PaidCraneHVAC estimate template
Quote HVAC jobs with clear line items and a customer signature line, then turn the estimate into an invoice when the work is done. 🔒 No sign-up. Everything stays on your computer.
How to make an HVAC estimate
- Add your business details and logo.
- Fill in the customer and job site, and when the estimate expires.
- Edit the example line items to match what you'll do.
- Download PDF for the customer to sign. When the job is done, press Turn into an invoice.
What to put on a HVAC estimate
- Show the diagnostic fee as its own line, and say on the invoice if it's credited toward the repair.
- List refrigerant by the pound with its type (R-410A, R-454B) for transparency and compliance records.
- Include model numbers on equipment lines so warranty registration and future service are easier.
- Mention your maintenance plan in the notes. It's the easiest recurring revenue in HVAC.
Example line items
| Item | Qty | Rate |
|---|---|---|
| 3-ton 16 SEER2 heat pump, installed | 1 | $7,800.00 |
| Matching air handler with variable-speed blower | 1 | $2,900.00 |
| Line set, pad, disconnect and electrical whip | 1 | $650.00 |
| Programmable thermostat | 1 | $225.00 |
| Removal and disposal of old equipment | 1 | $300.00 |
| Permit and inspection | 1 | $175.00 |
Example prices only. Rates vary a lot by region, so use your own.
Questions
What should an HVAC invoice include?
The service address, date, technician, diagnostic or trip fee, labor hours, parts with part numbers, refrigerant type and amount, warranty terms and payment terms.
Should HVAC companies charge a diagnostic fee?
Most do, typically $75–$150, and many credit it toward the repair if the customer approves the work. State that clearly on the invoice.
What is the difference between an estimate and a quote?
An estimate is an approximate price that can change if the job turns out different than expected. A quote is a fixed price the customer can accept. Say which one you mean in the terms.
How do I turn an estimate into an invoice?
When the job is done, press "Turn into an invoice". The customer, job site and line items are copied into a new invoice, ready to adjust and send. A deposit on the estimate is filled in as already paid; change it if the customer hasn't paid it.
How do I ask for a deposit?
Enter a percentage or flat amount under Deposit. The estimate shows "Deposit due to start work", and if you add a payment link, a QR code the customer can scan to pay it.
Is an estimate legally binding?
An estimate on its own usually isn't a contract. Once the customer signs and accepts it, it can become part of your agreement. For larger jobs, use a written contract too.