number and set the date. This ensures every estimate is properly organized and tracked.
Step 3: Detail the Work and Cost Breakdowns Move to the “Estimate Details” section. In the description fields, provide a detailed outline of the proposed work. Then, fill out the separate sections for Service/Item, QTY/Hours, Rate, and Tax % with the quantity and unit price for each item.
Step 4: Review the Automated Totals The template will automatically calculate the total for each line item and sum everything up at the bottom. Simply enter your local tax rate, and the sheet will calculate the total tax and provide the final estimate total. This automation prevents manual math errors.
Step 5: Save and Send Your Professional Estimate Once everything is filled out, review the “Printable Estimate” tab to see the clean, professional version of your document. To send it, go to “File” > “Download” and select “PDF Document (.pdf)”. A PDF is a non-editable format that is perfect for sending to clients.
Step 6: (Optional): Print a Blank Field Copy For situations where you need to fill out a price list by hand, the template also includes a blank version. Navigate to the “Printable Estimate – Blank” tab to print a clean copy that can be completed manually while on a job site.
A well-crafted estimate does more than just outline costs; it sets the stage for a successful project and a happy customer.
Builds Customer Trust Through Transparency When a customer sees a detailed breakdown of costs for labor and materials, it eliminates suspicion. They understand exactly what they are paying for, which builds immediate trust and makes them more confident in choosing you over a competitor who provides a vague, single-line quote.
Reduces Follow-up Questions and Saves Time A clear, comprehensive estimate answers most customer questions before they are even asked. By providing all the details upfront, you spend less time on back-and-forth emails and phone calls, freeing you up to focus on other jobs.
Sets Clear Project Expectations The detailed scope of work in your estimate acts as a roadmap for the project. Both you and the customer have a clear understanding of what is included in the job. This prevents “scope creep” and disagreements down the line.
A template is a huge step up from writing quotes by hand, but it’s still a manual process. You have to enter data, save files, and manually follow up. Housecall Pro’s software automates your entire sales process, turning estimates into a powerful, interactive sales tool.
Present Good-Better-Best Options Instead of offering one price, Housecall Pro lets you build tiered proposals with “good, better, and best” options right in your estimate. This empowers customers to choose the option that fits their budget and needs, significantly increasing your average job value.
Add Images and Videos to Estimates Show, don’t just tell. Attach photos or videos directly to your estimates to show the customer the broken part or explain why a replacement is needed. Visual proof is incredibly persuasive and helps justify your recommendations.
Enable Online Approval and E-Signatures Make it easy for customers to say yes. With Housecall Pro, clients can view, approve, and electronically sign your estimate from their phone or email with a single click. This convenience closes deals faster and eliminates the need to chase down signed paperwork.
Automate Estimate Follow-ups Stop letting potential jobs fall through the cracks. The software can automatically send polite, professional follow-up emails to customers who haven’t responded to an estimate, helping you stay top-of-mind and win more work without lifting a finger.
A professional and transparent estimate is your single best tool for standing out and winning more HVAC jobs. Our free template provides the perfect foundation to build trust and present your pricing clearly. When you’re ready to automate your sales process and give your customers a modern, interactive experience, Housecall Pro is the ultimate solution.
Try Housecall Pro free for 14 days — and start turning every HVAC estimate into a booked job with confidence.
An estimate is an educated guess of what a job will cost, which can change. A quote is a fixed, binding price for a specific job. An invoice is a bill sent after the work is completed, requesting payment. The term “estimate” is most common in HVAC for variable jobs.
Most HVAC companies provide free estimates for new installations or major replacements as a way to win new business. However, charging a “diagnostic fee” or “service call fee” for repair estimates is a common and accepted practice, as it covers the technician’s time and expertise.
Yes, you can. Open the Google Sheet, then go to the File menu, hover over Download, and select Microsoft Excel (.xlsx). The file will download to your computer and can be opened in Excel. Please note that some fonts or formatting may look slightly different.
It’s a good practice to include an expiration date on your estimate, typically 30, 60, or 90 days. This protects you from price fluctuations in equipment and materials and encourages the customer to make a decision in a timely manner.
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