QuickQuote
HVAC

HVAC Quotation Template

Free hvac quotation template with a working editor, live totals and PDF, Word or Excel downloads.

HVAC quotes are compared on equipment and on commissioning. This template separates the unit, the installation labour and the handover so the client can compare accurately.

Step 1 · The basics

Who is this quotation for?

Autosaves as you type
Business details, address and tax information
Tax, website and legal details
Client details
Issue date, validity and referenceQQ-TPL-HVAC

Step 2 · The work

What are you quoting?

Line 1
More line details
Line discount
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Line 3
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Line 4
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Line 5
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Step 3 · Totals and terms

Adjustments, terms and branding

Optional. Your lines already make a valid quotation, so open a block only when this deal needs it.

Discounts, fees and taxNone
Fees (shipping, setup, delivery)
Terms, payment instructions and notes
Logo, colours and footer

Logo

Add or replace it directly in the document preview. PNG or JPG, up to 330 KB.

Preview the quotation
PageA4 · 210 × 297 mm

Northwind Studio

Northwind Studio LLC

18 Mission Street, Suite 400, San Francisco, CA 94105 hello@northwind.studio +1 415 555 0132 northwind.studio

Tax / VAT: US-4821-9930

Quotation

QQ-TPL-HVAC

Issued Nov 7, 2026

Valid until Nov 21, 2026

Bill to

Acme Ltd

1200 Market Street, Floor 9, San Francisco, CA 94102 maya@acme.test Tax ID: ACME-9

Project

HVAC Quotation

USD

Outdoor unit, 12 kW$3,200.00

1 item × $3,200.00 · tax 0%

Indoor units$3,120.00

4 item × $780.00 · tax 0%

Pipework and controls$1,650.00

1 lot × $1,650.00 · tax 0%

Installation labour$1,520.00

4 day × $380.00 · tax 0%

Commissioning and handover$320.00

1 job × $320.00 · tax 0%

Scope of work

Supply and install a four-zone air conditioning system on the first floor, including pipework, controls and commissioning.

Items (excl. tax)$9,810.00
Total$9,810.00

Payment terms

40% on order, balance on commissioning.

Terms and conditions

Price assumes a standard electrical supply within five metres. Structural alterations excluded. Manufacturer warranty five years, installation warranty two years.

Northwind Studio LLC · 18 Mission Street, San Francisco · hello@northwind.studio

Total

$9,810.00

Blank template downloads

The blank version contains this template's row structure, units and terms with no figures. Use it to print and fill by hand, or to keep a master copy in Word. Your finished document is exported from the generator above, so the two are never confused.

Example total in this preview: $9,810.00 across 5 lines.

Go straight to the generator

Prefer to start empty? Open the general quotation generator and build the document from scratch.

Who this template suits

Suits HVAC engineers quoting air conditioning, ventilation or heating installations for homes and small commercial premises.

What to include

  • Equipment by model, with capacity and efficiency stated.
  • Refrigerant pipework, ducting and controls.
  • Installation labour and the number of days on site.
  • Commissioning, handover and the warranty period.

How to complete it

  1. Step 1

    Survey the space and calculate the required capacity.

  2. Step 2

    Price equipment, installation and controls separately.

  3. Step 3

    State the commissioning, warranty and service interval.

Before you send

Pricing, pitfalls and proof

  • How it is pricedPrice equipment by model, installation by day and commissioning separately.
  • Common mistakeQuoting a capacity without a survey, then discovering the unit is undersized.
  • Keep as evidenceRecord the heat load calculation, the model numbers and the commissioning readings.

Questions about this template

Should I state the model?

Yes. HVAC equipment varies widely in efficiency and noise, and clients increasingly check the model before comparing prices.

Is commissioning a separate cost?

It takes time and should be visible. Showing it as its own line also signals that the system will be handed over properly.

How do I handle a site survey?

If you charge for it, list it and say whether it is credited against the order. Free surveys should be stated as free, not hidden.

What warranty should I quote?

Separate the manufacturer's equipment warranty from your installation warranty. They differ in length and in who honours them.