What you'll get from this guide
- An HVAC estimate for equipment replacement should generally include Good, Better, and Best options so the customer can compare scope instead of reacting to one price.
- Clearly state the SEER/AFUE ratings, equipment brand, included labor, warranty terms, and what is explicitly not included (like ductwork replacement).
- When financing is available, present the estimated monthly payment next to the cash price and disclose that terms are subject to approval.
Download the HVAC Estimate Template
Use the PDF as a reusable Good/Better/Best proposal worksheet for replacement and major repair estimates.
Disclaimer
This template is provided for general informational purposes only. Legal, tax, and regulatory requirements vary by business and jurisdiction, so you are responsible for reviewing and adapting it before use. LeadDuo makes no warranties and is not liable for outcomes resulting from use of this template.
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Why HVAC estimates need option structure
Replacement and major repair estimates are easier to compare when the customer can see scope, efficiency, warranty, and financing side by side. A single price can hide important tradeoffs and invite apples-to-oranges comparisons.
The PDF gives you a Good/Better/Best worksheet with equipment scope, efficiency rating, inclusions, exclusions, warranty, cash price, estimated monthly payment, and approval fields.
What to include in each HVAC option
| Field | Why it matters | Example |
|---|---|---|
| Equipment scope | Defines exactly what the customer is buying. | AC and furnace replacement, thermostat included |
| Efficiency rating | Connects price to energy and comfort tradeoffs. | SEER2, AFUE, heat pump rating |
| Warranty | Separates manufacturer and labor coverage. | 10-year parts, 2-year labor |
| Exclusions | Prevents assumptions about ducts, electrical, permits, or drywall. | Ductwork not included unless listed |
| Financing disclosure | Keeps monthly payment claims compliant and clear. | Subject to approval and lender terms |
HVAC estimate mistakes to avoid
Presenting three prices with no real scope difference.
Make each option meaningfully different in efficiency, warranty, comfort, or included work.
Using monthly payments without context.
Show cash price, estimated payment, term assumptions, and approval language.
Leaving exclusions unstated.
Call out ductwork, electrical upgrades, permits, disposal, drywall, and specialty access separately.
Example HVAC Estimate Layout
PROPOSAL: SYSTEM REPLACEMENT
Date: [Date]
Option 1: Good (14 SEER)
Brand X 3-Ton AC & Furnace
Includes: Pad, disconnect, removal of old equipment, 1-yr labor warranty.
Total: $6,500 (or $95/month)
Option 2: Better (16 SEER) - Recommended
Brand Y 3-Ton 2-Stage AC & Variable Speed Furnace
Includes: All Option 1 inclusions, plus smart thermostat, 5-yr labor warranty.
Total: $8,200 (or $120/month)
Option 3: Best (18+ SEER)
Brand Z 3-Ton Variable Capacity AC & Furnace
Includes: Maximum efficiency, air scrubber, 10-yr labor warranty.
Total: $11,500 (or $165/month)
HVAC Estimate FAQs
Why should I offer 3 options?▼
Should I include exact model numbers?▼
Is this template legally or tax compliant?▼
Can I edit the PDF fields?▼
Build Multi-Option HVAC Proposals
Stop typing out options in Word. ServiceHub lets you build Good/Better/Best proposals in the field with integrated financing calculations and e-signatures.
- Present stunning multi-option proposals
- Show monthly financing payments automatically
- Customers can approve and sign on a tablet
Read the full guide
Read the blog post →