IN THIS GUIDE ▾
Most of the free HVAC estimate templates that rank are made by software companies, us included, so each one is a little advert for the software. That's fine as long as the file is good. We opened each template's page and noted what you get before you hand over an email. If you want a file right now, Jobber's and Simpro's download with no form, and ours is the HVAC estimate template (Excel, no email), listed last below because we make it.
I build EstimateKit, HVAC quoting software ($49 a month for your whole team). Jobber, Housecall Pro, ServiceTitan, Simpro, ArcSite, InvoiceOwl and FreshBooks sell software too. Vertex42 is the only one here that just makes spreadsheets. Templates are genuinely useful when you're starting out, so I'll say when one is enough.
What makes a good HVAC estimate template? Six must-haves, six extras, four red flags.
Two of those extras have their own guides: Manual J load calculations simplified and how good-better-best quotes raise the average ticket.
9 free HVAC estimate templates compared. Format, email, HVAC fit.
"Not stated" means the template's own page doesn't say whether the file calculates; we didn't assume either way. Checked October 30, 2026; these pages change, so look before you rely on a detail.
The 9 free HVAC estimate templates. No-email downloads first, ours last.
Jobber HVAC estimate template
Simpro HVAC estimate template
ArcSite HVAC estimate template
InvoiceOwl HVAC estimate templates
Vertex42 job estimate template
FreshBooks HVAC estimate template
ServiceTitan HVAC estimate template
Housecall Pro HVAC quote template
EstimateKit HVAC estimate template (ours)
What to include in an HVAC quote template. Eleven elements, top to bottom.
Whichever template you pick, an HVAC quote template or estimate template needs these eleven elements. Check any download against this list before you send your first quote with it.
Your company logo · Business name · License number · Address, phone, email, website · "QUOTE" or "ESTIMATE" label · Quote number (for tracking) · Date issued
Customer name · Service address · Contact phone/email · Property type (residential/commercial) · Property details (square footage, age)
Clear description of work to be performed, specific equipment, model numbers, and exclusions.
Make and model numbers · Efficiency ratings (SEER, AFUE) · Capacity (tonnage, BTUs) · Warranty information · Energy Star certification
Equipment costs (subtotal) · Materials/supplies · Labor costs · Permits (if applicable) · Disposal fees (old equipment) · Tax · Total price
"Install new Carrier 3-ton, 16 SEER central air conditioning system including: Carrier 25VNA6 outdoor condensing unit · Carrier FV4C indoor air handler · New thermostat (Carrier Cor) · Refrigerant lines (up to 30 feet) · Condensate drain, electrical connection · Startup and testing. NOT included: Ductwork modifications, electrical panel upgrades"
Offer good-better-best options. Giving customers a choice instead of a yes/no tends to raise the average ticket.
When work will start · Expected completion time · Any dependencies
Deposit required (25-50%) · Balance due date · Accepted payment methods · Financing available?
"Quote valid for 30 days" - material prices change, so expiration protects you.
Customer responsibilities · Change order policy · Warranty details · Insurance information
Customer signature and date · Your signature and date · Authorization statement
"To accept: Sign and return with deposit" · Contact information · "Questions? Call/text/email"
EstimateKit fills in your branding, customer, line items from your price book, your markups, payment terms and a signature, then sends the quote for the customer to approve online. $49 a month for your whole team, 14-day free trial, no credit card.
HVAC quote vs proposal vs estimate. What is the difference?
For large jobs, see how to write an HVAC proposal that gets signed.
How to choose an HVAC estimate template. It depends on your business model.
Budget reality check
Free templates make sense for your first 3-6 months. Beyond that, software pays for itself, and you get invoices, customer records and job scheduling in the same $49.
Bring your prices over once and build each quote on your phone, with good, better and best options the customer can approve online. 14-day free trial, no credit card.
Yes. All nine are free. Six download with no email; ServiceTitan and Housecall Pro ask for your details first. The EstimateKit templates download straight from the templates page, no email needed.
Eleven things: your branding and license number, customer details, a specific scope of work, equipment make, model and efficiency ratings, a pricing breakdown, timeline, payment terms, how long the quote is valid, terms and conditions, signature lines, and the next step to accept.
Strictly, a quote is a fixed price and an estimate is approximate. In practice most HVAC contractors use the words interchangeably, and the same template works for both: label it QUOTE when the price is fixed.
Yes: Jobber's downloads as a PDF with no email, FreshBooks' is a PDF, and ServiceTitan emails one after a form. A PDF can't do the math, though. The EstimateKit templates are Excel files for that reason. Fill one in, then use File, Save as PDF (or Download as PDF in Google Sheets) to send the customer a PDF quote.
Yes. Free templates are meant for business use. Just add your branding and use them.
Excel or Google Sheets. You need calculations. PDF templates are just for printing final versions.
Most Excel templates (.xlsx) work in Google Sheets. Upload the file to Google Drive and open it with Sheets.
Every 3-6 months. Equipment and material costs change. Quarterly price updates prevent losses.
Yes. That's the point. Add your branding, pricing, and services. Make it yours.
Start with a simple no-email download such as Jobber's or Simpro's. Learn as you go. Consider EstimateKit ($49/month for your whole team) if Excel frustrates you; it includes invoices, customer records and job scheduling too.
How to customize your HVAC estimate template. Six changes that make it work harder.
Logo in the header; company name, license number and contact info; brand colors if possible; a professional email signature.
Common equipment (furnaces, AC units), standard labor rates ($75-150/hour), material costs (ductwork, refrigerant). Update quarterly, prices change.
Installation estimates on tab 1, service call quotes on tab 2, maintenance agreements on tab 3, emergency repairs on tab 4.
Payment terms (deposit, balance), warranty information, cancellation policy, validity period (30 days).
Basic: standard efficiency equipment. Better: mid-tier plus extended warranty. Best: premium plus warranty plus maintenance.
Make sure totals calculate correctly, check tax calculations, verify profit margins are accurate, and test with real job scenarios.
7 HVAC quote mistakes that lose jobs. And the fix for each.
When to upgrade from a template to software. Twelve signs it's time.
Free templates are great for starting out, but there are clear signs it's time to invest in dedicated estimating software:
The math, if a quote takes 2 hours
Most contractors switch after making one expensive pricing mistake, losing one good job to slower turnaround, or 6-12 months of using templates.
The best free HVAC estimate template. Start with one, switch when the math says so.
Of the templates we didn't make, Jobber's is the quickest to get (PDF and Excel, no email) and ArcSite's is the only one that shows your margin. If you want the price built from your cost, ours does that. Skip the ones behind a form unless you want the sales calls. Whichever you pick, the prices in it are only as good as the last time you updated them.
Start with free templates for 3-6 months, then invest in EstimateKit ($49/month for your whole team) or similar software when you're ready to scale. You get estimates, invoices, customer records and job scheduling in one place.