HVAC Business Kit: Pricing Spreadsheet, Estimate, Tune-Up Checklist, Service Report (Digital Download)

An HVAC service business pays when every tune-up, part and repair hour is priced for the time it really takes, the parts on the truck and the drive to get there, and when one-time tune-ups turn into plan members who call you first. This kit prices service calls, gas and electric furnace tune-ups, heat pump and AC tune-ups, a second system on the same visit, filters, common parts and repair labor from your own numbers, adds a same-day, evening or holiday surcharge, travel and a plan discount, and shows the profit on every visit after truck, tools and overhead.

It is made for US heating and cooling technicians, owner-operators and small shops, and for handyman and property maintenance businesses that already do filter and thermostat work, setting up before the fall furnace tune-up rush. The spreadsheet does the math. Record the equipment on the Quote tab and it flags systems that are 10 or 15 years old, so you know when to talk about planning ahead. The printable forms walk each system with a numbered equipment drawing, quote it with three options, run every visit from a work order and a tune-up checklist with a readings table, and leave the client a service report and a reminder card. The Clients tab tracks maintenance plans, renewal dates and next tune-up dates, so you can see who is due. Every form has green fields for your business details and a dashed box for your logo. The design is warm off-white, charcoal and deep green, and it also prints well in grayscale.

WHAT'S INCLUDED (8 files)
• HVAC Pricing & Service Log (.xlsx, 7 tabs): Start Here · Settings (tech labor cost, techs per job, truck cost, travel radius and charge, tools and meters cost per hour, shop supplies per visit, overhead, card fees, target margin, minimum charge, sales tax, system age flags, maintenance plan table with visits, repair discount and plan fee, service time surcharge table) · Price Sheet (17 items plus 3 blank: parts, tech-hours, price at your target margin, your own price, profit and margin) · Quote (items, service time surcharge, travel, plan discount, minimum charge, optional plan sign-up, tax and total, an equipment table with system age checks, plus an internal profit check) · Job Log (350 jobs; job type, plan fees collected, amount paid, balance, paid status, parts cost, labor, truck and tools, card fees and profit) · Clients (150 clients with main system, year installed and age, filter size, plan, plan fee, renewal date, jobs, revenue, profit, balance, next tune-up due, reminder and renewal flags) · Season Summary (12 months of jobs, costs and profit; jobs by type; plan members and plan fees; reminders and renewals due; lead sources)
• Estimate & System Survey, 2 pages: client estimate with three options · system survey with a numbered equipment drawing, equipment table, access checks and a sketch grid
• Tune-Up Checklist & Service Report, 2 pages: heating, cooling and wrap-up checklist with a readings table · client service report with condition ratings, recommendations and next visit
• Price List & Policy Prompts, 2 pages: price list with three plan cards · service policy prompts
• Work Order & Plan Record, 2 pages: work order with a protect-the-home checklist · maintenance plan record with a visit log
• Invoice & Route Sheet, 2 pages
• Flyer & Reminder Card, 1 sheet (two 5.5 x 8.5 in cards: flyer and a reminder card)
• Start Here guide

HOW IT WORKS
1. Download the files from Etsy after purchase.
2. Open the .xlsx in Excel, Google Sheets, Numbers or LibreOffice and replace the example labor cost, parts, truck cost, margin and plan prices with your own.
3. Add your business details to the PDFs in a PDF editor that edits text, or import them into Canva or Google Docs.
4. Print the forms you need and keep them in the truck.

PLEASE NOTE
• This is a digital download. Nothing physical will be shipped.
• The green [fields] are highlighted text placeholders, not fillable form fields. Replace them in a PDF editor that edits text (for example Adobe Acrobat, PDF-XChange Editor, or Preview on Mac), or import the pages into Canva or Google Docs. Blank lines and boxes are made for writing on after printing.
• Colors may vary slightly between screens and printers.
• For use in your own business or properties only. Please do not resell, share or redistribute the files.
• The spreadsheet is a standard .xlsx with formulas. Type only in the light green cells. Example costs, hours and prices are placeholders, not recommended prices.
• The policy page is a set of prompts, not a contract and not legal advice. No contract, agreement or waiver template is included. The plan record is a visit log, not a service agreement. The service report is a record of the visit, not a safety certification or a warranty. The checklists are reminder lists, not a code, standard or safety program; follow the manufacturer's instructions, local code and the rules of your license.
• This is an independent template by HilltopVentures. It is not affiliated with any heating and cooling brand, franchise, trade group, certification body, parts supplier, retailer, software or platform.