(650) 332-8623Free HVAC Templates: Edit in PDF, Word, Excel, or GDocs (Bid, Invoice, Contract + More!)
Simplify HVAC paperwork with customizable HVAC templates — download free in PDF, Excel, and/or Google Sheets for easy customization!
HVAC templates save you the trouble of creating documents from scratch and protect you from false customer disputes that can cost your business a lot of money.
Imagine pouring your heart and soul into your HVAC business only to wake up one day to a one-star customer review on Yelp.
It accuses you of using a used fan motor for the AC repair (not true) and goes to great lengths to ruin your reputation, which took many years to build. This feels unfair, so your first instinct is to respond to the negative feedback and defend the business in detail for all the internet to see.
With precise documentation of every work done and transaction made in the field, it’s easy to neutralize unfair customer reviews and disputes. No business needs this more than HVAC companies, which surpass all other types of businesses in terms of customer reviews they receive annually on the Better Business Bureau (BBB).
The problem, however, is that HVAC jobs are too labor-intensive, so technicians no longer have time to jot down everything on a scrap of paper (75% of them cite paperwork as their least favorite part of the job).
As a result, technicians choose the details they document arbitrarily, leaving room for mistakes that can lead to legal troubles.
This is where free HVAC templates come into play. Whether it’s an invoice, proposal, estimate, or contract, these ready-to-use templates can help your team document each job accurately.
With these HVAC templates, you can control what details must be recorded, ensuring nothing is left to chance. After all, if you didn’t write it, it didn’t happen.
Our free HVAC templates have allowed businesses to:
- Minimize the time HVAC technicians spend on paperwork. Instead of starting from scratch, they can quickly fill in the required information in the appropriate fields, allowing them to start and focus on their work immediately.
- Impress customers with professional-looking documents. Whether it’s a proposal or invoice, you can whip up the document you need to present to your customers, even if you’re terrible at spreadsheets or formatting.
- Ensure all necessary information is consistently included in every document. This not only gives managers a reliable paper trail for audit but also safeguards your business against potential legal disputes in the future.
- Present clear, transparent, and organized information to the customers, helping your business earn their trust and win more bids.
Ready to manage your business’s documentation? Download our free HVAC templates below and start improving your workflow today.
And if you’re looking for a way to go beyond templates, we’ll show you how our HVAC software can help streamline your entire process—from job scheduling to final documentation.
Templates by Type
- HVAC Invoice Template
- HVAC Proposal Template
- HVAC Estimate Template
- HVAC Quote Template
- HVAC Contract Template
- HVAC Bid Template
HVAC Invoice Template
We know how hectic running an HVAC business can get, and the last thing you need is invoicing headaches. This free template makes billing simple. Just fill in the basics—like the work you did, how much, and the price—and you’re done. No more wasting time on clunky invoices or chasing down payments because something got missed. Get paid faster, with less hassle.
How to Get These Templates:
-
PDF
- Click the link
- Click the Download icon in the upper right
-
Microsoft Word (.DOCX) and Excel (.XLSX)
- Click the link
- Open the File menu in the upper right
- Click Download
- Select .docx (Word) or .xlsx (Excel)
-
Google Docs and Sheets:
- Click the link
- You must be logged into a Google Drive account
- Open the File menu in the upper right
- Click Make a Copy
How to Use These Templates:
- Pre-built Fields: Enter services, descriptions, prices, and totals.
- No-Nonsense Layout: Simple design, easy to read and fill.
- Works How You Want: Edit in Word, PDF, Excel, Google Docs, or Google Sheets easily.
- Use It Anywhere: Access digitally or print for field use.
PDF
Word
Google Doc
Excel
Google Sheets
HVAC Proposal Template
Winning new HVAC jobs means being clear about what you’re offering. Our free HVAC Proposal Template helps you lay out your services, costs, and timelines in a professional, easy-to-read format. It’s available in Word, PDF, Google Docs, Google Sheets, or Excel, so you can customize it however you need. Show your clients exactly what to expect and improve your chances of landing the job.
How to Get These Templates:
-
PDF
- Click the link
- Click the Download icon in the upper right
-
Microsoft Word (.DOCX) and Excel (.XLSX)
- Click the link
- Open the File menu in the upper right
- Click Download
- Select .docx (Word) or .xlsx (Excel)
-
Google Docs and Sheets:
- Click the link
- You must be logged into a Google Drive account
- Open the File menu in the upper right
- Click Make a Copy
How to Use These Templates:
- Scope of Work: Break down services by labor and materials.
- Cost Breakdown: List pricing for each service and material.
- Project Timeline: Set clear expectations with estimated project duration.
- Custom Branding: Add your company logo for a professional look.
HVAC Estimate Template
Creating accurate estimates can make or break your HVAC business. Our free HVAC Estimate Template makes it simple to break down costs, so your clients know exactly what they’re paying for—no confusion, no back-and-forth. Customize it in Word, PDF, Excel, Google Docs, or Google Sheets, and send out professional-looking estimates that help you close more jobs faster.
How to Get These Templates:
-
PDF
- Click the link
- Click the Download icon in the upper right
-
Microsoft Word (.DOCX) and Excel (.XLSX)
- Click the link
- Open the File menu in the upper right
- Click Download
- Select .docx (Word) or .xlsx (Excel)
-
Google Docs and Sheets:
- Click the link
- You must be logged into a Google Drive account
- Open the File menu in the upper right
- Click Make a Copy
How to Use These Templates:
- Customizable Line Items: Add products, services, descriptions, rates, and amounts.
- Clear Cost Breakdown: Show parts, labor, and their corresponding fees clearly.
- Company Logo and Info: Add your logo and business contact details easily.
- Terms and Conditions: Include important policies or project-specific instructions.
HVAC Quote Template
Sending out clear and professional quotes goes a long way in helping you land HVAC jobs. With our free HVAC Quote Template, you can quickly outline what the job includes, how much it will cost, and give clients everything they need to make a decision. It’s easy to customize in Word, PDF, Excel, Google Docs, or Google Sheets—whichever works best for you. No more back-and-forths or confusion, just straightforward quotes that help you win more business.
How to Get These Templates:
-
PDF
- Click the link
- Click the Download icon in the upper right
-
Microsoft Word (.DOCX) and Excel (.XLSX)
- Click the link
- Open the File menu in the upper right
- Click Download
- Select .docx (Word) or .xlsx (Excel)
-
Google Docs and Sheets:
- Click the link
- You must be logged into a Google Drive account
- Open the File menu in the upper right
- Click Make a Copy
How to Use These Templates:
- Pre-formatted Line Items: Enter products, services, quantities, rates, and amounts.
- Company Logo and Info: Add your logo and business contact details.
- Quote Details: Easily add quote number and date information.
- Validity Period: Set how long the quote is valid.
HVAC Contract Template
Contracts are more than just paperwork—they protect your HVAC business and help keep things running smoothly. With our free HVAC Contract Template, you can easily outline the job details, payment terms, and timelines, making sure everyone’s on the same page. Customize it in Word, PDF, Google Docs, or Google Sheets, and finalize your contracts with confidence.
How to Get These Templates:
-
PDF
- Click the link
- Click the Download icon in the upper right
-
Microsoft Word (.DOCX) and Excel (.XLSX)
- Click the link
- Open the File menu in the upper right
- Click Download
- Select .docx (Word) or .xlsx (Excel)
-
Google Docs and Sheets:
- Click the link
- You must be logged into a Google Drive account
- Open the File menu in the upper right
- Click Make a Copy
How to Use These Templates:
- Legally Binding Terms: Covers services, payments, timelines, and responsibilities.
- Customizable for Any Job: Easily adjust for repairs, installs, or maintenance.
- Extra Clauses: Add any specific legal or financial protections.
- Signatures: Ensure both parties sign to lock in the agreement.
Click to download template
HVAC Bid Template
Winning HVAC contracts, especially the big ones, comes down to submitting a clear, professional bid. Our free HVAC Bid Template makes it easy to lay out all the details—pricing, timelines, and project specs—so there’s no room for confusion. It’s simple to customize in Word, PDF, Excel, Google Docs, or Google Sheets and helps you show clients you’re organized and ready to get the job done.
How to Get These Templates:
-
PDF
- Click the link
- Click the Download icon in the upper right
-
Microsoft Word (.DOCX) and Excel (.XLSX)
- Click the link
- Open the File menu in the upper right
- Click Download
- Select .docx (Word) or .xlsx (Excel)
-
Google Docs and Sheets:
- Click the link
- You must be logged into a Google Drive account
- Open the File menu in the upper right
- Click Make a Copy
How to Use These Templates:
- Comprehensive Job Breakdown: Enter labor, materials, permits, and fees easily.
- Customizable for Any Project: Adjust for commercial or residential jobs.
- Detailed Cost Estimates: A clear breakdown of costs builds client trust.
- Project Scope and Timeline: Outline what’s included and expected timelines.
Looking for an easier way to manage and document HVAC jobs? Try Workyard!
See how it works
What Are HVAC Templates?
HVAC templates are pre-designed, customizable documents that help HVAC businesses standardize and simplify their paperwork.
Here’s a quick rundown of the different HVAC templates businesses and technicians commonly use:
- HVAC Invoice Template – ensures accurate billing by capturing all necessary details, such as labor hours, parts, and taxes.
- HVAC Proposal Template – provides a professional breakdown of services, timelines, and pricing.
- HVAC Estimate Template – breaks down estimated costs for labor, materials, and other job-related expenses.
- HVAC Quote Template – outlines specific service prices in a clean, easy-to-understand format.
- HVAC Contract Template – sets clear legal expectations for both parties, covering everything from payment terms to warranties.
- HVAC Bid Template – provides a detailed, professional breakdown of costs and scope to help you win competitive bids.
Good Examples of HVAC Template Use
HVAC templates provide many benefits that address the daily challenges HVAC businesses face.
Here’s a detailed look at the different use cases for the templates we’re offering for free and how they can help you run a more organized and professional HVAC business.
1. HVAC Invoice Template: Accurate Billing Made Easy
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Invoicing Multiple Jobs in One Day: Your technicians will scramble to remember what was done at each location without a standard invoice template. With our HVAC Invoice Template, they can quickly fill in labor hours, parts used, and service fees right after each job.
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Managing Seasonal Billing Spikes: During peak seasons like summer or winter, your team might handle more jobs than usual. The HVAC Invoice Template allows you to standardize the invoicing process, so you’re not wasting valuable time creating new invoices from scratch for each customer.
2. HVAC Proposal Template: Winning Over Clients with Professionalism
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Presenting Multiple System Options to Clients: Let’s say a client asks for an HVAC system installation and wants to see options. With our HVAC Proposal Template, you can present a polished breakdown of options, complete with prices and estimated project duration.
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Securing Contracts for Commercial Clients: Presenting a professional proposal is crucial to winning the bid for larger commercial HVAC projects. With our template, you can outline the full scope of work, timelines, and pricing in a clear, detailed format.
3. HVAC Estimate Template: Providing Clear Cost Breakdowns
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Estimating Complex Installations: Providing an accurate and detailed estimate is key when working on complex installations, such as replacing both the air conditioning and heating systems in a multi-story building. With the HVAC Estimate Template, you can break down equipment costs, labor, and additional services like duct cleaning.
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Streamlining the Estimate Process for Smaller Jobs: For smaller jobs like simple maintenance or tune-ups, your technicians can quickly fill out the HVAC Estimate Template while they’re still on-site. This speeds up the process and gives clients an immediate idea of the job’s cost.
4. HVAC Quote Template: Quickly Communicate Pricing
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Providing Quotes for Service Contracts: Many HVAC businesses provide ongoing maintenance services through contracts. With our HVAC Quote Template, you can offer clients a quick, professional breakdown of the cost for these services over a year.
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Sending Digital Quotes On the Go: If one of your technicians is on a service call and the client asks for a quote on additional work, they can use the HVAC Quote Template on their mobile device. With just a few quick inputs, they can generate a professional quote and send it to the client immediately.
5. HVAC Contract Template: Setting Clear Expectations
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Formalizing Agreements for Major Installations: A clear contract is critical for high-value jobs like installing commercial HVAC systems. Our HVAC Contract Template helps you outline the terms and conditions, payment schedule, and warranty details.
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Protecting Your Business with Maintenance Agreements: Having a standardized contract template when signing a maintenance contract with a client ensures that all legal safeguards are in place. This template includes key sections like payment terms, service descriptions, and any conditions for canceling the agreement, ensuring that your business is fully protected while also providing clients with clear expectations.
6. HVAC Bid Template: Winning Large Contracts with Confidence
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Bidding on Large Commercial Projects: When submitting a bid for a commercial HVAC installation, the HVAC Bid Template allows you to present a comprehensive breakdown of costs, project timelines, and the scope of work. This gives the client confidence in your pricing and capabilities, making you more likely to win the job.
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Offering Competitive Bids for Government Contracts: Submitting a competitive and transparent bid is essential for HVAC businesses that work with government contracts. Our HVAC Bid Template helps you provide all the required details in a clean, structured format, ensuring that your business meets the necessary standards and increasing your chances of securing the contract.
A Step-By-Step Guide to Using HVAC Templates
Step 1: Select the Right Template for the Task
Use Case Examples:
- Invoice Template: Use this for on-site billing, ideal when technicians need to record services, parts, and final costs right after completing a job.
- Proposal Template: Perfect for presenting service options and pricing for potential clients, especially useful for securing new contracts or larger jobs.
- Estimate Template: Great for providing quick cost estimates during service calls, giving clients an immediate breakdown of labor and material costs.
- Contract Template: Best for formalizing agreements on bigger projects, outlining timelines, payments, and responsibilities in a professional format.
- Bid Template: Tailored for competitive bids, helping you present detailed costs and project specs to win larger commercial contracts.
- Quote Template: Ideal for offering specific pricing for services, ensuring clients understand the exact costs before the job begins.
Action: Choose the template that aligns with the task at hand, ensuring your technicians have easy access to the right tool for the job.
Step 2: Customize the Template for Your Business
Use Case Examples:
- Invoice Template: Add your company name and logo, so your team can quickly input service details and pricing while in the field.
- Proposal Template: Customize service categories and include your logo to give the proposal a professional look while leaving detailed client info for technicians to fill out.
- Estimate Template: Add basic business info like your logo, and adjust the line items so your technicians can input job-specific details on-site.
- Contract Template: Personalize with your company details and ensure sections for timelines, payments, and job-specific info are ready for quick use.
- Bid Template: Add your business logo and basic details, so your team can focus on entering specific job and pricing details when preparing a competitive bid.
- Quote Template: Customize with your business info and logo, leaving the job-specific pricing and details for your team to complete during the consultation.
Action: Customize the basic details in each template—like your company logo—and leave the job-specific sections for your team to fill out in the field.
Step 3: Train HVAC Technicians/Installers on How to Use the Templates
Use Case Examples:
- Invoice Template: Train your team to quickly fill out invoices on-site, including the work done, parts used, and final costs.
- Proposal Template: Show technicians how to present service options and pricing using the Proposal Template, giving clients clear choices during initial consultations.
- Estimate Template: Teach your team to fill out estimates in real time during service calls, inputting labor and material costs immediately for faster client approvals.
- Contract Template: Guide technicians on using the Contract Template to review job details and get client agreements in place without delays.
- Bid Template: Walk your team through filling out bids on-site, helping them finalize project specs and pricing details to quickly submit competitive bids.
- Quote Template: Train technicians on using the Quote Template to provide clear, upfront pricing to clients before the job begins.
Action: Hold a quick training session or create guides to show your technicians how to efficiently use each template on the job.
Step 4: Implement Templates in Your Daily Operations
Use Case Examples:
- Invoice Template: Encourage technicians to complete invoices on-site, capturing service details and payment info before leaving the job.
- Proposal Template: Have technicians use the Proposal Template during consultations to present clear service options and pricing right away.
- Estimate Template: Let your team fill out the Estimate Template on the spot, giving clients a breakdown of costs while still on-site.
- Contract Template: Make sure larger jobs are formalized on-site by having your team review the Contract Template with clients and finalize agreements.
- Bid Template: Get technicians to finalize bids using the Bid Template during initial discussions, ensuring clients have all the details they need to make decisions quickly.
- Quote Template: Instruct your team to provide quotes during consultations, ensuring clients have a clear understanding of the service pricing before agreeing to the job.
Action: Integrate the templates into your team’s daily work, so paperwork gets completed efficiently and on-site.
Step 5: Share Templates with the Office and Clients
Use Case Examples:
- Invoice Template: Technicians can email completed invoices directly to the office for processing, speeding up the billing cycle.
- Proposal Template: Completed proposals can be sent directly to clients, providing them with detailed service options and pricing on the spot.
- Estimate Template: Encourage technicians to send finished estimates to clients from the job site, giving them the information needed to make quick decisions.
- Contract Template: After finalizing contracts on-site, technicians can upload them to the office system, ensuring agreements are properly documented.
- Bid Template: Completed bids can be shared with the office or sent to clients directly from the field, preventing delays in project approvals.
- Quote Template: After providing a completed quote on-site, have technicians email it directly to clients and the office for a smooth approval process.
Action: Set up an easy process for sharing completed templates with the office and clients to keep everything moving smoothly.
Step 6: Review and Analyze Completed Templates
Use Case Examples:
- Invoice Template: At the end of the week, review all completed invoices to ensure job details are correctly recorded and payments align with the work done.
- Proposal Template: Analyze which proposals led to secured contracts and adjust your approach to improve success rates for future bids.
- Estimate Template: Evaluate completed estimates to identify patterns and improve the accuracy of cost predictions for future jobs.
- Contract Template: Review finalized contracts to make sure all terms, timelines, and payment schedules are clear and complete.
- Bid Template: Track which bids resulted in new business and refine your bidding process based on what’s working best.
- Quote Template: Review quotes to assess how pricing impacted client approvals and make adjustments to improve your quote conversion rates.
Action: Regularly review completed templates to ensure everything is accurate and to gather insights that will help fine-tune your processes.
Your Next Steps With HVAC Templates
HVAC templates are invaluable tools that can simplify your business’s daily operations.
However, while these templates can benefit your HVAC business immediately, they can only take you so far. HVAC templates can hold your business back as you scale your operations and increase your workload.
Automating some of the most critical business processes allows your HVAC techs to complete more work orders without getting bogged down with paper files.
Run Your HVAC Business More Smoothly With Workyard
Workyard offers everything you need to streamline your operations beyond what templates alone can offer. With Workyard, you can:
- Track GPS Locations in Real-Time: Ensure your technicians are where they need to be, improving accountability and efficiency.
- Simplify Scheduling and Job Tracking: Manage your team’s schedules seamlessly and ensure no job falls through the cracks.
- Gain Accurate Job Costing: Track labor costs to the minute, giving you real-time insights into job profitability.
- Integrate Invoicing with QuickBooks: Workyard’s integration with QuickBooks automates your invoicing process, making it easier than ever to bill clients accurately and quickly.
Combining these advanced features with templates gives you a complete solution for managing your HVAC business more effectively.
Click here to learn more about Workyard’s powerful GPS tracking feature, or sign up for a 14-day free trial today.
Looking for an easier way to manage and document HVAC jobs? Try Workyard!
See how it works