HVACWe’re offering a free HVAC installation checklist template to help technicians install HVAC systems.
To get your free template, simply fill out the form above (on mobile devices) or to the right (on desktop), and we’ll email it to you immediately.
What’s Included in the HVAC Installation Checklist
Our PDF template covers all the essentials, organized into clear, easy-to-navigate sections:
1. Customer and Technician Details
Date and job number
Customer name, phone number, and address
Technician name
Existing model/serial number
New model/serial number
2. Space Inspection
Space is clean of debris and there’s proper clearance to install.
Floor covering to protect carpet or hardwood floors.
Shoe booties to protect hardwood floors.
Ducts are insulated and sealed.
Refrigeration system checked for leaks.
Gas piping checked for leaks.
Drain line cleared.
3. Pre-Installation Unit Inspection
Unit inspected for shipping damage.
Model number matches order.
All loose parts have been installed.
New filter in place
4. Electrical Connections and Controls
Main power wiring is correct and matches NEC and local codes.
Unit has been properly grounded.
Electrical and control pipe chases have been sealed.
Terminal screws and electrical wiring are connected and tight.
Field mounted controls and wiring is complete.
Fuses installed.
Temperature sensors installed.
Thermostat parameters are properly set.
5. Gas Requirements
Gas supply line connected to unit.
Gas piping joints sealed.
Drip leg installed.
Gas leak check complete.
Check gas pressure.
6. Airflow Fans
Motor and blower mounting bolts are tight.
Fans are aligned and rotating freely.
Fan motor bearings are lubricated.
7. Coil Requirements
Water or steam connections and piping installed.
Penetration points sealed.
Water valve installed.
Valve wiring connected to unit control panel.
8. Refrigerant Requirements
Components and piping properly installed.
Nitrogen purge while brazing.
Check for leaks.
9. Heating Measurements
Inlet gas pressure
Manifold gas pressure
Supply air temperature
Return air temperature
Temperature rise
10. Refrigeration Measurements
Suction pressure and temperature
Discharge pressure and temperature
Refrigerant charge (actual and rated)
Compressor amps (actual and rated)
11. Customer Communication
Walk-through of unit and features
Maintenance Agreements
Thermostat Settings
Review Request
Warranty Information
12. Signatures
Technician name, signature, and date
Customer name, signature, and date
Note: Visit our HVAC templates hub to access related templates, such as our HVAC maintenance template, and spring tune-up checklist.
Why PDF Checklists Fall Short in the HVAC Installation Process
Filling out this installation checklist can help ensure techs don’t miss key steps when setting up new heating and air conditioning systems. However, even fillable PDF templates that can be filled out digitally on-site come with significant limitations.
Specifically:
No Multimedia Support → Lost Context & Disorganized Documentation PDFs are limited to text, meaning technicians can’t attach photos or videos directly in the form. Instead, they must store media separately, increasing the chances of losing critical documentation or failing to communicate the full scope of an issue.
Lack of Integration → Time-Consuming & Error-Prone Workflows PDFs don’t sync with your CRM, project management software, or other apps. Key job details must be manually shared with the office and transferred into those systems—slowing down follow-up tasks.
Fragmented Communication → Missed Revenue & Customer Frustration With job details spread across PDFs, emails, and texts, nothing moves in real time. If a tech flags an airflow issue in the new system but no one follows up promptly, it turns into a system that’s cycling on and off too quickly—and a dissatisfied customer.
Static & Inflexible → No Real-Time Updates or Accountability A PDF checklist can’t confirm whether the tech tested all key components, like suction pressure or refrigerant charge. If a key installation task is skipped or missed, there’s no automatic way to catch it before closing the job.
Why Settle for Outdated PDFs? ServiceTitan Eliminates These Pain Points
Using PDFs for HVAC installation and maintenance technically works, but it’s inefficient, outdated, and prone to costly mistakes.
In the next section, we’ll show you how ServiceTitan’s HVAC service software helps you streamline jobs, communicate findings or issues discovered clearly, and close more high-ticket service opportunities—without anything slipping through the cracks.
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ServiceTitan Streamlines HVAC Installation & Maintenance Processes
1. Customizable Digital Forms and Checklists
ServiceTitan empowers contractors to create customized forms, including HVAC maintenance checklists, accessible via our desktop and mobile apps.
Key Features of Custom Forms
Flexible Customization: Easily build forms from scratch or use pre-built templates sourced from TitanExchange, where you can access tried-and-tested forms used by other HVAC businesses. Tailor them to suit your needs and preferences.
Multi-Format Options: Add a variety of inputs to your forms, including:
Text fields
Number fields
Checkboxes
Photo/video uploads
Dropdown menus
Stoplight buttons
Digital signatures for sign-offs
Job-Specific Integration: Attach forms directly to specific jobs, customers, locations, or HVAC equipment.
Customize and Adjust Checklists with Ease
Users can also add or subtract from installation and maintenance checklists to match their needs and preferences. For example, any of the following could be added to checklists to ensure that HVAC technicians make thorough assessments:
Heat pumps
Indoor air quality
Refrigerant lines
Venting
Condensate drains
Ductwork
Evaporator coils
Air filters
Air handler
In addition, every form and checklist can be duplicated as many times as necessary to address all of the HVAC units present, right from the job site.
2. Create and Present Estimates When Issues Are Discovered
For business owners, one of the benefits of having a consistent HVAC inspection process is that it empowers field technicians to discover and capitalize on valuable sales opportunities.
For example, when a tech finds an issue with HVAC equipment during regular maintenance, ServiceTitan gives them the ability to build a custom Good Better Best proposal right from our integrated pricebook.
Using a tablet, techs can present proposals, including product photos, equipment specs, and pricing, to homeowners on the spot, as well as email them to customers for review and approval. This feature allows contractors to save time on delivering estimates to customers whose needs are often urgent.
ServiceTitan also provides automated tracking and follow-up on outstanding estimates, enabling users to improve close rates and maximize their bottom line.
3. Easily Track, Access, and Update Maintenance Agreements
Oftentimes, HVAC checklists are used in the context of HVAC memberships or maintenance agreements. ServiceTitan's membership feature gives HVAC businesses the ability to effectively and efficiently document, manage, and track recurring services associated with maintenance agreements.
Crucially, all of the records and specifications of HVAC memberships are stored in one place, making them easy to search and reference with just a few clicks.
Details that ServiceTitan users store with this feature include:
Membership type
Agreement period
Membership locations (single or multiple)
Billing schedule and price
Service frequency (e.g. quarterly, biannual, or annual maintenance plan, etc.)
Revenue recognition (point of sale or deferred)
Since this information is archived in a central location, contractors do not need to sift through paper files or spreadsheets to find exactly what they’re looking for. The details are easy to edit and can be viewed from our desktop app by office staff or by technicians in the field.
Furthermore, membership tracking is seamlessly integrated with the software tools that our users rely on to do things like schedule jobs, build proposals, send invoices, and collect payment.
4. Leverage Automation to Schedule Preventive Maintenance Visits On Time
Once recurring service events are set up, they are automatically added to your schedule based on the defined dates and frequency. This saves office staff significant time from having to manually track and add these jobs to the schedule while reducing the chances of missing maintenance visits.
Office staff can view upcoming recurring service events by date range and initiate individual jobs by contacting the customer to coordinate a time and book the job. At that point, the job will be assigned to a technician and be automatically viewable on their schedule and through the dispatch board.
You can also create follow-up notifications for cases where you’re unable to contact a customer, they aren’t ready to book a job, or they no longer want the service. These offer HVAC contractors peace of mind and help to ensure that office staff doesn’t forget to follow up in these instances.
If you’re scheduling a maintenance visit that’s not connected to a service agreement, our call booking workflow offers a suite of features that make this seamless, including:
Providing CSRs with the names and customer histories of incoming callers.
Guiding CSRs through an intuitive set of form fields and drop-down menus to ensure all essential details are captured on the first call.
Allowing CSRs to efficiently schedule appointments from the same screen.
Automatically adding scheduled jobs and job details to our sophisticated yet easy-to-use dispatch board.
5. Efficiently Send Invoices and Get Paid Faster
Drawing on the equipment, hourly rates, and other factors that go into an HVAC quote, ServiceTitan automatically populates invoices so that there’s no discrepancy between the estimate and the bill.
HVAC contractors can choose to send invoices by email — with a link to allow clients to pay online — or have them e-signed on-site with a mobile device.
Collecting payments is similarly painless. Homeowners and commercial clients can pay through our customer portal, which allows them to save credit card information. Contractors are still free to take cash or check, too. (As revenue flows in, our QuickBooks integration makes it easy to track.)
Finally, ServiceTitan can help HVAC contractors overcome objections by providing near-instantaneous access to one of our financing partners. It takes just minutes on our mobile software for customers to apply and get approved, reducing cost obstacles that might otherwise reduce profitability.
Get a ServiceTitan Demo to See How We Can Help You Optimize and Grow Your HVAC Business
While PDF HVAC installation checklists are better than having no checklist at all, they simply can’t solve many of the business process challenges inherent in the surrounding workflows of executing HVAC work.
Using a best-in-class HVAC software like ServiceTitan gives contractors the ability to build customizable forms and checklists that are seamlessly integrated with other vital business processes and represents a superior way to address these and other challenges.
In addition to simply optimizing the inspection process for HVAC systems, our software offers additional features to facilitate other core business functions as well, including:
See how ServiceTitan’s HVAC software can give you the tools you need to streamline operations and grow your business. Schedule a call for a free product tour.
