Download the free, fully editable HVAC equipment list template to catalog all HVAC units, track model/serial numbers, service history, and streamline calls with complete equipment data at your fingertips.
This template includes:
Dedicated fields for all key HVAC equipment details
A clean, organized layout for at-a-glance information
Customizable fields for your company branding
A professional, ready-to-print summary for your files
Before you begin, fill in the customer details. Adding the client’s name and service address creates a clear and professional record for every HVAC system you service.
Enter the client name and address.
Add your company details and logo.
Keep a clear record for every location.
Our organized list guides you through logging every piece of equipment. Follow the columns to enter the Brand, Model #, and Serial # for each furnace, AC unit, or thermostat.
List each piece of HVAC equipment.
Enter the brand, model, and serial number.
Note the installation date for age tracking.
Use the “Notes” column to document crucial details for future visits. Recording filter sizes, warranty info, and past repair notes helps your team arrive prepared every time.
Document filter sizes for each unit.
Add notes on warranty or past issues.
Create a complete system profile.
Stop just logging equipment—start using that data to drive sales. Housecall Pro attaches a full service history to each piece of equipment and automates maintenance reminders.
Build a digital service history for every unit.
Access equipment info instantly in the field.
Automate service agreement reminders.
See how Housecall Pro works for you. No credit card required.
As an HVAC business, some of your most critical information isn’t the new jobs—it’s what’s already out in the field. Without a centralized, up-to-date equipment list, you may end up:
A structured HVAC equipment list template helps you:
With clarity into what’s already installed, everyone on your team works more efficiently—and customers feel more confident in your service.
This template is more than a blank table. It has built-in structure, logic, and convenience features designed for HVAC professionals:
Your branding, company name, contact info, and blank fields for customer name, address, etc.
Rows for each installed HVAC system (e.g. furnace, AC unit, heat pump, indoor coil). Key fields include:
A linked or supplemental tab to track service visits, parts replaced, repair notes, technician initials, and costs over time.
Automatic summaries: counts by equipment age, warranty status, systems needing attention, or upcoming replacement candidates.
A stripped-down version suitable for field use: techs can bring a printed sheet, record info manually, and later digitize.
Color-coded cells, instructions on which fields to not edit (protected formulas), and general best practices for usage.
1.Make a copy
Use File → Make a Copy → Save as your master version in your company drive.
2. Customize for your company
Add your logo and branding, set your standard column labels, and adjust any fields unique to your workflows.
3.Populate with existing equipment
Enter all the HVAC systems currently under your service contracts, or newly discovered units during visits.
4.Log maintenance over time
After each service call, add entries in the service history tab tied to each piece of equipment.
5.Use summary data
The dashboard summarizes equipment by age, warranty expiry, or repair frequency so you can plan replacements or maintenance campaigns.
6.Field backup with printable copy
Use the printable version for techs on jobs. Later input their notes into the digital master sheet.
7.Refine and adapt
Because it’s your editable copy, you can add custom columns, remove irrelevant fields, or tweak layouts.
This tool is ideal for:
You don’t need to be a spreadsheet wizard—just basic comfort with Google Sheets or Excel will suffice.
| Benefit | Outcome |
| Full visibility into customer assets | Techs show up informed and prepared |
| Accurate quoting | You won’t guess model numbers mid-job |
| Better maintenance planning | Anticipate replacements before failures |
| Historical service data | See trends, spot recurring problems |
| Professionalism | Present cleaner proposals backed by data |
| Team alignment | Everyone in your company uses the same system |
You win a maintenance contract with a homeowner who has a furnace and a split AC. On your first visit, your technician brings up your equipment list template, populates the fields:
Months later, during a repair call, the technician refers to that data before arriving. He knows which compressor model to bring parts for, checks warranty status instantly, and executes the job faster. The homeowner receives a professional summary after you’re done, sees that you track their equipment history, and trusts you more.
Your team also uses the dashboard to flag units older than 15 years. You proactively call those customers about potential replacement before emergency breakdowns.
While the HVAC equipment list template gives you structured visibility into your installed fleet, Housecall Pro gives you the platform to manage your entire operation—turning visibility into action and growth.
Assign jobs by equipment history or urgency. Track techs live. Dispatchers see open work orders linked to specific equipment.
Use data from your equipment list to generate proposals faster. Turn existing model numbers into quote line items. Customers can approve work instantly.
Create invoices from dispatched jobs. Accept credit cards, ACH, or financing. No more chasing payments or handling paperwork.
Set up recurring maintenance reminders tied to equipment age or usage. Automatically send emails, SMS, or postcards to customers when their systems need a checkup.
All your jobs, equipment data, inspection notes, and invoices live under each customer record. No more scattered files or missing documentation.
Allow homeowners to schedule online, check tech arrival status, get digital invoices, and make payments. It enhances their experience and reduces friction.
Everything connects—equipment data, jobs, billing, and customer communications—all under one roof.
Get your free HVAC equipment list template now:
It’s a spreadsheet or document where you catalog every HVAC unit you service—model, serial, installation date, service history, warranty, etc.
You’ll eliminate guesswork, speed up quoting, reduce call-backs, and manage long-term maintenance more strategically.
Yes. You own your copy and can modify columns, fields, or layout as needed for your business.
Yes. The printable version or offline Excel copy lets them work even without internet, then later sync.
HVAC Pros complete 22%+ more jobs per month 1
On average, Pros grow monthly revenue by 35%+ 2
Run and grow your business in one app—and save 8+ hours a week 3
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