What you'll get from this guide
- Sample price book with flat-rate entries for common HVAC repairs
- Pricing formula: Parts cost × markup + labor block + overhead
- Good/Better/Best tiers + labor block table + 'not in the book' policy
Download the Price Book Template
Get the fully editable version of this flat-rate price book. Includes parts markup formulas, labor block calculations, and sample Good/Better/Best tiers.
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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Flat Rate vs. Hourly (T&M)
| Flat Rate | Hourly (T&M) | |
|---|---|---|
| Customer perception | Predictable, professional | Unpredictable, anxiety-inducing |
| Tech efficiency incentive | Faster = more profit | Faster = less revenue |
| Upsell opportunities | Easy (tiered options) | Awkward (adding hours) |
| Admin overhead | Low — price is pre-set | High — time tracking, disputes |
| Scalability | Any tech can quote | Only experienced techs quote accurately |
How to Build Your Price Book
List Your Top 20 Repairs
Start with the 20 jobs you run most often: capacitor replacement, contactor swap, drain line flush, thermostat install, etc.
Calculate True Cost
For each job: Parts cost + (Labor hours × your loaded hourly rate including overhead, insurance, truck costs).
Apply Your Markup
Many shops use 2.5×–3.5× on parts cost. Bake labor into the flat rate. Many residential service shops target 55–65% gross margin — tune quarterly based on your actual numbers.
Create Tiers
Good = repair only. Better = repair + maintenance check. Best = repair + maintenance + warranty extension.
Print and Train
Give every tech a laminated card or tablet with the price book. No more 'let me call the office' on-site.
The Pricing Formula
Flat Rate = (Parts Cost × Markup) + Labor Block + Overhead Contribution
Parts Markup: Many shops use 2.5× to 3.5× their cost. A $20 capacitor becomes $50–$70 in the flat rate. Ranges vary by market, warranty risk, and call type (emergency vs. scheduled).
Labor Block: Estimate the average time for the repair. Look up the labor block in the table below. Round up — a 45-minute job uses the 30–60 min block.
Overhead Contribution: Add 10–15% to cover dispatch, office, software, and marketing costs.
Use these as starting benchmarks and tune quarterly based on your actual P&L.
Labor Block Table
| Time on Site | Labor Block (Residential) | Labor Block (Commercial) |
|---|---|---|
| 0–30 min | $75 – $125 | $95 – $150 |
| 30–60 min | $125 – $200 | $150 – $250 |
| 60–90 min | $200 – $300 | $250 – $375 |
| 90–120 min | $300 – $425 | $375 – $500 |
| Half-day (4 hr) | $500 – $800 | $650 – $1,000 |
Round to the nearest $25. Your loaded hourly rate (wages + insurance + truck + benefits) determines where you fall in each range. After-hours and emergency calls: add 1.5× multiplier.
Sample Price Book Entries
| Job | Parts Cost | Flat Rate (Good) | Flat Rate (Better) | Flat Rate (Best) |
|---|---|---|---|---|
| Capacitor Replacement | $12–$25 | $189 | $249 | $329 |
| Contactor Swap | $20–$40 | $219 | $289 | $379 |
| Drain Line Flush | $5–$10 | $149 | $199 | $279 |
| Thermostat Install (basic) | $30–$80 | $249 | $329 | $449 |
| Blower Motor Replacement | $150–$300 | $549 | $699 | $899 |
| Refrigerant Recharge (R-410A) | $80–$150/lb | $349+ | $449+ | $599+ |
Prices are examples based on a ~60% margin target in a mid-cost US market. Adjust for your market, overhead, and parts suppliers. Refrigerant pricing subject to EPA regulations and market fluctuations.
When It's Not in the Price Book
Your book won't cover every job. Here's the policy your techs should follow for anything not listed:
Charge a diagnostic fee
Default: $89–$149 (waived if they approve the repair). This covers your truck roll and protects against tire-kickers.
Create a custom line item on site
Use the formula: (Parts cost × markup) + closest labor block + overhead. Round to the nearest $25. Quote it as a flat rate, not hourly.
Apply a complexity multiplier
Attic/crawlspace access: 1.25×. Rooftop unit: 1.3×. Multiple systems/zones: quote each separately.
After-hours and emergency multiplier
Evenings/weekends: 1.5× the standard flat rate. Holidays: 2.0×. Make this clear in your booking flow so there are no surprises.
Add it to the book
If you quote the same unlisted job 3+ times, add it as a permanent entry. Your price book should grow with your business.
Common Flat Rate Mistakes
Pricing too low to 'win the job'
You're selling expertise, not parts. Customers pay for same-day resolution and peace of mind. Price for profit — not competition.
No tiered options
Always offer Good/Better/Best. 40%+ of customers choose the middle or top tier when presented with options.
Not updating prices annually
Parts costs and labor rates change. Review and update every January. Many shops also do a mid-year check in July.
Showing parts and labor separately
Never itemize. Quote a single flat rate and describe what's included. Itemizing invites the customer to negotiate each line.
?FAQ
How do I make an HVAC flat rate price book?▼
What's a good HVAC parts markup?▼
Flat rate vs time and materials HVAC — which is better?▼
What if a job takes longer than expected?▼
Should I show the customer the parts cost?▼
Stop Flipping Through Binders — Put This on Every Tech's Phone
If you want to stop printing price books and chasing approvals, here's how to turn this spreadsheet into a live quoting tool your techs use on every call.
- Tech selects the job type → price auto-fills with your Good/Better/Best tiers
- Customer sees options on their phone and approves on the spot — no callbacks
- Approved quote auto-converts to an invoice and schedules the job — zero admin
Read the full guide
Read the blog post →