HVAC Estimate Template: Free PDF Download

To help contractors win more jobs and boost profitability, we’re offering a free HVAC estimate template.

To get your free template, fill out our form (to the right on desktop, or above on mobile) and we’ll email it to you straightaway. 

What’s Included in the HVAC Estimate Template

Our printable estimate template includes all the essential fields for your team to fill in:

1. Company Information

• Your contact information, including, address, phone number, email, and website details

• Contractor license number

• Estimate reference number and date

• Due date and terms

2. Client Information

• Client’s name, address, phone number, and email

3. Project Description

• Space to provide a brief description of the project or services (e.g. HVAC installation or air conditioning repair)

4. Estimate

• Space for 10 line items with columns for service description, quantity, unit price, and total

• Subtotal, tax, and total due

5. Terms and Conditions

• Estimate expiry date

• Deposit required

• Payment terms

• Expected work start and completion dates

6. Acceptance of Estimate

• Signature and date fields for client and contractor representative

The Drawbacks of PDF HVAC Estimates

1. Manual and Error-Prone Creating estimates by hand in a PDF is time-consuming and leaves room for costly mistakes.

• Technicians or office staff must copy and paste line items, totals, and customer info — a process that’s easy to mess up.

• Small errors can delay jobs, hurt credibility, or lead to disputes with customers.

2. No Pricebook Integration PDFs don’t connect to your pricebook, making it harder to ensure accurate and up-to-date pricing.

• Techs might guess or reference outdated numbers, leading to inconsistent estimates.

• Even minor pricing mistakes can shrink your profit margins over time.

3. Disorganized Documentation PDF estimates often live in inboxes, desktops, or scattered folders.

• Staff must manually transfer documents to your CRM, accounting software, or project management tools.

• This disorganization slows down operations and increases the risk of lost paperwork or duplicate entries.

4. No Customer Insights Once you send a PDF, you’re in the dark.

• There’s no way to know if the customer viewed it — or when — making it harder to follow up at the right time.

• Missed opportunities and slow responses can cost you the job.

Why Settle for Outdated PDFs? ServiceTitan Solves These Pain Points

PDF templates (or programs like Microsoft Word, Google Docs, or Google Sheets) might seem like a quick solution for creating HVAC estimates, especially for smaller shops or one-off jobs. But as your business grows, relying on PDFs can introduce avoidable inefficiencies and risks — especially when it comes to speed, accuracy, and customer follow-up.

In the next section, we’ll explain how ServiceTitan’s HVAC contractor software solves these issues by streamlining the estimating process with the rest of the HVAC workflow, improving customer satisfaction, and maximizing profitability.

Features include:

• Fully integrated pricebook → create accurate, profitable estimates

• Advanced CRM → streamline communication between field and office

• Tracking features → ensure all estimates are followed up

• Integration → maximize efficiency by integrating estimates with the rest of your workflow, such as payroll and accounting

• Mobile app → present estimates and payment solutions on the spot

How ServiceTitan Helps Streamline HVAC Estimating to Maximize Profitability

ServiceTitan’s HVAC estimating software can be accessed by all employees, whether office-based or out in the field, in real time, via our mobile app. Our software helps HVAC contractors save time and close more jobs by creating accurate, profitable estimates that are fully integrated with the rest of your workflow, including scheduling, dispatching, and invoicing.

Key Features of Customizable Estimates

• Flexible Customization: Create estimates with your own pre-filled product and service descriptions that will automatically update when new information is added and seamlessly transfer over to any client presentation that offers them. 

• Integrated, Accurate Pricing: Use Pricebook Connect to create a pricebook that’s connected to our range of key suppliers so that your estimates reflect the actual materials that will be used (rather than generic placeholders).

• Automated Pricing Updates: Set up rules to dynamically automate pricing updates that are reflected in estimates and proposals and across all devices (mobile tablet or desktop). Upgrade to Pricebook Pro to save even more time and ensure that your business offers the best flat-rate services, at the right prices for profitability. 

• Multiple Proposals & Flexible Financing: Build multiple estimates and present however many options you choose, for example, Good-Better-Best proposals with flexible financing options and close more deals in the field. 

• Fast Follow-Up on Open Estimates: Use simple tags and filters on your ServiceTitan dashboard to track and follow up with customers who haven’t responded to estimates. This will help improve close rates and maximize your bottom line.

• Advanced Customer Support: ServiceTitan’s CRM functionality means that when a customer signs off on a proposal, this can be viewed in real time back at the office. This allows staff to see the scope of work and begin locating parts, and build material lists for the fastest turnaround possible. 

• Optimized Communication: ServiceTitan improves communication with updates that sync instantly between the office and your technicians. Whether you’re creating job estimates or invoices, our real-time updates eliminate double data entry and decrease the potential for error.

Smart Estimating with ServiceTitan Mobile

HVAC techs can access the features we just described by using ServiceTitan Mobile, our highly intuitive cloud-based mobile app (available on Android and iOS). 

Here’s an overview of some of the other features techs can access:

• Customer information and history: Including contact details, notes, property data, and call recordings, so techs will always know who they’re dealing with and if there are any special requirements (such as a preferred phone number).

• Complete job histories: Full details of existing HVAC system, prior work carried out including any previous estimates, invoices, warranty, and servicing statuses, so techs can identify upselling opportunities, such as when equipment needs replacing or when a membership agreement has expired.

• Customer financing options: Customers can apply and be approved by one of our financing partners in minutes, helping techs overcome objections that might otherwise reduce profitability.

• Convenient customer payments: Save time and bring in revenue faster by taking payments on the spot. Techs can create and issue invoices on their mobile app and offer flexible payment options to customers (credit card, check, customer portal, etc.). 

These features (and more) help your techs combine your dynamic, customized pricebook with the seamless execution of estimates to close more sales and increase revenue. 

Integrate Estimating with the HVAC Workflow

Because ServiceTitan is an all-in-one software solution, it integrates your estimating process with the entire HVAC workflow, from estimates and dispatching, to invoices and payments. This saves the time it would take to use different software and processes and reduces the likelihood of input and transfer errors. 

Once the customer has agreed to the estimate, ServiceTitan lets you:

• Generate electronic purchase orders and order HVAC equipment and materials.

• Schedule and dispatch the work order.

• Generate the HVAC invoice, send it via email to the customer, and automatically file it electronically.

• Accept check or credit card payments on the spot via mobile or through the ServiceTitan portal, speeding up cash flow and reducing the need for follow-up calls.

• Integrate directly with accounting tools such as Intacct and QuickBooks so you don't have to change your current processes.

Monitor Performance with In-Depth Reporting

ServiceTitan offers HVAC contractors unrivaled insights by tracking how HVAC estimates and proposals are driving business. 

• Analyze Multiple KPIs: HVAC business owners can quickly sort and analyze datasets from dozens of KPIs to get a clear vision of what’s working, what’s not, and how to adjust their approach. 

• Create Marketing Campaigns to Drive New Jobs: Use metrics for conversion rate, average ticket size, estimates closed, generated leads, tasks per call, customer satisfaction, and more, to create campaigns with ServiceTitan’s Marketing Pro. Tailor target audiences to send individual (or bulk), automated emails to customers with open estimates. 

• Prioritize Potential Big-Ticket Orders: HVAC business owners can drill down into customer data to prioritize marketing campaigns based on factors such as which customers are most likely to soon yield big-ticket work orders. 

Want to See These Features in Action?

While using a free template is a good starting point, ServiceTitan helps streamline invoicing, expedite payroll, manage work orders and dispatching, and more. No template or Excel spreadsheet can do all that.

ServiceTitan helps optimize your estimating process to:

• Deliver fast, accurate estimates to customers 

• Close more deals 

• Increase profit for your HVAC business