What you’ll get from this guide
- Complete flat-rate structure across 10 HVAC service categories
- 66 sample line items with market-rate ranges (USD)
- Google Sheets + PDF download with Good/Better/Best examples and field usage notes
Download the HVAC Flat Rate Price Book
Use the PDF in the field and keep the Google Sheet as your editable master. The asset is designed to be customized, printed, or loaded onto a tablet for quoting on site.
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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How to Use This Template
Download the Google Sheets version to customize your own rates. The PDF is formatted for field use, so your techs can quote from a single source of truth instead of from memory.
Customize in this order: first update your loaded labor rate, then adjust parts costs, then set your target margin, and finally revise the Good/Better/Best scope so it matches how your team actually presents options.
Do not change the structure just to make it shorter. The value of the book is consistency. If you need the math and pricing strategy behind these numbers, read the HVAC flat rate pricing guide.
Customize the Template in 4 Steps
Update loaded labor rate
Start with your real billable labor cost so every downstream line item is anchored to your business instead of generic market averages.
Refresh parts costs
Replace the sample parts assumptions with your current supplier pricing before you publish the book to the field.
Set your margin target
Most operators target sustainable profit, not break-even pricing. Update the template so the visible rates match the way your shop actually needs to earn.
Adjust the option framing
Keep the Good/Better/Best structure aligned with how your techs sell. The middle option should usually be the default best value.
Stop Quoting from Spreadsheets Your Techs Cannot Find
The template is the starting asset. ServiceHub turns it into a live field system so pricing does not drift between office, dispatch, and the truck.
- Centralize every line item 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?▼
Keep the Asset, Then Learn the Math Behind It
Use this template as the operational price book. For the pricing method, margin logic, and rollout advice behind it, read the HVAC flat rate pricing guide.
Read the full guide
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