Customizable: Add your company name, logo, and customer info.
Easy to Use: Simply fill in the blanks with each item’s specific details.
Print Ready: Auto-filled reports are formatted and ready to download or share instantly.
Works Anywhere: Use the template from the office or job site in Excel or Google Sheets.
Go to the “Input Details” tab. This is where you set your unique labor costs, which the template will use to calculate all your final prices.
Add your company logo, name, and contact details to brand your price book.
Enter your standard Labor Cost per Hour for regular jobs.
Set your After Hours Labor Cost per Hour and any flat After Hours Surcharge.
In the “Price Book” tab, create a list of every service you offer. This template is organized by category so you can build a comprehensive guide.
List each service under a category like Accessories or Inspections/Tune-Ups.
Enter the material cost for the job in the Item Cost column.
Add the average Estimated Hours it takes you to complete that job.
The template does all the math for you. As you fill out each row, your final, profitable prices will appear instantly in the next columns.
The sheet auto-calculates your Standard Price for normal business hours.
It also generates your premium After Hours Price automatically.
Use the “Printable Report” tab as your official company price book to share or print.
A spreadsheet is a great start, but our software saves you hours. Stop manual entry and connect your flat rates to your entire business workflow.
Create a visual, easy-to-use price book with photos and descriptions that your team can use right in the field.
Build “good-better-best” estimates on your phone, giving customers options & increasing your job value.
Update a part price or labor rate in one place and have it instantly sync across your entire team’s devices.
See how Housecall Pro works for you. No credit card required.
Every successful HVAC business depends on a clear, consistent system for pricing services, labor, and materials. Without standardized pricing, estimates can vary from technician to technician, leading to confusion, lost revenue, and customer dissatisfaction. An HVAC price book acts as the foundation for accurate and repeatable pricing across your entire operation.
A well-structured HVAC price book serves as a centralized reference that lists all offered services, commonly used parts and materials, and standard labor rates. This allows office staff, dispatchers, and field technicians to quote jobs accurately and confidently, whether they are answering customer calls or presenting options on-site. Consistent pricing improves operational efficiency and reinforces a professional image.
Using a price book greatly reduces guesswork and minimizes pricing disputes, both internally and with customers. It helps protect profit margins by ensuring every job accounts for labor, overhead, and markup. While some companies rely on spreadsheets or memory-based pricing, these methods often lead to inconsistencies. A standardized template ensures everyone follows the same pricing structure and logic.
This structured approach also builds customer trust. Clear service descriptions and consistent pricing make it easier for homeowners to understand costs and feel confident in their decisions. When pricing is transparent and reliable, customers are more likely to approve work and view your business as professional and dependable.
This HVAC Price Book Template is comprehensive, customizable, and compatible with Excel or Google Sheets for office or field use.
Detailed Service Categories
Flexible Labor and Surcharge Settings
Parts and Itemized Costs
Automated Pricing Calculations
Professional Branding and Reports
Our price book template also includes step-by-step instructions so your team can begin using it immediately.
A price book is more than just a spreadsheet. It’s a tool that increases consistency, boosts profits, and enhances customer trust.
Faster, More Accurate Quotes
With a central list of pricing for services and parts, your office staff or technicians can prepare estimates quickly without having to search through emails or handwritten notes.
Standardize Your Pricing
Standard pricing ensures that every technician quotes the same amount for the same job, reducing internal confusion and customer complaints. An organized price book also helps protect your profit margins.
Improve Profitability
By capturing your costs, labor rates, and desired profit margins in one place, you can more easily ensure no job is underpriced. Built-in formulas help you calculate totals with accuracy so that your pricing strategy supports your business goals.
Better Customer Communication
A clear, professional price book allows you to explain to customers exactly what they’re paying for and why. Transparency builds trust and makes it easier to justify your rates.
Empower Your Team
Technicians and office staff don’t need to rely on memory or guesswork. When everyone references the same price book, your team can operate more efficiently and confidently.
An HVAC price book is a complete list of the services your business provides, along with the parts, labor rates, and prices used to create quotes and invoices. It acts as a single place where your team can find accurate pricing, helping ensure every job is priced the same way. Whether someone is answering the phone or working in the field, the price book makes it easy to give clear and consistent estimates.
An HVAC price book can be set up as a spreadsheet or built into field service software, depending on how your business operates. No matter the format, the goal is the same: to remove guesswork, reduce pricing mistakes, and keep pricing consistent. By using a price book, HVAC businesses can work more efficiently, protect their profit margins, and present pricing confidently to customers.
Contractors use a price book to:
A well-organized price book saves time on every job and reduces errors in quoting and billing.
Our HVAC price book template is designed to be intuitive. Here’s how to get started:
Step 1: Populate Your Services
Start by entering all services you offer, including routine maintenance, repairs, installations, diagnostics, seasonal tune-ups, and emergency calls.
Step 2: Add Labor and Material Costs
For each service, list your labor rates and materials or parts used. Include clear descriptions and any unit prices required for calculation.
Step 3: Apply Your Profit Margin
Decide on your target profit margin and integrate it into each price line. Our template includes fields where you can enter markup values so totals calculate automatically.
Step 4: Review and Customize
Review all entries for accuracy and customize the template with your business details. Add your logo and delete any services you don’t offer.
Step 5: Save and Share
Save your finalized price book and share it with technicians and office staff. Use this template to generate estimates, proposals, and invoices directly from your pricing data.
Once setup is complete, you’ll have a single source of truth for pricing that keeps your team aligned and competitive.
Templates like this are just the beginning. Housecall Pro provides an all-in-one platform for HVAC businesses to manage scheduling, quoting, invoicing, and customer communications — all from one place.
All the Tools You Need in One Platform With Housecall Pro you can:
Start your 14-day free trial to see how Housecall Pro can streamline pricing and transform your operations. No credit card required.
A price book helps HVAC businesses quote consistently, maintain profit margins, and streamline their estimating and billing processes. It eliminates guesswork and ensures each job is priced with accurate labor and materials costs.
Include all services offered, with detailed descriptions, labor rates, material costs, overhead markup, and profit margin. Organize items into logical categories (for example: diagnostics, system installs, routine service) to make searching easy.
Yes. The HVAC Price Book Template you’re downloading is fully customizable. Add your business name, logo, pricing logic, and any service variations that apply specifically to your market or service area.
Update your price book regularly — especially when material costs change, supplier pricing shifts, or you adjust your labor rates. Keeping pricing up-to-date ensures accurate quoting and profitability.
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