FREE HVAC PRICE LIST TEMPLATE
Free HVAC price list template — diagnostic to install, every line priced
An HVAC price list in Word and PDF, filled in for a heating and air business: the diagnostic, the tune-up, repairs by the part, refrigerant by the pound, install labor, equipment and the maintenance plan — every line explained, and how to set the prices.
Word and PDF · Free · No email, no sign-up
The short answer
An HVAC price list is the menu of what you charge: the diagnostic, the tune-up, the common repairs priced by the part installed, refrigerant by the pound, install labor as a flat rate, and the maintenance plan. It needs your business details, license number and the EPA 608 line, the date the prices took effect, your service area, how to book, the list itself — service, what's included, unit, price — and the fine print: the deposit on installs, the after-hours rate, and tax.
Price repairs by the part installed, not the hour: “capacitor or contactor replacement — $180–$260 installed” is a line a homeowner can say yes to on the phone at 9 pm in July. Equipment stays off the list as a number — “quoted per job, make, model, size and rating named” — because a 3-ton condenser isn't one price.
The list is a guide; the quote is the price. Say so — “every job is quoted in writing before we start” — and price every quote from the list, so two customers with the same failed compressor get the same number.
FREE TEMPLATE · WORD AND PDF
The HVAC price list template, filled in
Below is the template filled in for Summit Heating & Air, a fictional HVAC business — the same one whose work order our HVAC work order template draws, so you can see its lines priced straight off this list. The download is the same sheet with [bracketed] lines to replace — free, no email address, no sign-up.
Example · fictional business
Summit Heating & Air Omaha, NE (402) 555-0168 · service@summitheatingair.example License # 000000 (example) · EPA 608 certified technicians | PRICE LIST |
Prices valid From August 15, 2026 Every job is quoted in writing before we start Minimum charge $95 per visit (the diagnostic) | To book Call or text (402) 555-0168 service@summitheatingair.example Same day for no heat and no cooling — we text a two-hour window |
| Service | Unit | Price |
|---|---|---|
| Diagnostic / service call We come out, test the system and quote the repair. Taken off the repair if you go ahead the same visit. | per visit | $95 |
| Seasonal tune-up Clean, test and adjust one system — coils, refrigerant check, electrical, filter, drain. Two a year on the maintenance plan. | per system | $129 |
| Capacitor or contactor replacement Part and labor. The two most common summer repairs. | per part installed | $180–$260 |
| Blower or condenser fan motor Part and labor. Price depends on the motor; quoted on site. | per motor installed | from $450 |
| Refrigerant R-410A Recharge after a leak repair on an existing R-410A system, per pound; we recover the old refrigerant. New systems take R-454B or R-32 — priced on their own line when we quote the system. | per lb | $28 |
| Thermostat — programmable or smart Supply and install, or install yours for the lower price. | installed | $150–$250 |
| Condenser and coil replacement — labor Recover, swap condenser and coil, flush the line set, vacuum, charge, test. Equipment on its own line. | per job | $1,150 |
| Furnace or heat pump install — labor Set, connect, vent or wire, start up and record the readings. Ductwork changes quoted on site. | per job | from $1,400 |
| Equipment Condensers, coils, furnaces, heat pumps, air handlers — make, model, size and efficiency rating named on your quote. | per job | quoted per job |
| Mechanical permit and inspection Required for replacements and new systems in most cities. We pull it; you pay what the city charges. | per job | at cost |
| After-hours / emergency call-out Evenings, weekends and holidays — replaces the diagnostic. Repairs at the usual rates. | per visit | $189 |
| Maintenance plan Two tune-ups a year, priority scheduling and a repair discount. | per year | $199 |
| Pad, whip, disconnect, line set and materials Itemized on your quote and invoice. | per job | cost + 20% |
Deposit
A deposit toward the equipment books an installation; the balance is due when the system is running and the inspection is booked. Pay by card, check or bank transfer.
Sales tax
Sales tax, 7% on equipment and materials (example). Labor is not taxed.
Every figure on the example is an example, not a price guide — use your own rates; our guide to HVAC pricing has the 2026 US ranges. The Word file is a standard .docx you can edit in Word, Google Docs or any app that opens Word documents; the PDF prints as-is.
Your prices and your website, one place
Start your HVAC website — your price book lives beside it
Add your business name and your town, and Zarla builds your HVAC website from this one line. The same dashboard keeps a private price book — every service with its price and unit — and builds your quotes and invoices from it.
Already have a website? Bring it across →Zarla keeps your old page addresses where it can and redirects the ones that change, helping you keep the Google standing you've built.
LINE BY LINE
What goes on an HVAC price list
Every line on the template, in order, and what to write on it.
| The line | What to put there |
|---|---|
| Your business details, license and EPA 608 | Business name, phone, email, website, your state HVAC license number and the EPA Section 608 line — the two things a careful homeowner looks for before they call. |
| The date, and the service area | When these prices took effect and how far you travel. The date is what lets you raise prices after a refrigerant or equipment increase without an argument. |
| Prices valid, and the rule | How long the prices hold, the minimum charge, and the line that every job is quoted in writing before you start. |
| How to book | Phone, email, website — and how fast you come for no heat or no cooling. Response time sells HVAC. |
| The diagnostic | Your first line. What the visit includes, and whether it comes off the repair if the customer goes ahead — the two things every caller asks. |
| Repairs by the part installed | One line per common repair — capacitor, contactor, motor, thermostat — priced as part and labor together, a range where the part varies. It's the line that lets the customer say yes on the phone. |
| Refrigerant by the pound | One line per refrigerant you carry — R-410A for the systems already out there, R-454B or R-32 for new ones — each at its own price per pound, with recovery included. The systems differ and so does the price. |
| Install labor, with equipment quoted per job | The labor for a condenser and coil swap or a furnace install as a flat rate or a from-price; the equipment as “quoted per job, make, model, size and rating named”, never a single number. |
| Tune-up, maintenance plan, permit and after hours | The tune-up as a price per system; the plan as a price per year with what it includes; the permit at cost; what an evening or weekend call-out costs and what it replaces. |
| Tax | Whether your prices include tax or add it, and on what. In the US, whether sales tax applies to your work — and whether it falls on the materials, the labor, both or neither — depends on your state, so keep materials and labor on separate lines and check your state's revenue department or your accountant. Outside the US: a GST-registered business in Australia or New Zealand and a VAT-registered business in the UK or EU show consumers prices that include the GST or VAT, and show the tax on the invoice the same way. Confirm the details with your accountant. |
STEP BY STEP
How to make an HVAC price list
An evening with last summer's invoices and your distributor's price book.
List every repair you billed last season
Capacitors, contactors, motors, boards, thermostats, recharges — from the invoices. The ones you did more than ten times are your flat-rate repair lines.
Work out your hourly cost
A year of costs — wages, the truck, insurance, tools, the license, software, the recovery machine — divided by the hours you can bill (about 1,000 to 1,200 a year for one tech). That's break-even; add your margin.
Price repairs as part plus labor
Average the part cost from your distributor, add your markup, add the hours × your rate, round. A range where the part varies, a from-price where it varies a lot.
Set the install labor and leave equipment to the quote
Time your last five condenser swaps. Hours × rate, rounded, is the flat labor line. Equipment is “quoted per job” with the make, model, size and rating named on the quote.
Add refrigerant, permit, after hours and the plan
Refrigerant per pound with recovery included, the permit at cost, an emergency call-out that replaces the diagnostic, and the maintenance plan as a price per year. Write what's included under every line.
Date it and save it where your quotes are
Put the date on it, review it every spring before the season and after a refrigerant or equipment increase, and keep the working copy in your quoting tool so every quote reads from the same numbers.
How to set the prices on an HVAC price list
Start from your costs, not the competition. Add up a year of running the business — wages including your own, the truck, fuel, insurance, tools, the recovery machine, the license, software, advertising — and divide by the hours you'll actually bill. One tech bills far fewer than forty hours a week once the driving, the quoting and the parts runs come out. That number plus your margin is the rate every flat price is built from. For what's normal in your area, HVAC pricing has the 2026 US ranges and a calculator.
Price repairs by the part installed. A capacitor swap is the same job in every attic — average the part, add the labor, round, and the line rewards you for being fast. Customers say yes to “$180–$260 installed” on the phone; they don't say yes to “$95 an hour plus parts”.
Keep equipment off the list as a number. A 3-ton condenser is one price at 14 SEER2 and another at 18, with a matched coil or without. Price the install labor flat, say equipment is quoted per job with make, model, size and rating named, and the quote does the rest — the flat rate never has to change when the distributor's price does.
Make the diagnostic do its job. It pays for the drive and the testing, and it filters the customers who want a free second opinion. Saying it comes off the repair if they go ahead turns it from a fee into a reason to say yes.
The maintenance plan is a line, not a brochure. One price per year, what it includes — two tune-ups, priority scheduling, a repair discount — and the customer who just paid for a repair is the one who says yes. It's what keeps the truck busy in April and October.
Refrigerant, licensing and permits. In the US anyone who handles refrigerant must hold EPA Section 608 certification, most states license HVAC businesses and want the number on quotes and invoices, and a replacement or a new system needs a mechanical permit and inspection in most cities. Putting the EPA line, the license and “permit at cost” on the list says you do all three. Check your state licensing board and your city's permit office.
Know your tax rules. In the US, whether sales tax applies to your work — and whether it falls on the materials, the labor, both or neither — depends on your state, so keep materials and labor on separate lines and check your state's revenue department or your accountant. Outside the US: a GST-registered business in Australia or New Zealand and a VAT-registered business in the UK or EU show consumers prices that include the GST or VAT, and show the tax on the invoice the same way. Confirm the details with your accountant.
Keep your working HVAC price list in Zarla's price book
A printed HVAC price list is for the customer. The one that runs your business is the private version — the price you actually charge for each service, the unit, and the note to yourself about why — and it belongs where your quotes are written, not in the glovebox.
If your HVAC website is on Zarla, the quoting tool keeps a price book in the same dashboard: every service you sell with one price, a range or a “from” price, per job, hour, square foot or your own unit, and a private one-line note. Zarla shows what you last charged for each service, lists the services on your website that don't have a price yet, and lets you add a line to a quote or an invoice straight from the book — so a quote takes two taps per line and the arithmetic is done for you. The book never appears on your website: your site shows what you do, the book holds what you charge, and the quote is where a customer sees the two meet. In the US, several trades can start their book from a typical price range in one of our published pricing guides, which you accept, edit or dismiss; Zarla never sets a price on its own.
Want to see the website first? Browse HVAC website templates or see how Zarla builds HVAC websites. Still setting up? Read how to start an HVAC business and write your HVAC business plan; for the going rates, see HVAC pricing; to fill the calendar, HVAC marketing.
The whole paper trail for an HVAC job: the HVAC work order template → how to write a quote → the HVAC work order → the HVAC invoice template → how to write a receipt. For any other trade, the free price list template has the same sheet with a painting job as the example.
HVAC price lists: common questions
Your business details, license number and EPA 608 line; the date the prices took effect and your service area; how to book and how fast you respond; the diagnostic; the tune-up; the common repairs priced by the part installed; refrigerant by the pound; install labor as a flat rate or from-price, with equipment quoted per job; the permit at cost; the after-hours call-out; the maintenance plan; and the fine print — deposit, travel and tax. Add the line that every job is quoted in writing.
Flat, by the part installed, for the repairs you do every week — capacitors, contactors, motors, thermostats, recharges. Customers can say yes on the phone, and a fast tech earns more, not less. Hourly only for troubleshooting that can't be sized until the panel is off, with a minimum, and the quote says which lines are which.
It varies by area; the example list charges $95 and takes it off the repair if the customer goes ahead the same visit. Our HVAC pricing guide has the 2026 US ranges for the diagnostic, the tune-up, the common repairs and installs — set yours from your own costs and check it against those.
As a rule, not as a number: “equipment quoted per job — make, model, size and efficiency rating named”. A 3-ton condenser isn't one price, and a fixed number on the list goes stale with the next distributor increase. Price the install labor flat and let the quote carry the equipment.
The price list is your standard prices for every service, published once and valid until you change it. The quote is the price for one customer's job — this condenser, this coil, this permit — worked out from the list, and it's the quote that sets the price for that job. Say on the list that every job is quoted in writing.
The flat ones, yes — the diagnostic, the tune-up, the maintenance plan, the common repairs as ranges — and “from” prices for installs. A page with real units gets fewer calls, from people who've already decided you're in their budget. Keep the full working list, with your margins and your distributor costs, private.
In the US there is no general rule that a service business must publish a price list, though some trades have their own — auto repair shops in some states must post their labor rate, and in many must give a written estimate before work starts. In Australia, consumer law says any price you show consumers must be the total price including GST; in the UK and EU, a price shown to consumers should include VAT. Check your local rules.
Say which, on the list. Businesses selling to homeowners usually show the price the customer pays; businesses selling to other businesses often show prices before tax. In the US, whether sales tax applies to your work — and whether it falls on the materials, the labor, both or neither — depends on your state, so keep materials and labor on separate lines and check your state's revenue department or your accountant. Outside the US: a GST-registered business in Australia or New Zealand and a VAT-registered business in the UK or EU show consumers prices that include the GST or VAT, and show the tax on the invoice the same way. Confirm the details with your accountant.
Yes. The HVAC price list template downloads free as a Word document and a PDF — no email address, no sign-up. Edit the Word file in Word, Google Docs or any app that opens Word documents, or print the PDF and fill it in by hand. There's no Excel version; if you'd rather work in a spreadsheet, the same three columns — service, unit, price — are all it needs.
A private one. If your HVAC website is on Zarla, the quoting tool keeps a price book in the same dashboard: every service with one price, a range or a “from” price and its unit, plus a private note to yourself. You add lines to quotes and invoices straight from it, and it never appears on your website. For a printed list to hand customers, use the template above.
Quote HVAC jobs from your own price book
Add your business name and your town, and Zarla builds your HVAC website from that one line — with a private price book, quotes, invoices and receipts in the same dashboard.
Already have a website? Bring it across →Zarla keeps your old page addresses where it can and redirects the ones that change, helping you keep the Google standing you've built.