Free tool
HVAC Job Estimate Generator
Build an HVAC estimate with line items for labor, equipment and parts, plus tax, a discount and a deposit, then save it as a PDF for your customer. It runs in your browser and nothing is stored.
Start from a trade example
Sample line items with example prices, not market rates. Load one, then change the descriptions and prices to yours.
How to use this tool
- Add your detailsYour business, the customer, the estimate number and the dates.
- List the workOne line per item of labor or material with quantity and unit price. Tick Taxable where tax applies.
- Review and downloadCheck the totals, set the deposit, edit the terms and download the PDF.
How the totals work
- Line total = quantity × unit price, in whole cents
- Subtotal = sum of the line totals
- Discount = a fixed amount, or a percent of the subtotal (never more than the subtotal)
- Taxable subtotal = taxable lines minus their proportional share of the discount
- Tax = taxable subtotal × your tax rate, rounded once to the nearest cent
- Total = subtotal − discount + tax
- Deposit due = a percent of the total, or a fixed amount (capped at the total); balance = total − deposit
All math uses whole cents, so there are no floating-point errors. Rounding tax once on the taxable subtotal, instead of line by line, avoids drift on estimates with many small lines. Tax rules differ by place; this tool is not tax or legal advice.
Frequently asked questions
What should an HVAC estimate include?
Your business name and contact details, the customer and job address, a clear scope of work, the equipment make, model and size if you are replacing a unit, labor, parts, the total, the deposit and how long the price is good for. Clear lines prevent most disputes.
Is an estimate the same as a quote?
Not always. An estimate is an approximate price that can change if the job turns out different. A quote is a fixed price for a defined scope. This tool labels the PDF Estimate, so say in the notes whether the price is firm or can change.
How do I add a deposit to an HVAC estimate?
Choose a percentage of the total or a fixed amount. The PDF shows the deposit as due on acceptance and the balance as the total minus the deposit. How much to ask for is something you agree with the customer before the work starts.
Does this site keep my customers' details?
No. The estimate is built in your browser and the PDF is created on your device. Nothing is uploaded or saved by this site, so close the page when you are done and the details are gone.