HVAC Flat Rate Pricing Template
Copy-paste price book with 50+ HVAC service prices, markup formulas, and good-better-best tiers. Ready to customize for your market and overhead.
What’s in This Template
- 50+ HVAC services with flat rate ranges
- Parts cost, markup multiplier, and labor hours
- Good-better-best tiers for installs
- Seasonal pricing adjustments
- Markup formula you can customize
TL;DR — HVAC Flat Rate Pricing Formula
Flat Rate = (Parts Cost x Markup) + (Labor Hours x Hourly Rate). Typical markup: 2.5-3.5x on parts. Typical loaded labor rate: $85-$150/hr. A $40 capacitor with 4x markup + 0.5 hrs labor at $120/hr = $220 flat rate. The tables below give you 50+ services pre-calculated so you can copy and adjust.
AC & Heating Repair Flat Rates
These are the most common residential HVAC repair calls. Prices reflect national averages for 2026 — adjust up 10-20% for high cost-of-living markets (NYC, SF, LA) and down 10-15% for lower-cost areas.
| Service | Avg Parts Cost | Markup | Labor (hrs) | Flat Rate Range |
|---|---|---|---|---|
| Diagnostic / service call | $0 | – | 0.5-1 | $89-$200 |
| Capacitor replacement | $15-$40 | 4x | 0.5 | $150-$350 |
| Contactor replacement | $20-$50 | 3.5x | 0.5-1 | $175-$400 |
| Thermostat replacement (basic) | $30-$80 | 3x | 0.5-1 | $200-$350 |
| Thermostat replacement (smart/WiFi) | $100-$200 | 2.5x | 1 | $350-$500 |
| Blower motor replacement | $100-$250 | 2.5x | 1.5-2 | $400-$900 |
| Condenser fan motor | $75-$200 | 3x | 1 | $300-$600 |
| Inducer motor replacement | $100-$300 | 2.5x | 1-1.5 | $350-$750 |
| Relay / transformer | $10-$30 | 4x | 0.5 | $125-$275 |
| Flame sensor cleaning | $0-$5 | – | 0.5 | $100-$175 |
| Ignitor replacement (hot surface) | $20-$50 | 3.5x | 0.5-1 | $175-$350 |
| Gas valve replacement | $75-$200 | 3x | 1-1.5 | $350-$650 |
| Pressure switch replacement | $15-$40 | 3.5x | 0.5-1 | $150-$300 |
| Refrigerant recharge (per lb R-410A) | $15-$30/lb | 3x | 0.5-1 | $50-$150/lb |
| Refrigerant leak repair (minor) | $20-$50 | 3x | 1-2 | $250-$500 |
| Refrigerant leak repair (major/braze) | $50-$100 | 3x | 2-4 | $500-$1,200 |
| TXV / expansion valve replacement | $50-$150 | 3x | 2-3 | $400-$800 |
| Evaporator coil replacement | $400-$800 | 2x | 3-5 | $1,200-$2,500 |
| Condenser coil replacement | $300-$600 | 2x | 2-4 | $900-$2,000 |
| Compressor replacement | $500-$1,200 | 2x | 3-5 | $1,500-$3,000 |
| Heat exchanger replacement | $500-$1,500 | 2x | 4-6 | $1,500-$3,500 |
| Circuit board / control board | $100-$300 | 2.5x | 1-2 | $400-$900 |
| Drain line flush / unclog | $0-$10 | – | 0.5-1 | $100-$200 |
| Condensate pump replacement | $30-$80 | 3x | 0.5-1 | $175-$350 |
System Installation Flat Rates (Good-Better-Best)
Present install quotes in three tiers so homeowners always have options. This increases average ticket size by 15-25% compared to single-option quotes.
Central AC Installation (3-Ton Typical)
| Tier | Equipment | Equipment Cost | Labor | Flat Rate |
|---|---|---|---|---|
| Good | 14 SEER2, single-stage | $1,800-$2,500 | $1,500-$2,000 | $4,500-$6,500 |
| Better | 16 SEER2, two-stage | $2,800-$3,800 | $1,800-$2,500 | $6,500-$9,000 |
| Best | 20+ SEER2, variable speed | $4,500-$6,500 | $2,200-$3,000 | $9,500-$14,000 |
Furnace Installation
| Tier | Equipment | Equipment Cost | Labor | Flat Rate |
|---|---|---|---|---|
| Good | 80% AFUE, single-stage | $1,200-$1,800 | $1,200-$1,800 | $3,500-$5,000 |
| Better | 96% AFUE, two-stage | $2,000-$3,000 | $1,500-$2,200 | $5,000-$7,500 |
| Best | 98% AFUE, modulating | $3,200-$4,500 | $1,800-$2,500 | $7,500-$10,500 |
Heat Pump Installation
| Tier | Equipment | Equipment Cost | Labor | Flat Rate |
|---|---|---|---|---|
| Good | 14 SEER2, single-stage | $2,200-$3,200 | $1,800-$2,500 | $5,500-$8,000 |
| Better | 17 SEER2, two-stage | $3,500-$5,000 | $2,200-$3,000 | $8,000-$12,000 |
| Best | 20+ SEER2, cold climate | $5,500-$8,000 | $2,800-$3,800 | $12,000-$18,000 |
Mini-Split Installation (Single Zone)
| Tier | Equipment | Equipment Cost | Labor | Flat Rate |
|---|---|---|---|---|
| Good | 12K BTU, 20 SEER | $800-$1,200 | $1,000-$1,500 | $2,500-$4,000 |
| Better | 18K BTU, 22 SEER | $1,200-$1,800 | $1,200-$1,800 | $3,500-$5,500 |
| Best | 24K BTU, hyper-heat | $1,800-$2,800 | $1,500-$2,200 | $5,000-$7,500 |
Tip: Factor In These Add-On Costs
Permits: $75-$300. Electrical upgrade (if needed): $500-$1,500. Ductwork modification: $500-$2,000. Disposal of old equipment: $100-$300. Concrete pad: $150-$400. Add these as line items so the homeowner sees value, not just a lump sum.
Maintenance & Tune-Up Flat Rates
Maintenance is your best upsell opportunity. Lead with the tune-up price to get in the door, then build a service agreement around it.
| Service | Parts Cost | Labor (hrs) | Flat Rate Range |
|---|---|---|---|
| AC tune-up (spring) | $5-$10 | 1-1.5 | $79-$150 |
| Heating tune-up (fall) | $5-$10 | 1-1.5 | $79-$150 |
| Dual system tune-up (AC + heat) | $10-$15 | 2-2.5 | $129-$249 |
| Evaporator coil cleaning | $10-$20 | 1-1.5 | $175-$400 |
| Condenser coil cleaning | $10-$20 | 0.5-1 | $100-$250 |
| Blower wheel cleaning | $0-$10 | 1-1.5 | $150-$300 |
| Duct cleaning (whole house) | $50-$100 | 3-5 | $300-$600 |
| Filter replacement (standard) | $5-$20 | 0.25 | $25-$50 |
| Filter replacement (media filter) | $30-$60 | 0.25 | $60-$100 |
Maintenance Agreement Pricing
Most HVAC companies price maintenance agreements at $150-$300/year (2 visits). This locks in recurring revenue and gives you first shot at any repair or replacement work. Offer a 15% repair discount to members to reduce price shopping.
Indoor Air Quality & Add-Ons
IAQ products carry high margins (often 50%+) and are easy upsells during maintenance or install visits.
| Product / Service | Equipment Cost | Markup | Labor | Flat Rate |
|---|---|---|---|---|
| UV light installation (coil mount) | $100-$250 | 2.5x | 1 hr | $350-$650 |
| Whole-home air purifier | $200-$500 | 2x | 1-2 hrs | $500-$1,200 |
| Humidifier installation (bypass) | $100-$200 | 2.5x | 2-3 hrs | $400-$700 |
| Humidifier installation (steam) | $400-$700 | 2x | 3-4 hrs | $1,000-$1,800 |
| Dehumidifier installation | $800-$1,500 | 1.8x | 2-4 hrs | $1,800-$3,500 |
| ERV / HRV installation | $800-$1,500 | 2x | 4-6 hrs | $2,200-$4,500 |
| Ductwork repair (per section) | $20-$50 | 3x | 1-2 hrs | $200-$500 |
| Ductwork replacement (per run) | $100-$300 | 2.5x | 2-4 hrs | $500-$1,200 |
| Zone damper installation | $150-$400 | 2.5x | 2-3 hrs | $600-$1,200 |
| Smart thermostat upgrade (Ecobee/Nest) | $150-$250 | 2x | 0.5-1 hr | $350-$550 |
How to Customize This Template
The Flat Rate Formula
Flat Rate = (Your Parts Cost x Markup) + (Labor Hours x Your Loaded Rate)
Loaded labor rate = technician pay + truck cost + insurance + overhead + profit margin. Most companies land at $85-$150/hour loaded. If your overhead is higher (big shop, multiple vehicles), push toward $150+. Solo operators with low overhead can work with $75-$100.
Markup Guidelines by Part Cost
| Parts Cost Range | Recommended Markup | Why |
|---|---|---|
| Under $25 | 4-5x | Low-cost parts still require truck stock and inventory management |
| $25-$100 | 3-4x | Most common repair parts fall here |
| $100-$500 | 2.5-3x | Mid-range components, reasonable margin |
| Over $500 | 1.8-2.5x | Major components — lower multiplier, higher dollar margin |
Seasonal Adjustments
Most HVAC companies adjust flat rate prices by season to account for demand:
- Peak summer (Jun-Aug): +10-15% on AC repairs and installs
- Peak winter (Dec-Feb): +10-15% on heating repairs and installs
- Shoulder seasons (Mar-May, Sep-Nov): Standard pricing or -5% to fill schedule
- Emergency / after-hours: +50% on service calls, +25% on repairs
HVAC Flat Rate Pricing FAQ
How often should I update my HVAC flat rate prices?
Review pricing quarterly and update at least twice a year. Parts costs change with supply chain conditions, and your overhead (insurance, fuel, labor) tends to increase annually. Many companies do a full price book review every January and a mid-year adjustment in July.
Should I show flat rate prices to customers or just use them internally?
Show them. Flat rate pricing builds trust because the customer knows the price before work starts. Present a price book on a tablet or use quoting software like BuildFolio to generate professional estimates with good-better-best options. Transparency closes more jobs.
What profit margin should HVAC flat rates target?
Most profitable HVAC companies target 55-65% gross margin on repairs and 35-45% on installs. If your repair margins are below 50%, your markup multipliers or labor rate are too low. Track actual job costs vs flat rate prices monthly to verify you are hitting your targets.
How do I handle warranty work with flat rate pricing?
For manufacturer warranty parts, charge full labor flat rate but zero or reduced parts markup. For your own labor warranty (90 days is standard), eat the cost — it builds trust and referrals. Track warranty callbacks as a percentage of total repairs; anything over 3% means quality issues.
Can I use this template in BuildFolio?
Yes. BuildFolio’s AI quoting system lets you set your own flat rate prices per service, then auto-generates professional estimates with good-better-best options from job photos. It calculates your margin on every quote in real time. See pricing or learn about AI Photo-to-Quote.
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