HVAC Quote Template

Build and download a free HVAC quote for system replacements, installs, and major repairs. Fixed itemized pricing, a 30-day validity date, deposit and balance due, and PDF, Excel, or Word export.

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HVAC quote

Edit the document below — add scope and line items, set the deposit, then use “Customize quote” for logo, signature, or tax.

Quote

HVAC Service

Quote #

Issue date

Valid until

Total

$7,165.00

From

Phone

Email

License #optional

Prepared byoptional

Prepared for

Phone

DescriptionQtyRateAmountTax
$
$5,200.00
$
$640.00
$
$1,140.00
$
$185.00

Scope of workoptional

Subtotal$7,165.00
Total$7,165.00
Deposit%$3,582.50
Balance due$3,582.50

Deposit is a share of the total collected up front to schedule — commonly 25–50%. The balance is due on completion.

Payment terms

50% deposit to schedule · Balance due on completion · Valid 30 days · 1-year labor warranty · Change orders require written approval

Terms & conditionsoptional

This quote is valid for 30 days from the date above; prices may change thereafter. A deposit of 50% is required before work begins; the balance is due upon completion. Any changes to scope, materials, or unforeseen site conditions will be handled via a written change order at additional cost. Labor is warranted for 12 months; materials/equipment carry the manufacturer's warranty.

Customize quote:

Ready to send? Download your quote:

What's included

  • Company and contractor license fields
  • Customer billing and job site address
  • Quote number, issue date, and 30-day validity window
  • Scope of work section for the system replacement or repair
  • Up to 10 itemized line items with live totals
  • Optional sales tax on taxable equipment and parts
  • Deposit percentage with auto-calculated deposit and balance due
  • Preset payment and deposit terms (deposit, validity, warranty)
  • Pre-filled terms & conditions (validity, deposit, change orders, warranty)
  • Optional contractor signature and logo for acceptance
  • Export to PDF, Excel (.xlsx), or Word (.docx)

How to use this template

  1. 1

    Fill in company and license details

    Add your business name, hvac contractor license, and contact info, plus who prepared the quote. Payment terms are pre-filled with deposit, validity, and warranty language you can edit.

  2. 2

    Describe the scope and price it out

    Add the customer and job site, write a clear scope of work, then list materials, labor, and permit fees as line items. Totals update automatically — mark taxable items if your state taxes parts.

  3. 3

    Set the deposit and validity date

    Choose a deposit percentage (25–50% is typical) and the balance due calculates itself. The quote is valid for 30 days by default — change the date for a shorter or longer window.

  4. 4

    Download and send for acceptance

    Export as PDF, Excel, or Word (.docx). Add a signature block so the customer can accept and sign — a signed quote functions as your agreement.

Why a fixed HVAC quote wins more jobs

Homeowners weighing a system replacement want a firm number, not a range. A fixed HVAC quote — equipment, labor, and permit fees itemized under one total — makes it easy to say yes on the first visit.

A quote differs from an estimate: once the customer accepts it, the price is locked. That protects your margin against equipment price swings and sets clear expectations on the deposit, timeline, and what is included.

Use this free HVAC quote builder to present a professional, binding price with a deposit and validity date. Pair it with CloseCrew to answer every call so no lead slips while you are on a roof.

Related templates

More free downloads for your HVAC template library.

Quote Template FAQs

What is the difference between a quote and an estimate?

A quote is a fixed, itemized price the customer can accept as-is — once accepted it is binding. An estimate is a good-faith approximation that can change as the job is scoped. Use a quote when you are confident in the price and want to lock it in.

Most contractors hold a quote for 30 days from the issue date — long enough for the customer to decide, short enough to protect you from material and labor price swings. This template sets a “valid until” date 30 days out by default; after it expires you can re-quote at current prices.

Yes — a deposit protects you on materials and scheduling. 25–50% up front with the balance due on completion is standard for US trades, with larger equipment jobs at the higher end. State the deposit amount and your refund policy in the terms. This template defaults to a 50% deposit and calculates the balance automatically.

Yes. Listing hvac labor and materials as separate lines builds trust and handles tax correctly — labor is untaxed in many states while parts are taxable. This template has a per-line taxable flag so tax only applies where it should.

Once a customer accepts and signs a detailed quote, it generally functions as a binding agreement. Include exact costs, what is excluded, your terms, and a signature/acceptance block so both sides agree on scope and price. Add your signature and terms with one click before you download.

Quotes win the job. CloseCrew answers the call that starts it.

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