HVAC Estimate Template: Price Book, Invoice & Job Costing

Create consistent HVAC estimates and invoices from one editable flat-rate price book. This HVAC estimate template handles labor rates, markup, job costing and service agreements in Excel or Google Sheets—without monthly HVAC software.

Most HVAC invoice templates are a blank form you retype every time. This one is the engine behind the form: a real HVAC price book, your labor rates and markup set once, and every estimate, invoice and job priced from them — plus a maintenance agreement tracker that turns tune-ups into recurring revenue.

WHAT THE ENGINE ACTUALLY DOES
· A 45-item HVAC price book — service calls and tune-ups, capacitors, contactors and motors, refrigerant, thermostats, ductwork, indoor air quality, and full equipment installs organized by tonnage, SEER2 and AFUE.
· Tiered markup by material cost band — five bands from 5.0× down to 1.4×, so a small part and a full system never carry the same multiplier. Set it once and every line prices itself.
· Helper, technician and lead labor rates, set once in Settings.
· Estimates in minutes — pick items, set quantities, and the subtotal, tax and deposit calculate themselves. A trip fee and an after-hours toggle are built in.
· Invoices from the same price book and the same formulas — flat rate pricing that stays consistent, with a payments-received log on the invoice itself.
· Your EPA Section 608 certification number is entered once in Settings and prints on both the estimate and the invoice.
· A Maintenance tab for Silver, Gold and Platinum service agreements — plan level, next-service date and your annual recurring revenue at a glance.
· Job costing that reconciles: on the sample company's dashboard, Revenue $22,087.00 minus Material $9,330.85 minus Labor $4,579.00 equals Gross Profit $8,177.15 to the cent, a 37.0% blended margin. The workbook passed 533 automated checks before listing.

THE NINE TABS
1. Start Here — a short setup path
2. Settings — business details, license and EPA 608 numbers, labor rates, markup, tax and deposit defaults
3. Price Book — the 45-item flat rate catalog; edit any price or add your own
4. Estimate — a printable quote that prices off your book
5. Invoice — a printable invoice with a payments-received log
6. Jobs — job tracker and costing: quote vs actual, profit, margin
7. Maintenance — recurring service agreements and annual recurring revenue
8. Expenses — a material and purchase log that rolls into job costs
9. Dashboard — revenue, costs, gross profit, margin, win rate, outstanding invoices and recurring revenue on one screen
A hidden LISTS tab powers the dropdowns — you never need to touch it.

HOW MUCH IT HOLDS
All 45 price book items are editable — change a price, rename a line, add your own rows. The included sample runs a fictional HVAC company (14 jobs, 8 maintenance agreements, 12 expenses) through every tab, so you can watch the whole system working before you clear it and enter your own numbers.

WHAT YOU RECEIVE — ONE ZIP, INSTANT DOWNLOAD
· HVAC-Estimate-Invoice-Template.xlsx — the full system, all 9 tabs
· A filled sample workbook — a fictional HVAC company already flowing through every tab
· User Guide (PDF) — plain English, written for HVAC contractors
· Google Sheets Instructions (PDF) — the 30-second import
· Setup Tutorial (MP4) — a short, silent screen walkthrough
· Single-business Licence (PDF) — plain-language terms
· START-HERE.txt — open this first

COMPATIBILITY
Microsoft Excel 2016 or newer, including Microsoft 365, and Google Sheets via a 30-second import — the import instructions PDF is included. No macros, so nothing to enable and no security warnings. Works on Mac and PC. Light blue cells are where you type; white and grey cells calculate; yellow cells are optional overrides.

PAIRS WITH
When you want the money side of the whole year — overhead, cash flow, profit and loss across every job — the Contractor Spreadsheet with Job Costing, Profit & Loss and Cash Flow Dashboard in this shop picks up where invoicing ends.

FAQ
Q: Will this work in Google Sheets?
A: Yes. It is engineered without macros, and the formulas and dropdowns work after the 30-second import. The included PDF walks you through it.
Q: Is this a subscription?
A: No. One-time purchase, instant download, and the file is yours to keep and use offline.
Q: Does the estimate flow into the invoice automatically?
A: No — they are two separate printable forms that price off the same price book with the same formulas, so the numbers always agree without one form overwriting the other.
Q: Can I change the prices, markup and labor rates?
A: Yes. Set them once in Settings and the Price Book and everything updates; you can also override any single line where a job needs it.
Q: Where does my EPA 608 number go?
A: Enter it once in Settings and it prints on the estimate and the invoice automatically.
Q: Can I edit the formulas or add my branding?
A: Yes. Tabs are protected with a blank password so a stray click cannot wipe a formula — unprotect any tab in one click, no password needed.
Q: Can my whole team use it?
A: The licence covers one business. A colleague with their own company needs their own copy.

THE FINE PRINT
This is an editable spreadsheet template, not advice — it is not HVAC-code, licensing, permit, EPA, tax or accounting advice, and the pre-loaded prices are placeholders to replace with your own.
If a file won't open or a formula misbehaves, message me here on Etsy and I'll fix it or replace the file. I read and answer every message myself.
All numbers shown in the images are from a fictional sample business used for demonstration.
Designed and built by me with AI assistance, then tested against independently computed check-numbers before listing.
Microsoft, Excel and Microsoft 365 are trademarks of Microsoft Corporation. Google Sheets is a trademark of Google LLC. This product is an independent template and is not affiliated with, endorsed by, or sponsored by these companies.