HVAC Templates

Make running your business easier with our HVAC templates for everything from service call checklists to invoices.

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HVAC

Free HVAC Invoice Template: Optimize Your HVAC Invoicing Process

In this article, we’ll explain how a best-in-class field service software like ServiceTitan can help contractors make invoicing a ...

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HVAC

HVAC Employee Handbook Template: Why Contractors Shouldn’t Write Their Own

Developing an HVAC employee handbook serves several important business needs, such as outlining what’s expected of new employees, ...

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Electrical

Electrical Contractor Employee Handbook + Tips for Working with a Pro

Establishing an employee handbook for your electrical shop serves several key business functions, from setting expectations for ne...

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Electrical

Use This Free Electrical Bid Template to Grow Your Bottom Line

View and download our free electrical bid template. Plus, learn about the challenges with creating and managing electrical bids, a...

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Plumbing

Maintenance Plumber Job Description Template: Enhance Hiring to Grow Your Plumbing Business

The spike in demand for plumbers, including maintenance plumbers, emphasizes the need for plumbing companies to strategize recruit...

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Plumbing

Guide to Developing an Plumbing Employee Handbook Template for your Business

You hired a new employee for your plumbing service company — congratulations! Next order of business: Have them review and sign th...

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Plumbing

Plumbing Installer Job Description Template: Make Quality Hires to Grow Your Plumbing Business

In order to surpass their competition, plumbing companies must find creative ways to strategize recruitment and hiring. To find qu...

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Plumbing

Journeyman Plumber Job Description Template: Hire Experienced Plumbers to Grow Your Business

The rise in demand for plumbers, including journeyman plumber jobs, means your company needs to strategize the hiring process to i...

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Plumbing

Plumbing Service Technician Job Description Template: Hire Top Techs to Grow Your Business

As a plumbing company, you need to find quality workers to fill job openings so you can schedule more jobs, maintain top customer ...

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Plumbing

Plumbing Dispatcher Job Description Template: Hire the Right Dispatchers to Grow Your Plumbing Business

Your plumbing dispatchers play an essential role in every service call at your plumbing company. Not only do they schedule and rou...

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Plumbing

Plumber Helper Job Description Template: Hire the Right Techs to Scale Up

Want to grow your plumbing company? You may need to take a close look at your plumbing company's job descriptions. In the current ...

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Plumbing

Apprentice Plumber Job Description Template: Attract Top Candidates to Grow Your Business

If you're like many plumbing companies, finding top quality apprentice plumbers may seem like an impossible task. In today's compe...

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Electrical

Electrician Invoice Template: Free PDF Download & Interactive Tool

ServiceTitan can help improve your electrical invoicing process, whether you choose to download our free invoice template, try out...

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Plumbing

Free Plumbing Work Order Template: Weed Out Work Order Inefficiencies to Streamline Operations and Grow Your Business

A well-designed work order template is a great way for plumbing contractors to start improving their business operations. But a ne...

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HVAC

HVAC Proposal Template: How to Present Options & Streamline Your Process

Download our free HVAC Proposal template, and learn how ServiceTitan streamlines the HVAC proposal process to close more deals.

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HVAC

Free HVAC Flat-Rate Pricing Template: Quickly Generate Precise, Accurate Proposals and Estimates with Our Free Download

View and download our free HVAC flat-rate pricing template. Plus, learn about the limitations of relying on a static price list te...

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Plumbing

Free Plumbing Proposal Template: Create Attractive Proposals with Ease

View and download our free plumbing proposal template. Plus, learn about the challenges with creating and managing plumbing propos...

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HVAC

Free HVAC Work Order Template: Get Organized and Impress Customers

We’ll walk you through how to download and use our free template. And then we’ll explain how ServiceTitan streamlines all your bus...

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Subcontractor

Schedule of Values Template for Subcontractors: How to Streamline Your Progress Billing

View and download our free schedule of values template for subcontractors. Plus, learn about the challenges with progress billing ...

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Subcontractor

Subcontractor Application for Payment Template (And an Alternative That Will Save You Even More Time)

View and download our free subcontractor Application for Payment Template, and learn how ServiceTitan streamlines payment applicat...

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Subcontractor

Subcontractor Estimate Template: How to Win the Work and Streamline Project Management

Check out and download our free subcontractor estimate template. Plus, learn more about the process-related challenges of subcontr...

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Subcontractor

Free Subcontractor Quote Template: Simplify Job-Costing to Maximize Your Profits

View and download our free subcontractor quote template. Plus, learn about the challenges with bidding and project tracking for su...

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Subcontractor

Free Subcontractor Invoice Template: Streamline Your Invoicing Process to Get Paid on Time and in Full

Check out and download our free subcontractor invoice template. Plus, learn more about the process-related challenges of subcontra...

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Plumbing

Free Plumbing Estimate Template | Streamline & Win More Jobs

Download our free plumbing estimate template to enhance your estimating process. But keep in mind that ServiceTitan's field servic...

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HVAC

Free HVAC Bid Template: Streamline Your Process from Bidding through to Invoicing

View and download our free HVAC bid template. Plus, learn about the challenges with creating and managing HVAC bids, and how Servi...

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Electrical

Free Electrical Proposal Template: Create Good Better Best Electrical Proposals That Increase Close Rates and Ticket Prices

View and download our free electrical proposal template. Plus, learn about the challenges with creating and managing electrical pr...

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Landscaping

How to Manage Landscaping Service Contracts with Increased Efficiency (Plus Free Template)

In this article, we describe how to use our landscaping service contract template, and then we explain how our landscaping busines...

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Plumbing

Plumbing Invoice Template: Get Paid & Minimize Hassles (with Free PDF Download)

In this article, we describe how to use our landscaping service contract template, and then we explain how our landscaping busines...

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Electrical

How to Manage Electrical Service Agreements with Ease (Plus Free Template)

ServiceTitan helps electrical contractors streamline and manage service agreements — as well as manage the other key areas of thei...

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HVAC

How to Streamline HVAC Service Agreements (With Free Template)

In today's day and age, a customer service agreement program is essential for HVAC companies. Without top-notch field management s...

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HVAC

HVAC Estimate Template: Close More Deals & Improve Efficiency

Download our free HVAC estimate template and learn how to enhance your HVAC estimating process. It’s important for you to know, th...

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HVAC

Free Commercial HVAC Bid Template: Optimize Your Commercial HVAC Bidding Process with Our Free Download

View and download our free commercial HVAC bid template. Plus, learn about the challenges with creating and managing commercial HV...

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Plumbing

Download Our Commercial Plumbing Proposal Template (And Increase Efficiency in Your Business)

View and download our free commercial plumbing proposal template. Plus, learn about the challenges with creating and managing comm...

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HVAC

HVAC Postcards Templates: Leverage Direct Mail and Track ROI on Your Campaigns

Learn about how ServiceTitan's direct mail features work in Marketing Pro, including examples of our professionally designed HVAC ...

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HVAC

How to Use HVAC Installation Checklists to Drive Revenue Growth and Reduce Errors (With Free Template Download)

Download a free HVAC installation checklist template. Plus, learn the limitations of a basic PDF checklist, and how ServiceTitan's...

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Electrical

Free Electrical Estimate Template | Present Like a Pro

A solid template can help guide techs while they’re out in the field, however, it doesn’t do much to solve the process-related cha...

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Plumbing

Free Plumbing Price List Template: Go Digital with Our Flat-Rate Google Sheet Template

View and download our free plumbing price list template. Plus, learn about the limitations of relying on a static price list templ...

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Electrical

Free Flat-Rate Electrical Price List Template: Create Fast, Accurate Estimates and Invoices

View and download our free electrical price list template. Plus, learn about the limitations of relying on a static price list tem...

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Electrical

Commercial Electrical Bid Template: Streamline Your Bid Process and Grow Your Revenue with Our Free PDF Download

View and download our free commercial electrical bid template. Plus, learn about the challenges with creating and managing commerc...

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HVAC

HVAC Technician Job Description: How to Hire the Best Techs

As an HVAC business owner, you already know the challenges of hiring reliable HVAC technicians. With the national trade labor shor...

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HVAC

HVAC Engineer Job Description: How to Recruit and Retain the Best

As the HVAC industry's labor shortage shows no signs of cooling, HVAC companies must strategize now on how to recruit and retain t...

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HVAC

HVAC Office Manager Job Description: How to Recruit and Retain the Best

Your HVAC office manager acts as the hub of your team for your residential and commercial HVAC company, scheduling jobs and dispat...

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Plumbing

Plumbing Maintenance Contract Template: How to Grow Recurring Revenue with Streamlined Memberships

View and download our free plumbing maintenance contract template. Plus, learn about the challenges with managing plumbing members...

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Plumbing

Plumbing Postcard Templates: Easily Design, Send, and Track Results from Direct Mail Campaigns

Learn about ServiceTitan's Marketing Pro direct mail features, including examples of our professionally designed plumbing postcard...

Over the last couple of years, our team of industry experts at ServiceTitan has been building a suite of free downloadable templates for HVAC businesses. 

Here in our HVAC templates hub you can find each template with a corresponding article that explains what it includes, as well as how to download and use it in your business. And to make finding the templates you need easy, we’ve organized them by the following job stages:

Simply use the dropdown menu on the top left of this page to explore templates by job stage. 

Now, it’s worth noting that HVAC businesses looking for these sorts of templates need to consider the one major downside of relying on PDF templates for managing all of these essential business processes: none of them are integrated to work with one another

When you enter information into an estimate template, for example, you need to re-input much of that same information into each of the subsequent documents: work orders, purchase orders, inventory management systems, dispatching tools, invoices, accounting software, etc.

This process of repeatedly entering the same information into many different documents and tools has a number of significant implications:

  • Constant and repetitive manual data entry on behalf of your field and office staff (and the errors that come along with that)

  • Wasted time that could be spent on revenue generating activities: booking jobs with new clients, providing better customer service, marketing, etc.

  • Difficulty organizing documents and keeping them all up to date

  • Difficulty accessing documents remotely by staff throughout the company

These challenges, among others, are why many HVAC companies are choosing to invest in field service management software. Our HVAC software, ServiceTitan, integrates all of these different documents and business functions seamlessly, making them easy to create, update, and access by anyone in the company via any type of device. It provides tools for the entire job lifecycle from winning the work, to executing jobs, to getting paid. 

Below we’re going to walk through exactly how our software integrates all of these business processes together into one system. 

Want to see ServiceTitan in action? Schedule a call with us to learn more about how our software can help you streamline and grow your HVAC business. 

How ServiceTitan Integrates and Streamlines the Entire HVAC Business Workflow (From Winning Work to Getting Paid)

When a call comes in or a job is booked through an online form (e.g. your HVAC website, a Google Local Services ad, etc.), the ServiceTitan workflow begins with creating a job.

1. Creating a Job: Capture All of the Information You Need In One Place

Creating a Job

During a call booking, customer service representatives (CSRs) can collect all of the information that’s necessary to begin engaging with a potential customer—name, address, phone number, email address, job summary, etc. 

If the person calling in is an existing customer, the system will automatically pull up that customer’s name, contact info, and past job history. Not only is there no need to re-enter their information, but CSRs have access to all of the context of that customer relationship right at their fingertips, allowing them to provide the highest quality customer experience

From this page, CSRs can take notes on the problem the customer is experiencing or the work they need done, and this information is preserved and immediately accessible by anyone within the company. If a tech needs to get out to a location to assess a job as soon as possible, they have all of the information they need to get to the job site and begin reviewing the work to be done. 

Then, throughout the course of fulfilling the job, this page acts as a homepage where all of the subsequent information and documents for the job can be found: billing information, scheduled appointments, estimates, invoices, and more.

2. Job Scheduling and Dispatching: Get the Right Techs, to the Right Jobs, at the Right Times

commercial-electrical-estimating-software-4

Once a job is created, ServiceTitan makes scheduling a technician to visit that job—whether for drafting an estimate or performing the work—a streamlined process. 

Our dispatching feature provides office staff with a clear view of each technician that’s on the clock, where they’re located, and which jobs they’re scheduled to work on that day. 

Right from the dispatch board, dispatchers can send and receive texts with technicians, keeping field and office staff on the same page while ensuring phone lines remain open for every customer opportunity.

And with our Map 2.0 and adjustable capacity planning features, dispatchers can more easily get the right techs to the right jobs, while maintaining control over how many man hours their techs can take on any given day.

Combined, our dispatching features alone can help HVAC businesses see significant improvements in operational efficiency and customer satisfaction. To view user testimonials and learn more about ServiceTitan dispatching—which includes additional features such as dispatch notifications, automated job confirmations, and more— click here.

3. Building Estimates and Proposals (From the Field or Office)

Building Estimates and Proposals

Depending on the job or business unit, estimates and proposals can be created from the field via a mobile device or from the office via a desktop. Users have the option to build these from scratch, or create templates for popular services that can be reused and customized accordingly, saving staff time and allowing you to deliver estimates more quickly and efficiently. 

For each estimate, tasks, equipment, and materials can be added to build out the line items. And with our integrated pricebook features, all corresponding costs and totals are calculated automatically as you build your estimate (saving your team from error-prone, manual calculations and ensuring estimates reflect the most up to date pricing). 

Estimates can be easily emailed to customers or presented in the field via mobile devices. And for shops that use Good Better Best proposals, these can easily be built and presented to customers as well:

Estimates - Good Best Better Bid Options

In addition, we also have features that make it easier to track and follow up on open estimates:

Unsold Estimates in ServiceTitan

Instead of letting potential customers slip through the cracks, CSRs can ensure they always follow up on unsold estimates. Our users find these tools to be invaluable for closing more jobs and increasing revenue. 

And once an estimate is sold, work order documents are automatically populated based on the information from the estimate. No more copying the same information onto each new document as a job progresses. 

4. Fulfilling the Work: Foster Accountability While Ensuring Techs Have What They Need

When it’s time for technicians to visit a job site and complete the work, all of the information they need is at their fingertips and accessible via their mobile devices. This includes things such as:

  • Call recordings of the initial incoming call from the customer

  • All of the details of the job (estimate, work order, location, property data, etc.)

  • Any pictures that were captured or sent during the estimating process

And, in addition to all relevant job information, ServiceTitan also has custom form features that help to foster accountability with technicians, ensure standard operating procedures are followed, and provide the best possible customer experience.

For example, businesses often use installation, service, or repair checklists. So, if a technician is preparing to install an air conditioning unit, repair a refrigeration unit, or service an HVAC system, they can follow a standardized series of steps (right from their mobile phone or tablet) on a predefined checklist to ensure they don’t forget anything. 

Forms can be customized to the level of detail businesses need—whether that includes checking specific pieces of equipment like heat pumps and air filters, or specifying the dimensions of the line set and pad for a given job.

Fulfilling the Work

5. Getting Paid: Invoices, Credit Card Payments, and More

Getting Paid - Invoices and Credit Card Payments

When it’s time to collect payment, ServiceTitan offers a number of different ways to invoice customers and get paid.

Similar to how job information is automatically populated on a work order based on what was entered into an estimate, invoices can be generated with a few clicks based on the work that’s been done on a given job. Office staff can generate a PDF and email it directly to a customer right from within ServiceTitan. And customers can then pay that invoice online via our customer portal. 

Alternatively, customers also have the option to pay via checks or credit cards through our mobile application. If a customer wants to pay directly upon completion of a job, technicians can accept their payments right from the field. This helps HVAC businesses get paid faster, keep customers happy, and maintain cash flow.

Finally, when payments are made, our QuickBooks and Intaact accounting integrations make it easy to reflect transactions accurately in your accounting system—allowing you to seamlessly complete the job lifecycle. 

Throughout this article we’ve discussed some of ServiceTitan’s core capabilities. But despite everything we’ve covered here, the features described above are still just scratching the surface of what our product has to offer HVAC businesses. 

For example, we haven’t gone into our reporting features—one of our most valued features by HVAC business owners. We also haven’t discussed our integrated payroll and timesheets features, service agreement management features, or any of our add-on products.  

The best way to see how all of these features work and integrate with one another is through a one on one demo with our team. 

If you’ve read this far and are interested in learning more about whether an HVAC software solution might be right for your business, schedule a free demo and one of our product experts can walk you through exactly how these features work in practice.

Top 10 HVAC Templates to Download and Use In Your Business

For businesses that aren’t quite ready for a fully integrated solution like ServiceTitan, here’s the suite of templates we mentioned up top. Follow the links provided to view and download any of them that you’d like to use in your business.

HVAC Estimate Template

HVAC Estimate Template

Click here to check out the article and download the free template. 

Good Better Best HVAC Proposal Template

Good Better Best HVAC Proposal Template

Click here to check out the article and download the free template. 

Good Better Best HVAC Bid Template

Good Better Best HVAC Bid Template

Click here to check out the article and download the free template. 

Commercial HVAC Bid Template

Commercial HVAC Bid Template

Click here to check out the article and download the free template. 

HVAC Flat-Rate Pricing Template

HVAC Flat-Rate Pricing

Click here to check out the article and download the free template.

HVAC Work Order Template

HVAC Work Order Template

Click here to check out the article and download the free template.

HVAC Installation Checklist

HVAC Installation Checklist

Click here to check out the article and download the free template.

HVAC InvoiceTemplate

HVAC Invoice Template

Click here to check out the article and download the free template.

HVAC Service Agreement Template

Service Agreement Template

Click here to check out the article and download the free template. 

Note: Many HVAC businesses are interested in website templates. We don’t currently offer these, however you can shop for HVACWordPress themeshere. WordPress offers many different plugins for your business needs, such as contact forms and pop-ups for presenting special offers. For business cards, check out HVAC options on Vista Print where you can choose a template and adjust colors and fonts according to your brand style. 

More Resources For HVAC Businesses

In addition to the suite of templates offered here, ServiceTitan has built out a number of other resources for HVAC companies to leverage, learn, and improve their businesses. 

Here are some additional tools and resources to continue learning: