What you'll get from this guide
- Diagnostic fee structure, common repair ranges, system replacement tiers, and maintenance add-ons
- After-hours premium rules and a simple floor-price framework
- ServiceHub hook for Pricing Engine, Good/Better/Best quoting, and follow-up automation
Download the HVAC Price Book
Use the PDF in the field and update your own price book quarterly based on labor, parts, and margin targets.
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 businesses use a price book
Flat-rate pricing solves two common problems at the same time: technicians stop quoting the same repair at different prices, and homeowners stop trying to reverse-engineer your margins from a parts list they found online.
A real price book also speeds up the sale. When the technician can show a consistent flat rate for the exact repair, the conversation is about approval and options, not office callbacks and improvised math.
Time-and-materials vs flat rate
| Model | What the customer sees | Operational risk | Sales effect |
|---|---|---|---|
| Time and materials | Parts and labor listed separately | Technicians estimate differently and jobs drift | Slower approval, more price pushback |
| Flat rate price book | One defined price for the job | Pricing stays consistent across techs | Faster approval and cleaner margins |
The goal is consistency first, then speed.
How to build your own price book from this template
Set diagnostic and dispatch fees first
This becomes the anchor for the rest of your field pricing. Standard and after-hours service-call rules should be decided before the busy season starts.
Price your top repair categories
Capacitors, contactors, blower motors, thermostats, drain service, and refrigerant work usually cover a large share of repair volume.
Build Good / Better / Best replacement tiers
Replacement work closes better when customers choose between three options instead of reacting to one number.
Write your adjustment rules
After-hours, specialty equipment, permit/disposal, and financing or membership discounts should be policy-based, not improvised at the truck.
What this template should include
- Standard and after-hours diagnostic / dispatch fees
- Common repair line items with flat-rate ranges
- Good / Better / Best system replacement structure
- Maintenance plan add-ons and recurring service pricing
- After-hours and emergency premium rules
- Internal notes for permit, disposal, and specialty equipment adjustments
?FAQ: HVAC price books
Should I publish my full HVAC price book to customers?▼
What should be in an HVAC price book first?▼
Should after-hours pricing be part of the price book?▼
Related resources
Use the price book in the field, not just in a PDF
LeadDuo ServiceHub can keep the HVAC rate card live, calculate quoted prices without manual math, and follow up on estimates automatically when the customer does not reply right away.
- Pricing Engine keeps rate-card logic in one place
- Good / Better / Best options presented consistently
- Quotes convert to invoices without retyping
- AI AutoFollow recovers estimates that would otherwise go cold
Read the full guide
Read the blog post →