What goes in an HVAC estimate
A homeowner replacing a system usually gets quotes that are hard to compare: different brands, different sizes, one number at the bottom. A good HVAC estimate spells out:
- The equipment by model, with tonnage and ratings: condenser or heat pump (SEER2), furnace (AFUE and BTU) or air handler, and the matched coil.
- How you sized it, from the load calculation rather than the old unit.
- Installation labor, on its own line or clearly included in the system price.
- Line set and refrigerant: new or reused, the length, and any extra charge.
- The parts that add up: pad, disconnect and whip, condensate pump, thermostat, transitions and any duct changes.
- Removal, refrigerant recovery, permit, schedule, deposit and warranty.
Typli drafts all of this from the notes you'd jot down on the walkthrough. You check the prices, change anything you like, and send it.
Size it from a load calculation
A ton per so many square feet ignores insulation, windows, orientation and where the ducts run, and matching the old unit repeats whatever mistake was made last time. An oversized air conditioner cools fast and shuts off before it pulls much moisture out, so the house feels clammy and the system short-cycles. An undersized one falls behind on the hottest afternoons.
A Manual J load calculation gives you the heating and cooling loads, and Manual S matches equipment to them. Some permit offices ask for the load calculation with the application. Put the result on the estimate ("cooling load 33,000 BTU/h, 3 ton recommended"). When the homeowner asks why you aren't quoting the 4 ton they had, the number does the explaining.
Equipment, labor and refrigerant
List each piece of equipment with its model number and rating, and quote the condenser, coil and furnace or air handler as a matched system. If the homeowner is applying for a utility rebate, add the AHRI reference number for the matched system.
Say whether the line set is new (priced per foot) or reused after checking its size and condition. Condensers ship charged for a set line length, listed in the install instructions; longer runs need extra refrigerant, priced per pound. The old refrigerant has to be recovered, not vented, so put recovery on the removal line.
Service calls and permits
For repairs, state the diagnostic fee up front and whether it's credited toward the repair. A system that's low on refrigerant has a leak, because refrigerant doesn't get used up. Price the leak repair with the refrigerant, or note that a top-off alone is a temporary fix. That saves an argument when it's low again next summer.
Many jurisdictions require a mechanical permit for a change-out, even like for like. Check your local permit rules and give the permit its own line so the homeowner sees you're pulling one.
Tips for estimates that win the job
- Offer a choice. A standard system and a higher-efficiency one, as two short estimates, are easier to compare than one crowded estimate.
- Name the equipment. Model numbers and ratings on the page protect you from "I thought I was getting the two-stage."
- Say what's not included, like electrical panel upgrades, duct replacement or drywall patching.
- Spell out the warranty: manufacturer parts coverage (and whether it needs registration) and how long you cover labor.
- Send it from the driveway. When the AC is out in July, the first clear price has an edge.
Frequently asked questions
Is the HVAC estimate generator free?
Yes. Drafting is free, with no account needed. To download the PDF or send a link, create a free account; free accounts can save 3 documents a month. Paid plans save unlimited documents, add your logo and remove the Typli footer.
Can I use my own prices?
Yes. Save your hourly rate and price list in your details and every estimate uses them exactly. You can also put prices in your notes ("3 ton condenser $4,250, install $2,900, line set $28 a foot") and the draft uses them. Every line and price can be edited before you send it.
Can I send it to the homeowner?
Yes. Download a PDF to email or print, or send a link the homeowner can open on their phone.
Does it work for heat pumps and mini splits?
Yes. Describe the system (a heat pump with an air handler, dual fuel, a ductless mini split with three heads) and the estimate uses the right equipment lines and units.