Stop losing money on complex jobs and start quoting with confidence. Our free flat rate pricing guide helps you calculate profitable, consistent prices for every HVAC service you offer.
Customizable company header
Inputs for labor rates & surcharges
Automatic calculation for standard & after-hours pricing
Google Sheets and Excel-ready format
Input your business’s labor costs so the template can calculate profitable standard and after-hours pricing.
First, establish the primary labor rate your business charges per hour for all regularly scheduled service calls.
Next, you must determine the separate, increased labor rate for any emergency or after-hours HVAC service work.
Finally, be sure to include any additional fixed fees or surcharges that are applied to all non-standard hour jobs.
Build a complete list of every single HVAC service you offer, entering the material cost and estimated technician hours for each job.
Create a detailed list of all typical HVAC repair and installation services your company provides.
For each service listed, you need to accurately input the total cost of all parts and materials.
You must then estimate the total technician hours always required to successfully complete each specific job.
The template automatically calculates your final prices, providing profitable Standard and After Hours rates for every service.
The system will instantly compute and display the final standard flat-rate price for every single service you offer.
You will also be able to review the automatically calculated, profitable pricing for all your listed after-hours services.
This process allows you to quote all HVAC jobs accurately, ensuring consistent profitability and customer trust.
Move beyond spreadsheets to a digital price book that builds visual, multi-option estimates for customers on the spot.
Convert your service list into a professional, visual, easy-to-navigate digital catalog for your techs.
Quickly create ‘good, better, best’ options, empowering customers to choose the service level they want.
Manage pricing centrally and instantly deploy all updates to your entire team in the field automatically.
See how Housecall Pro works for you. No credit card required.
Pricing HVAC jobs is complex. Unlike simpler trades, you deal with costly equipment, detailed diagnostics, and jobs that vary widely in duration. Relying on time and materials (T&M) billing can be risky—if a job takes longer, you may upset customers with a high bill; if it’s faster, you aren’t rewarded for efficiency. This inconsistency makes it difficult to quote confidently and manage profits.
Flat rate pricing solves this challenge for successful HVAC contractors. It means charging one upfront price for a specific service, regardless of time. A well-built flat rate pricing guide helps you calculate prices that cover parts, labor, overhead, and profit. This guide will show you how to use our template to build your HVAC price book and take control of profitability.
A profitable flat rate price is a carefully calculated number. It’s not a guess. To protect your business and ensure fairness to your customers, every price you set must account for these four critical elements.
Our Google Sheet template is a calculator designed to simplify the process of building your flat rate price book. For your convenience, a copy of these instructions is also included on the ‘Instructions’ tab within the Google Sheet itself.
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 is view-only, ensuring every user gets a clean version. To make your own editable copy:
Step 1: Enter Your Company and Labor Rates Open your copied Google Sheet and go to the “Company and Job Details” tab. Here, you can add your company logo and name. Most importantly, enter your specific business costs:
Step 2: List Your HVAC Services and Costs Navigate to the “Flat Rate Pricing” tab. This is where you will build your list of services. For each job you perform, create a new row and fill in the details:
Step 3: Get Your Automated Flat Rate Prices The template instantly does the complex calculations for you. As you fill in the details for each service, the final columns will automatically populate with two prices:
Repeat this process for all your common services to create a comprehensive, ready-to-use price book.
Switching to a flat rate model is one of the most effective ways to increase profits and improve customer satisfaction in the HVAC industry.
Improves Customer Trust with Upfront Pricing Homeowners are often wary of hourly billing, fearing the final cost will be much higher than expected. A flat rate price eliminates this fear. You provide a firm, upfront cost before any work begins, which builds immediate trust and makes it easier for the customer to say yes.
Protects Your Profitability With T&M billing, you get punished for being efficient. With flat rate pricing, you get rewarded for your experience. If you complete a job faster than estimated, your profit margin increases. It also protects you from losing money on unexpectedly difficult jobs.
Ensures Consistent and Fair Pricing A flat rate price book ensures that every technician on your team is quoting the same price for the same job. This consistency is professional and fair to your customers, reinforcing your company’s reputation for honesty and integrity.
A spreadsheet is a powerful tool for calculating your prices, but it can be difficult to use and update in the field. Housecall Pro’s software transforms your price list into a dynamic, interactive sales tool that helps you win more and bigger jobs.
Build a Visual Price Book Turn your price list into a professional, digital catalog. In Housecall Pro, you can add photos, videos, and detailed descriptions for every service and piece of equipment. Technicians can use this on a tablet to visually explain options to homeowners, making your proposals more compelling.
Create Tiered “Good-Better-Best” Estimates Don’t just offer one solution. Housecall Pro makes it easy to build tiered estimates that present customers with multiple options, such as a basic repair (good), a more efficient unit replacement (better), and a top-of-the-line system with a service agreement (best). This simple technique is proven to increase average job value.
Update Prices Across Your Entire Company Instantly When a supplier changes the price of a part, updating a spreadsheet and ensuring every tech has the new version is a nightmare. With Housecall Pro, you can update a price in the office, and it’s instantly live for every technician in the field.
Confident, consistent pricing is the foundation of a successful HVAC business. Our free template gives you the tool you need to calculate profitable flat rate prices and take the guesswork out of quoting. When you’re ready to turn that price list into a dynamic sales tool that wins bigger jobs, Housecall Pro is the ultimate solution.
Try Housecall Pro free for 14 days — and turn consistent HVAC pricing into steady profits year-round.
Flat rate pricing is a single, upfront price for a job, regardless of the time it takes. Time & materials billing charges the customer for the actual hours worked plus the cost of all parts, so the final price isn’t known until the job is complete.
To calculate a comprehensive labor rate, add your desired salary, all your annual overhead costs (trucks, insurance, rent, etc.), and your profit goal together. Then, divide that total number by the total number of billable hours you expect your technicians to work in a year.
Yes. To use it in Excel, open the Google Sheet, go to the File menu, hover over Download, and select Microsoft Excel (.xlsx). The file will download to your computer and can be opened with Excel.
With a flat rate model, you take on that risk. However, over time, the jobs you complete faster than estimated will balance out the ones that take longer. This is why it’s crucial to base your estimated hours on your average time to complete a job.
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