The short version
An HVAC quote for a replacement is about equipment, installation scope and what is reused, so those three need to be written out. An HVAC quote is a fixed offer: it names the scope, the price, what is not included, and the date the price is good until.
Open the quote generator for HVAC techniciansScope of work for the base package
The example quote is for a complete service and recharge package with a leak check, filters and refrigerant recovery. The wording under each line is the kind of scope sentence you can copy and edit. Unit prices are example rates from the starter lines in the quote generator, not market prices, so replace them with your own.
| Included in the base price | Qty | Unit | Unit price | Amount |
|---|---|---|---|---|
| Diagnostic and inspectionStrip and clean the indoor unit, clear the condensate line, check pressures and confirm the system cools to specification. | 1 | job | $150.00 | $150.00 |
| Filter replacementRemove and replace each filter, and check airflow across the coil once fitted. | 4 | each | $35.00 | $140.00 |
| Refrigerant, R-410ALeak check the system, recharge with the correct refrigerant type to the manufacturer's stated weight, and log the type and amount added for the compliance record. | 3 | lb | $150.00 | $450.00 |
| LaborDiagnosis, repair and commissioning time, charged as worked. | 3 | hour | $70.00 | $210.00 |
| Refrigerant recovery and disposalRecovery of any refrigerant removed by a certified technician, and disposal of it as required, logged separately from labor for the record. | 1 | job | $45.00 | $45.00 |
The R-410A lines apply to servicing existing systems. Newer systems may use a different refrigerant, so confirm the type on the unit before you price it.
Optional add-ons
Options keep the base price clear and let the client say yes to extras without reopening the quote.
| Option the client can add | Qty | Unit | Unit price | Amount |
|---|---|---|---|---|
| Two spare filters left on site | 2 | each | $35.00 | $70.00 |
Worked quote total
The base price is the offer. Options are added only when the client accepts them. The tax rate is an example only.
| Quote total | Base only | Base plus options |
|---|---|---|
| Base price | $995.00 | $995.00 |
| Options | $0.00 | $70.00 |
| Sales tax at an example rate of 8% | $79.60 | $85.20 |
| Quoted total | $1,074.60 | $1,150.20 |
Example payment schedule
A 30, 40 and 30 split is shown as an example. Choose a split that fits the size of the job and the cost of materials you carry.
| Payment | Share | Amount |
|---|---|---|
| Deposit when the quote is accepted | 30% | $322.38 |
| When the diagnosis and leak check are complete | 40% | $429.84 |
| When the system is recharged and running to specification | 30% | $322.38 |
| Total, base only | 100% | $1,074.60 |
Validity and acceptance
State a validity date, for example that the price holds for 30 days from the quote date. Then add an acceptance line: the client signs and dates the quote, or replies in writing, and the deposit starts the schedule. A signature block is a name, a signature and a date for the client and for you.
Exclusions for an HVAC quote
- Replacement of the compressor, coil or air handler.
- Duct cleaning or modification.
- Electrical repairs to the disconnect or supply.
- Equipment warranty claims, which go through the manufacturer.
Change orders
If a component other than those named fails, stop and send a written change with the part and labor rates before continuing.
Not ready to commit to a price?
An HVAC technician gives an estimate for a repair that still needs diagnosing, and a quote for an equipment replacement once the unit and scope are chosen. If the scope is still open, start with the HVAC estimate template and give a range.
Start your HVAC quote
Pick the trade, set quantities and options for your own job, add your terms and download it. Nothing needs an account.
Open the quote generator for HVAC techniciansRelated pages
Last reviewed by InvoiceTools, Houston, Texas, on 11 October 2026.