NovaraHVAC estimate template: what to include before the job is approved
A practical HVAC estimate template for service calls, replacements, installs, options, exclusions, warranties, and customer approval.
HVAC estimates need to be clear before they need to be fancy. The customer should understand the system, the scope, the options, what is excluded, and what happens after approval.
If the estimate only says "replace unit" with one price, it leaves too much room for confusion later.
Quick answer
An HVAC estimate should include the customer and jobsite, system type, equipment details, diagnosis or reason for work, scope of labor, materials, permits, disposal, options, exclusions, warranty notes, payment terms, and approval language. For replacements, include enough equipment detail that the customer knows what they are approving.
Copyable HVAC estimate template
HVAC ESTIMATE #[EST-001]
Customer:
Jobsite:
Date:
Prepared by:
Reason for estimate:
[Failed equipment, comfort issue, age, efficiency upgrade, new installation, etc.]
Existing system:
[System type, approximate age, location, known condition]
Recommended work:
[Plain-English summary of the recommended repair, replacement, or installation]
Equipment:
[Brand/model if selected]
[Capacity/tonnage if applicable]
[Efficiency rating if applicable]
[Thermostat or control notes]
Labor scope:
[Remove old equipment]
[Install new equipment]
[Modify duct/plenum/line set/electrical as needed]
[Startup, testing, and customer walkthrough]
Materials and other costs:
[Equipment]
[Parts]
[Permits]
[Disposal]
[Subcontractor or crane/lift if needed]
Options:
Option 1:
Scope:
Price:
Option 2:
Scope:
Price:
Exclusions:
[Duct replacement not listed above, electrical panel upgrade, drywall repair, etc.]
Warranty:
[Equipment warranty]
[Labor warranty]
Estimated schedule:
[Start date or scheduling window]
[Expected duration]
Payment terms:
[Deposit, progress payment, balance due]
Estimate total:
$[amount]
Approval:
Customer approves the scope, price, exclusions, and payment terms above.
Customer signature:
Date:
HVAC estimate examples
Service repair
Scope:
- Diagnose no-cooling call.
- Replace failed capacitor.
- Clean outdoor coil.
- Test system operation and temperature split.
Estimate structure: