What you'll get from this guide
- Complete flat-rate structure: 10 HVAC service categories
- 66 sample line items with market-rate ranges (USD)
- Floor-price formula + Good/Better/Best framework + tech field usage guide
Download the HVAC Flat Rate Price Book
Use the PDF in the field and keep the Google Sheet as your editable master. Update rates quarterly based on your actual labor and parts costs.
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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What a Flat Rate Price Book Does
A flat rate price book gives every technician the same pre-approved price for each service. Instead of building estimates from scratch on-site, your tech selects the line item, presents the fixed price, and gets approval before work starts.
Why this matters: quote consistency across technicians, faster approval at the door, and stronger margins because pricing is based on your true loaded cost instead of guesswork.
Important: use these ranges as market references only. Your final pricing should be based on your own labor burden, overhead, and local demand.
How to Calculate Your Floor Price (Step by Step)
Compute loaded labor rate per billable hour
Start with hourly wage, then add payroll tax, workers comp, benefits, truck cost, fuel, insurance, and overhead allocation. Many shops land between $55 and $95 loaded per billable hour.
Measure real task duration
Use historical job data by task, not technician memory. Include diagnosis, parts pickup risk, paperwork, and clean-up time.
Set parts markup policy
Define markup by part class and warranty risk. Example policy: commodity parts 2.5x-3.0x, warranty-risk components 3.0x-3.8x.
Calculate floor price
Formula: (Loaded labor rate x task hours) + (parts cost x markup) + disposal/compliance fees. This is your minimum sustainable price.
Apply target gross margin
Set customer-facing flat rate above floor price based on your target gross margin band (for many residential service businesses, often 50%-65%).
Validate against local market
Mystery-shop 2-3 competitors for common repairs, then adjust positioning. If you price higher, your warranty and service speed must justify it.
ServiceHub Hook: Build Once, Quote Consistently
Most teams lose margin because price books live in static sheets that drift out of date. ServiceHub keeps your HVAC rate card controlled and usable in the field.
- Centralize all line items and ranges in one live price book
- Present Good/Better/Best options from mobile without manual math
- Convert approved options to quotes and invoices without retyping
- Track which items close fastest so you can tune pricing by real conversion data
Good / Better / Best Framework (Example)
| Service | Good | Better | Best |
|---|---|---|---|
| Capacitor replacement | Standard capacitor + 1-year parts warranty ($219-$259) | Premium capacitor + 2-year parts warranty ($269-$319) | Premium capacitor + hard start kit + 3-year parts warranty ($329-$399) |
| Thermostat replacement | Basic programmable stat install ($199-$279) | Smart thermostat install + setup ($299-$429) | Smart thermostat + airflow tune + homeowner training ($399-$549) |
| Drain service | Clear and flush only ($99-$149) | Flush + treatment + float switch test ($149-$219) | Flush + treatment + safety upgrades + 1-year drain warranty ($219-$319) |
Design the middle option to be the default best value. This improves average ticket without negotiation.
Field Usage Guide for Technicians
Quote before wrench time
After diagnosis, present the exact line item and price before starting repair. Do not begin work without approval.
Use line-item language
Say the service name exactly as written in the book. This reduces pricing ambiguity and support callbacks.
Offer options, not discounts
Present Good/Better/Best. Let the customer choose scope. Do not negotiate by reducing unit price.
Apply policy multipliers consistently
If after-hours, rooftop access, or severe contamination multipliers apply, show them as policy-based adjustments.
Flag missing items immediately
If a service is not in the book, use the custom-price protocol and submit it for permanent addition after the job.
Consistency is the product. If every tech quotes differently, your customer experience and margin both break.
Category 1: Diagnostic and Dispatch
| Line Item | Suggested Flat Rate (USD) | Notes |
|---|---|---|
| Diagnostic/service call (credited to repair) | $89-$149 | Standard hours |
| After-hours diagnostic | $149-$249 | Evenings/weekends |
| Second system diagnostic (same visit) | $49-$89 | Same property |
| No-cooling emergency triage | $179-$299 | Priority dispatch |
| Return-trip diagnostic | $69-$129 | When first visit deferred |
| Commercial rooftop access diagnostic | $149-$279 | Ladder/lift complexity |
Category 2: Capacitors and Starting Components
| Line Item | Suggested Flat Rate (USD) | Notes |
|---|---|---|
| Run capacitor replacement - single | $179-$249 | Standard residential |
| Run capacitor replacement - dual | $209-$289 | Common condenser failure |
| Start capacitor replacement | $189-$269 | Compressor support |
| Hard start kit installation | $229-$319 | Compressor protection |
| Capacitor + hard start combo | $299-$399 | Bundled option |
| Start relay replacement | $189-$269 | Matched with compressor type |
| PTC device replacement | $169-$239 | Mini-split/other applications |
Category 3: Contactors, Relays, and Transformers
| Line Item | Suggested Flat Rate (USD) | Notes |
|---|---|---|
| Contactor replacement - single pole | $189-$259 | Outdoor unit |
| Contactor replacement - double pole | $219-$299 | Higher amperage |
| Fan relay replacement | $199-$279 | Air handler/furnace |
| Time delay relay replacement | $199-$279 | Protective control |
| Transformer replacement 24V | $199-$289 | Low-voltage controls |
| Fuse and low-voltage protection replacement | $99-$169 | Minor electrical |
| Low-voltage short tracing and repair | $199-$349 | Time-variable diagnostic |
Category 4: Motors and Airflow Components
| Line Item | Suggested Flat Rate (USD) | Notes |
|---|---|---|
| Condenser fan motor replacement - PSC | $379-$529 | Standard replacement |
| Condenser fan motor replacement - variable speed | $549-$799 | Higher-cost motor |
| Blower motor replacement - PSC | $399-$579 | Indoor airflow |
| Blower motor replacement - ECM | $649-$949 | Premium equipment |
| Inducer motor replacement | $499-$729 | Furnace draft |
| Blower wheel cleaning and balance | $149-$279 | Airflow restoration |
| Belt replacement and tension adjustment | $149-$249 | Belt-driven commercial units |
Category 5: Refrigerant and Leak Services
| Line Item | Suggested Flat Rate (USD) | Notes |
|---|---|---|
| Refrigerant leak search (electronic + bubbles) | $129-$219 | Initial leak localization |
| R-410A recharge per lb | $85-$170/lb | Local market variance |
| R-32 recharge per lb (if applicable) | $95-$185/lb | Equipment dependent |
| R-22 recharge per lb (reclaimed only where legal) | $180-$350/lb | Regulatory constraints apply |
| Minor leak repair (accessible braze point) | $249-$449 | Excludes major coil failure |
| Major leak repair (coil/line set) | Quote on site | Scope varies materially |
| Recovery and EPA-compliant handling | $99-$179 | Add when required |
Refrigerant pricing and allowed handling vary by jurisdiction. Always follow EPA and local regulations.
Category 6: Thermostats and Electrical Controls
| Line Item | Suggested Flat Rate (USD) | Notes |
|---|---|---|
| Thermostat replacement - basic | $199-$299 | Programmable stat |
| Thermostat replacement - smart stat | $299-$449 | Setup + app pairing |
| Customer-supplied smart stat install | $149-$249 | Labor and setup only |
| Control board replacement - furnace | $349-$599 | Board cost dependent |
| Control board replacement - defrost | $349-$599 | Heat pump systems |
| Disconnect replacement | $199-$329 | With/without breaker |
| Low-voltage wiring repair | $149-$279 | Length/access dependent |
Category 7: Coils and Heat Exchange Surfaces
| Line Item | Suggested Flat Rate (USD) | Notes |
|---|---|---|
| Evaporator coil cleaning - accessible | $199-$329 | Chemical + rinse |
| Condenser coil cleaning | $149-$269 | Outdoor unit performance |
| Evaporator coil replacement | Quote on site | Model and refrigerant specific |
| Condenser coil replacement | Quote on site | High-parts-cost repair |
| Heat exchanger inspection + report | $149-$279 | Safety documentation |
| Heat exchanger replacement | Quote on site | Often replacement decision point |
Category 8: Drain and Condensate
| Line Item | Suggested Flat Rate (USD) | Notes |
|---|---|---|
| Condensate drain flush and treatment | $99-$169 | Preventive service |
| Wet vac + flush + line verification | $149-$229 | Deeper blockage |
| Condensate pump replacement | $199-$319 | Pump + labor |
| Float switch replacement | $149-$219 | Safety cut-off |
| Secondary drain pan treatment | $49-$89 | Add-on service |
| Drain pan replacement | $249-$449 | Access-dependent repair |
Category 9: Heating Components
| Line Item | Suggested Flat Rate (USD) | Notes |
|---|---|---|
| Ignitor replacement | $199-$299 | Hot surface ignitor |
| Flame sensor replacement/clean | $149-$239 | Combustion reliability |
| Pressure switch replacement | $199-$299 | Furnace safety |
| Limit switch replacement | $199-$299 | Overheat protection |
| Gas valve replacement | $349-$549 | Combustion component |
| Sequencer replacement (electric heat) | $249-$379 | Heat strip control |
Category 10: IAQ and Maintenance Plans
| Line Item | Suggested Flat Rate (USD) | Notes |
|---|---|---|
| 1 inch filter replacement (customer supplied) | $29-$59 | Quick maintenance |
| 1 inch filter replacement (tech supplied) | $49-$99 | Includes filter |
| 4-5 inch media filter replacement | $89-$169 | Higher media cost |
| UV bulb replacement | $149-$239 | Annual IAQ service |
| UV system installation | $349-$599 | Single-zone typical |
| Cooling tune-up | $89-$159 | Seasonal maintenance |
| Annual maintenance plan - one system | $169-$299/year | Recurrence and perks bundled |
Total sample line items above: 66. Use this as a baseline and remove or add rows by service mix.
FAQ
What is the best HVAC flat rate pricing formula?▼
How often should I update my flat rate price book?▼
Should HVAC pricing be hourly or flat rate?▼
How many line items should an HVAC price book have?▼
How do Good/Better/Best options increase ticket size?▼
Turn This Template Into a Live Field Price Book
If you want this to work in real service calls, your techs need one controlled source of truth on mobile. ServiceHub gives you that without spreadsheet drift.
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