HVAC Business Spreadsheet | Heating and Air Conditioning Estimating Job Costing Template Excel Google Sheets | Quote & Profit Calculator

Most estimating templates add up what a job costs. This one tells you what to charge.

It works out what an hour of your time actually costs - wage, burden, non-billable time and overhead - then loads every quote with the right overhead, stress-tests the price before you send it, and tracks the job's real margin while you can still do something about it.

Thirteen linked sheets. 2,465 working formulas. Built for HVAC contractors: boiler swaps, full heating installs, air and ground source heat pumps, split and VRF air conditioning, MVHR and commercial plant rooms.

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WHAT MAKES THIS DIFFERENT

* A real overhead rate, not a guess.
Enter your annual overhead and crew data once. The workbook calculates your fully burdened labour cost, your cost per BILLABLE hour (you pay for travel, quoting, surveys and holidays too - most templates ignore this), your break-even hourly rate, and the rate you must actually sell at to hit your target margin.

* Overhead allocated per labour hour, not as a flat percentage.
A labour-heavy job ties up your crew and van for weeks. A supply-heavy job is mostly a merchant invoice. Charging both a flat 10% overprices one and quietly loses money on the other.

* A sensitivity grid on every quote.
Copper moves. A commissioning visit turns into three. Your quoted price does not change. The grid shows exactly what your profit becomes across every combination - and turns red where you start losing money. Read the worst corner before you send the quote, not in week three.

* Earned value tracking while the job runs.
Cost Performance Index, projected final cost, projected final margin, and a plain-English alert: "Job is running 5.9% below the margin you quoted."

* Margin vs markup, settled.
Adding 30% to your cost gives you a 23% margin, not 30%. The conversion table is built in and every quote shows both numbers side by side.

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THE THIRTEEN SHEETS

1. Start Here - colour legend, licence, quick reference
2. Setup - company details, tax/VAT rate, defaults, and every dropdown list
3. Overhead & Rates - break-even hourly rate, required sell rate, break-even revenue, jobs needed per month
4. Price Book - 42 starter items with unit costs, waste factors and default markups; room for 110. Combi and system boilers, heat pumps, unvented cylinders, buffer tanks, VRF indoor and outdoor units, MVHR, copper 15-28mm, refrigerant pipe and R32 charge, rigid and flexible duct, radiators, TRVs, zone valves, smart controls, flue kits, powerflush
5. Bid Builder - 100 lines, 15 phases, automatic lookups, per-line cost override
6. Bid Summary - cost roll-up, overhead allocation, contingency, pricing decision, two sensitivity grids
7. Proposal - a client-facing quote that fills itself in; print or save as PDF
8. Change Orders - variations priced and tracked; approved ones raise the contract value
9. Job Costs - 200 rows for actual spend and hours, with paid/unpaid tracking
10. Estimate vs Actual - variance by category and by phase, CPI, projected final margin
11. Draw Schedule - staged billing with retainage, due dates and net cash position
12. Bid Pipeline - 100 quotes, win rate overall and by job type, won-margin vs lost-margin
13. Dashboard - every key number on one screen, with alerts

Phases are set up the way the trade actually works: survey and heat loss calc, strip out and make safe, plant and equipment set, pipework first fix, ductwork and builders work, refrigerant pipework, condensate and drainage, electrical connections, insulation and lagging, terminals and emitters, controls and thermostats, commissioning and balancing, certification and F-Gas records, making good.

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WHAT YOU RECEIVE (instant download)

- BLANK workbook (.xlsx) - ready for your first job, starter price book loaded
- DEMO workbook (.xlsx) - an air source heat pump and cylinder retrofit worked through every sheet, 33 bid lines
- 8-page quick-start guide (PDF) - setup, workflow and the pricing maths explained

- Works in Microsoft Excel 2016, 2019, 2021, 365 - Windows and Mac
- Works in Google Sheets - upload to Drive and open
- Formatted in US dollars - switch to GBP, EUR, or any currency in about 30 seconds (one format change, explained in the guide)
- Any tax or VAT rate - set it once
- Nothing locked or password-protected - every formula visible and editable

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WHO IT IS FOR

Heating engineers - Gas engineers - Heat pump installers - Air conditioning engineers - Ventilation and MVHR installers - Commercial HVAC - Service and maintenance contractors - Renewables installers - Anyone quoting fixed-price mechanical work

Works for a one-van operation and for a team of six. If you send quotes and want to know whether they were any good, it will earn its price on the first job.

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PLEASE NOTE

This is a digital download - no physical item will be shipped. Files are available immediately after purchase. Because of the nature of digital products, this item is not returnable, so please check the photos and this description carefully first - and message me with any question before you buy.

Licensed for use in one business, unlimited jobs and clients. Not for resale, sharing or redistribution.

This is a calculation tool, not accounting, tax or legal advice, and it is not a substitute for the regulations or certification requirements that apply to your trade. The figures it produces depend entirely on the inputs you give it - always check a price before it goes to a client.

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Also available in my shop: the same system built for other trades. Message me if you need more than one and I will sort out a bundle price.

Questions, or something not behaving? Message me before leaving a review. Nearly every issue is a blank required field and takes two minutes to sort out.

Manufacturer(s):

Basecap AS
Nesbruveien 75
1394 Nesbru
Norway
post [!at] basecap.no

Product safety:

Digital download only. No physical product is shipped and no physical hazards apply. Spreadsheet files in .xlsx format and a PDF guide, for use in Microsoft Excel or Google Sheets. This is a calculation tool for business estimating; it is not accounting, tax or legal advice, and the figures it produces depend entirely on inputs provided by the user.