HVAC quote template
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For
Customer name
| Description | Qty | Rate | Amount |
|---|---|---|---|
| HVAC service | 1 | $0.00 | $0.00 |
| Subtotal | $0.00 |
| Total | $0.00 |
Quote three systems, not one
A homeowner replacing a system is spending several thousand dollars on equipment they will never look at, chosen from companies they cannot differentiate. Given one number, their only decision is whether to accept it — so they get two more quotes.
Given three options, their decision becomes which level to buy, and you are the only company they are choosing between.
- Base — 14–15 SEER2 single stage, manufacturer base warranty
- Mid — 16–17 SEER2 two stage, better comfort and lower running cost
- High — variable speed, highest efficiency, quietest, longest warranty
Name the equipment precisely
Make, model, capacity, efficiency rating, for the condenser, coil and air handler. A quote that says “3-ton 16 SEER2 system” is not comparable with anything and invites the customer to assume all three companies are offering the same thing.
List what the install actually includes
This is where HVAC quotes are won and lost:
Removal and disposal of the old system. New line set or flush of existing. Whip and disconnect. Condensate drain and safety switch. Thermostat. Pad or brackets. Any duct modification or transition. Permit and inspection. Commissioning and refrigerant charge verification.
The cheap quote you are competing with has left three of those out, and the customer cannot tell unless yours lists them.
Show the monthly figure
Put financing next to each option as a monthly payment. It is the single most effective thing on an HVAC quote, because it converts a number people cannot afford into one they can budget.
Getting quotes out in July
In peak season you are quoting in the evening after eight service calls. Saved equipment packages and a template that produces three options in minutes is the difference between quoting tonight and quoting Thursday — and in a heatwave, Thursday is too late.
QuoteIQ at $29.99/mo includes consumer financing on every tier. Jobber at $49/mo has optional line items on Grow for presenting the tiers. Housecall Pro Max includes a proposal tool built specifically for this three-option presentation.
Questions operators actually ask
What should an HVAC quote include?
The exact equipment with make, model, capacity and efficiency rating, everything included in the installation, permits and inspection, the warranty terms, and ideally two or three system options at different efficiency levels. A single-option HVAC quote loses to a three-option one most of the time.
Should I quote more than one system?
Yes. Good, better, best — a base-efficiency unit, a mid-tier, and a high-efficiency or variable-speed option. Replacement HVAC is a considered purchase and customers want to feel they chose a level rather than accepted a price.
How do I present financing on a quote?
As a monthly figure next to the total for each option. A $9,000 system and a $180 a month system are the same purchase, but they are very different decisions, and many customers cannot say yes to the first.
What should be listed in the install scope?
Removal and disposal of the old equipment, the new equipment, line set, whip and disconnect, condensate handling, thermostat, any ductwork modification, permit, and commissioning. Ductwork is the usual omission and the usual dispute.
How long should an HVAC quote be valid?
Thirty days, and say so. Equipment pricing and availability both move, and in peak season your installation calendar moves faster than either.