HVAC Price Book Template
Start with 30 HVAC service rows, then replace every blank field with your current supplier costs, payroll and overhead records, productive hours, measured task time, and chosen margin. This is a worksheet—not a national price list.
What You Get
- 30 named service, repair, and installation rows
- Prompts for scope, cost inputs, and quote notes
- Blank CSV columns for your business data
- A disclosed cost-and-margin formula
- Download, copy, and print controls that run in your browser
Quick answer
Build an HVAC flat rate from annual labor-associated cost and allocated overhead divided by realistic productive hours, then add task time, equipment and material cost, other direct job costs, and your chosen margin. The 30-line worksheet starts blank and contains no observed market prices or recommended markup.
Download the 30-Line HVAC Price Book
The CSV contains every row shown below plus blank fields for task hours, materials and equipment, other direct costs, break-even cost, target gross margin, and your calculated flat rate. The tools run locally in this browser; this page does not ask for an email address or send your entries to BuildFolio.
No universal HVAC price list
Equipment, capacity, refrigerant, access, climate, permits, code work, warranty obligations, travel, labor cost, and the existing system can change a job materially. Inspect and scope the work, use current local inputs, and comply with applicable rules before quoting.
Diagnostics & Planned-Service Rows
Define what the visit includes, when additional diagnosis needs approval, and whether any fee is credited to authorized work.
| Service | Scope to confirm | Cost inputs to collect | Notes before quoting |
|---|---|---|---|
| Diagnostic or service call | Travel area, included diagnosis time, system count, scheduling window | Dispatch, travel, technician time, vehicle, tools, support allocation | Disclose included time and whether the fee is credited |
| Cooling-season maintenance visit | System type, included inspection and cleaning steps, filters, access | Technician time, travel, consumables, filter, reporting time | List tasks and exclusions instead of promising a repair |
| Heating-season maintenance visit | Fuel or heat-pump type, safety checks, cleaning, filters, access | Technician time, travel, consumables, filter, reporting time | State the inspection scope and any required shutdown |
| Additional-system maintenance | Equipment served, access, controls, filters, shared components | Added task time, consumables, equipment-specific supplies | Use measured incremental time rather than a generic discount |
| Thermostat diagnosis | Thermostat, wiring, transformer, zoning, network or app dependency | Diagnosis time, travel, test equipment, replacement allowance if approved | Separate diagnosis from replacement and setup |
| Airflow and static-pressure assessment | Measurement points, system modes, filter and duct condition, report | Technician time, instruments, setup, testing, documentation | Define measurements and whether corrective design is included |
| Refrigerant leak diagnosis | System and refrigerant, accessible components, test method, recovery need | Diagnosis time, detector use, nitrogen or dye, recovery, reporting | Do not quote repair or recharge until the leak and scope are known |
| Combustion and safety inspection | Fuel equipment, venting, combustion analysis, accessible safety controls | Technician time, instruments, setup, documentation, permit check | Define inspection limits and escalation for an unsafe condition |
Cooling & Airflow Repair Rows
Treat each row as a scope prompt. Confirm the diagnosed failure, compatible parts, refrigerant requirements, access, commissioning, and warranty responsibility before setting a price.
| Service | Scope to confirm | Cost inputs to collect | Notes before quoting |
|---|---|---|---|
| Capacitor replacement | Diagnosed component, ratings, accessibility, related motor condition | Compatible part, technician time, travel, testing, disposal | Record measurements and avoid presenting it as a universal fix |
| Contactor or relay replacement | Diagnosed component, voltage and load, wiring condition, access | Part, labor, travel, electrical testing, disposal | State whether wiring correction or another failed component is excluded |
| Condensate drain clearing | Accessible line, blockage location, pump, pan, termination, water damage | Labor, travel, cleaning supplies, pump or fittings if approved | Separate clearing from drain redesign or damage restoration |
| Blower motor or module replacement | Motor type, module, wheel condition, controls, access, compatibility | Motor or module, labor, setup, testing, freight, disposal | Confirm programming and commissioning requirements |
| Condenser fan motor replacement | Motor, blade, capacitor, controls, mounting, equipment condition | Parts, labor, sourcing, testing, disposal | Define whether blade, capacitor, or control work is included |
| Refrigerant-circuit repair and recharge | Leak location, refrigerant, recovery, repair method, charge procedure | Labor, refrigerant, nitrogen, recovery, parts, testing, documentation | Use diagnosed quantities and comply with refrigerant rules |
| Evaporator coil replacement | Equipment match, refrigerant, metering device, access, drain and cabinet work | Coil and materials, labor, recovery, refrigerant, permits, commissioning | Document compatibility, warranty, and concealed-condition exclusions |
| Duct repair or sealing | Measured defect, material, accessibility, insulation, testing, restoration | Duct materials, sealant, labor, access equipment, testing, patching | Define the exact sections and performance verification included |
Heating & Heat-Pump Repair Rows
Safety, combustion, venting, electrical, refrigerant, and manufacturer requirements may change the scope. Price the diagnosed work, not the symptom alone.
| Service | Scope to confirm | Cost inputs to collect | Notes before quoting |
|---|---|---|---|
| Ignition component repair | Igniter or ignition control diagnosis, fuel, wiring, access | Compatible part, labor, travel, combustion and safety testing | Separate the failed component from broader fuel or control problems |
| Flame-sensing circuit service | Diagnosis, sensor condition, grounding, wiring, combustion condition | Labor, travel, part if required, safety and cycle testing | Do not promise cleaning will solve an undiagnosed shutdown |
| Gas valve replacement | Diagnosis, valve and fuel compatibility, supply pressure, controls, access | Valve, labor, leak and combustion testing, permit check | Follow applicable fuel-gas and manufacturer requirements |
| Inducer assembly replacement | Assembly, pressure controls, venting, drain, wiring, access | Assembly and seals, labor, freight, testing, disposal | Verify the underlying cause and vent condition |
| Heat-exchanger correction or replacement | Confirmed condition, equipment eligibility, access, venting, alternatives | Parts or equipment, labor, permits, testing, disposal | Use a safety-led written scope and explain replacement alternatives |
| Reversing-valve repair | Diagnosis, refrigerant, valve or coil, access, recovery and brazing | Parts, labor, recovery, refrigerant, nitrogen, commissioning | Confirm system condition and repair feasibility before quoting |
| Defrost or control-board replacement | Diagnosed board, sensors, wiring, configuration, compatibility | Board or controls, sourcing, labor, setup, testing | Include configuration and operating-cycle verification |
Equipment, Duct & IAQ Rows
Complete load and application checks where required. Define equipment, efficiency, capacity, controls, electrical work, fuel work, ducts, drainage, permits, startup, disposal, and owner responsibilities in the quote.
| Service | Scope to confirm | Cost inputs to collect | Notes before quoting |
|---|---|---|---|
| Central air-conditioning replacement | Load, matched equipment, refrigerant lines, ducts, electrical, drain, access | Equipment quote, materials, crew time, permits, disposal, commissioning | Name exact equipment and scope; do not price by home size alone |
| Furnace replacement | Load, fuel, venting, return and supply, controls, electrical, access | Equipment, materials, crew time, permits, disposal, startup testing | Document venting, fuel, filtration, and code work |
| Heat-pump system replacement | Load, matched system, climate application, backup heat, ducts, controls | Equipment, electrical and duct scope, crew, permits, commissioning | State design assumptions and verified operating conditions |
| Ductless mini-split installation | Zones, loads, line routes, drains, power, mounting, controls, access | Equipment, line sets, electrical, labor, permits, finish work | Define penetrations, condensate routing, and electrical responsibility |
| Full duct-system replacement | Design, measured runs, materials, access, insulation, balancing, restoration | Duct and insulation, labor, equipment, permits, testing, patching | Use a measured design and list all finish-work exclusions |
| Media air-cleaner installation | Cabinet size, airflow, filter access, duct transitions, equipment limits | Equipment, sheet metal, filters, labor, testing | Avoid health-outcome promises and state replacement-filter needs |
| Whole-home dehumidifier installation | Application, capacity, ducting, drain, power, controls, service access | Equipment, ducts, drain and electrical work, labor, commissioning | Confirm drainage, controls, maintenance, and operating assumptions |
HVAC Flat-Rate Calculator
Enter your own annual and task-level inputs. The calculator starts blank and has no market-rate defaults.
Loaded hourly cost = (annual labor-associated cost + allocated annual overhead) ÷ expected productive hours
Break-even task cost = loaded hourly cost × task hours + materials and equipment + other direct costs. Modeled flat rate = break-even task cost ÷ (1 − chosen gross margin). Document what each annual bucket contains so you do not count the same cost twice.
Worked arithmetic example
This invented example teaches the formula only; it is not an observed HVAC price, a recommended rate, or a local quote. Annual labor-associated cost of $72,000 plus $48,000 of allocated annual overhead, divided by 1,200 productive hours, produces a $100 loaded hourly cost. For a 1.5-hour task with $80 of materials and equipment and $20 of other direct cost, break-even cost is $250. A chosen 20% gross margin produces a modeled price of $312.50: $250 ÷ (1 − 0.20).
Margin-to-markup reference
This table shows arithmetic equivalence only. It is not a recommendation for any business, service, or market. Equivalent markup on cost = target gross margin ÷ (1 − target gross margin).
| Target gross margin | Equivalent markup on cost |
|---|---|
| 10% | 11.11% |
| 20% | 25% |
| 25% | 33.33% |
| 30% | 42.86% |
| 35% | 53.85% |
| 40% | 66.67% |
Inputs to review before quoting
| Input | Where to get it | What to check |
|---|---|---|
| Labor-associated cost | Payroll, benefits, taxes, insurance, training, and documented labor records | Which costs are included, the period covered, and technician or crew allocation |
| Allocated overhead | General ledger, budget, rent, vehicles, software, tools, support, and administration | Avoid double-counting direct job costs or labor-associated costs |
| Productive hours | Timekeeping and completed-job records | Travel, callbacks, meetings, leave, training, and unfilled capacity |
| Task time | Comparable completed jobs with the same defined scope | Diagnosis, pickup, setup, work, testing, cleanup, and documentation |
| Materials and equipment | Current supplier quotes and invoices | Freight, tax, consumables, availability, warranty, waste, and returns |
| Other direct costs | Permit schedules, rental quotes, disposal invoices, subcontract bids | Use current job and jurisdiction inputs instead of a national allowance |
| Chosen margin | Your budget and financial plan | Compare the model with collected revenue and complete job costs |
Flat rate versus hourly billing
A flat rate gives the customer a defined price for a defined scope before work begins. Hourly or time-and-materials billing can fit investigation or uncertain conditions when the agreement clearly explains rates, materials, approvals, and limits. Neither structure fixes missing scope or incomplete cost data. Use written change authorization when facts discovered after diagnosis alter the promised work.
Seasonal, weekend, and after-hours work
Model the incremental dispatch, on-call pay, overtime, travel, scheduling, support, and capacity costs your business actually incurs. Under the federal rule summarized by the U.S. Department of Labor, covered nonexempt employees generally receive overtime after 40 hours in a workweek; weekend or holiday work alone does not automatically trigger federal overtime. State or local rules and employment terms may differ. Put customer availability, response window, scope, and any premium in writing.
Method, sources, and evidence limits
This page provides a cost-based worksheet, not a survey of customer quotes. The blank 30-row CSV is designed to accept real supplier, payroll, timekeeping, permit, and completed-job data when you have it; until then, any scenario you enter is an estimate based on disclosed inputs. The worked dollar amounts are invented, internally consistent teaching inputs. The U.S. Bureau of Labor Statistics HVAC occupation page reports employee wage information, but it does not establish a contractor’s loaded labor cost or customer billing rate. The U.S. Small Business Administration break-even guide explains the role of fixed cost, variable cost, and pricing assumptions. Neither source supplies local HVAC flat rates. Check current local permit schedules, supplier quotes, applicable rules, and your own completed jobs before sending a price.
How to Build and Maintain Your HVAC Price Book
- Define one scope per row. Record inclusions, exclusions, equipment assumptions, diagnosis boundaries, and change-order triggers.
- Calculate loaded hourly cost. Use one documented allocation method and realistic productive hours.
- Measure task time. Group completed jobs by comparable scope and investigate outliers before updating a standard time.
- Refresh direct costs. Use current supplier quotes, refrigerant and consumable records, permit schedules, rentals, disposal, and subcontract bids.
- Choose and document margin. Keep gross margin separate from markup and review the choice with complete business costs.
- Compare model to reality. Reconcile approved estimate, time, invoices, callbacks, change orders, collected revenue, and final job cost.
- Version the book. Record effective dates and review after meaningful cost, process, or equipment changes.
HVAC Price Book FAQ
Does this template include average HVAC repair prices?
No. It provides 30 blank service rows and a disclosed formula. National averages can hide major differences in equipment, refrigerant, access, labor, overhead, permits, climate, and scope, so use current business and job data.
How do I calculate a loaded HVAC labor cost?
Add the annual labor-associated costs and annual overhead you deliberately assign to the model, then divide by realistic productive hours for the same period. Document every included cost, and do not also add those same costs as task-level direct costs.
What gross margin should an HVAC flat rate use?
There is no universal target for every HVAC company or job. Choose one from your complete costs, capacity, risk, financial plan, and applicable accounting or tax advice, then compare modeled results with actual collected revenue and completed-job costs.
How often should I update an HVAC price book?
Review it whenever wages, supplier costs, refrigerant, equipment, insurance, vehicles, software, permits, or your process changes. Also set a regular cadence to compare standard task assumptions with recent completed jobs.
Should after-hours HVAC work use a fixed surcharge?
No single surcharge fits every company or jurisdiction. Calculate the actual incremental on-call, overtime, dispatch, travel, scheduling, and support costs, check applicable wage and consumer rules, and disclose the response window and premium before work begins.
Can I save this HVAC price book as a PDF?
Yes. Use Print / Save PDF to open your browser’s print dialog, or download the editable CSV. Both tools run in the browser and require no email address; the worksheet remains blank until you add your own inputs.
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