Why HVAC quotes need more detail than most
A homeowner choosing a new system is buying something they will live with for fifteen years, usually after their old one failed. They will compare your quote with two others, often on the phone with a friend. Model numbers, efficiency ratings and warranties are what let them compare like with like. A one-line “Install new 3-ton system: $10,500” loses to a competitor who explains what the 3 tons are.
The sample above is a typical replacement. In the US the editor titles it “Estimate”. Edit the equipment and rates, and save your standard installs as items.
Example: 3-ton heat pump replacement
All prices are editable examples, not market prices.
| Line | Qty | Unit | Rate | Amount |
|---|---|---|---|---|
| Remove old system, recover refrigerant, disposal | 1 | each | $450.00 | $450.00 |
| Heat pump, 3 ton, 15.2 SEER2 / 7.8 HSPF2, R-454B | 1 | each | $4,800.00 | $4,800.00 |
| Air handler, variable speed, matched (AHRI # in notes) | 1 | each | $2,350.00 | $2,350.00 |
| New line set, insulated | 25 | linear ft | $18.00 | $450.00 |
| Pad, disconnect, whip, condensate line | 1 | lump sum | $520.00 | $520.00 |
| Smart thermostat | 1 | each | $240.00 | $240.00 |
| Installation labor, 2-person crew | 16 | hour | $95.00 | $1,520.00 |
| Mechanical permit and inspection | 1 | each | $175.00 | $175.00 |
| Estimate total | $10,505.00 |
Put the brand and full model numbers in each equipment description, or in the notes if they are long. After installation, add the serial numbers on the invoice; warranty registration and future service depend on them.
Efficiency, sizing and refrigerant
- Capacity: tons or BTU/h, and note that you performed a load calculation if you did one. It sets you apart from bids that simply match the old unit.
- Efficiency: SEER2 for cooling, HSPF2 for heat pumps, AFUE for furnaces. Federal minimum efficiency standards differ by region, so make sure the equipment you quote meets the one that applies.
- Refrigerant: name it. Older R-410A equipment is being phased down, and many new systems use R-454B or R-32.
- AHRI certificate number for the matched system, useful for rebates.
Warranty, service calls and maintenance
List the manufacturer’s parts warranty, any registration requirement (many brands require online registration within a set number of days for the full term) and your own labor warranty. If you sell a maintenance agreement, quote it as a separate line with the term, for example “Maintenance plan, 2 visits per year, 12 months”.
Repair quotes follow the same pattern: diagnostic or trip fee, parts with part numbers, refrigerant per pound, labor, and an after-hours rate on its own line if the call came in at night.
Deposits, license number and taxes
Many states license HVAC contractors and require the license number on bids or contracts; check your state board. On residential replacement contracts, some states limit deposits. California caps home-improvement down payments at 10% or $1,000, whichever is less (Bus. & Prof. Code § 7159). Equipment is expensive, so plan a schedule that fits the rule: for example, the capped deposit at signing and the balance at completion.
Sales tax on HVAC equipment and labor depends on the state and on whether the job is a repair or a new installation. Set rates per line in the editor, and confirm with your accountant.
Acceptance and billing
Set a valid-until date, usually 15 to 30 days, since equipment prices change. Download the PDF and send it. When the customer signs, use “Accepted? Turn it into an invoice” on the estimate: the customer and lines move to a new invoice with its own number. Add the serial numbers, subtract the deposit, send it. When paid, mark it paid and create a receipt.
Related pages: electrical invoices, plumbing invoices, the contractor quote template and the general quote template. Add your signature with the signature generator, and read quote vs estimate if you are unsure which word to use.