How to Quote for HVAC Work in the USA: Rates, Templates and Tips
Quoting HVAC work accurately is one of the highest-value skills an HVAC contractor can have. Underquote and you do the job at a loss. Overquote without justification and you lose it to a competitor. Here is how to price HVAC work confidently in the USA.
HVAC Pricing Benchmarks USA (2026)
| Job Type | Typical Range |
|---|---|
| Central AC replacement (3-ton) | $3,500-$7,500 installed |
| Gas furnace replacement (80k BTU) | $2,800-$6,000 installed |
| Heat pump system (complete) | $5,000-$12,000 installed |
| Mini-split single zone | $2,000-$5,000 installed |
| Service call / diagnostic | $75-$200 |
| Annual maintenance contract | $150-$350/year |
| Duct cleaning | $300-$700 |
| Refrigerant recharge (per lb R-410A) | $50-$150 |
Equipment cost typically represents 40-60% of total job price.
What to Include in an HVAC Quote
Every HVAC proposal should specify:
- Equipment make, model, and SEER/HSPF/AFUE rating – homeowners increasingly compare specs online
- Labor scope – removal of old unit, line set condition, new disconnect/electrical if required
- Permits – most jurisdictions require a mechanical permit; include the fee or state it’s not included
- Warranty – manufacturer equipment warranty plus your labor warranty (typically 1 year)
- Rebate eligibility – note if the equipment qualifies for utility or federal tax credit (IRA 30% credit for qualifying heat pumps)
- Payment terms – 50% deposit on equipment order is standard for replacement jobs
Service Call vs Diagnostic Fee
Always charge a diagnostic/service call fee ($75-$150 typical). State clearly in your quote whether this is waived if the repair is approved. Most customers understand and accept the fee – it filters out tyre-kickers and covers your drive time.
Free calculator by CoreQuote — the quoting app for trades
Frequently Asked Questions
Should I quote HVAC jobs by the hour or by the job?
By the job for installations and replacements – customers want certainty. By the hour is acceptable for diagnostic and repair work where scope is unknown, but cap it: “Repair work quoted at $125/hr, capped at $X unless additional scope is approved.”
How do I handle equipment price volatility in my quotes?
State a validity period: “This quote is valid for 21 days. Equipment pricing is subject to change after that date.” Lock in equipment pricing with your supplier as soon as the customer accepts.
CoreQuote helps HVAC contractors quote professionally and track approvals. Try free for 6 months at kwowta.com.
Related reading:
- How to Get a Business Loan to Start a Construction Company in the USA
- How Much Should a Contractor Charge Per Hour in the USA? (2026)
- How to Get More Google Reviews as a US Contractor (And Why They Matter)
- How to Get Your First Customers as a Self-Employed Contractor in the USA
Want to quote faster? CoreQuote is a free quoting app built for US contractors — professional quotes in seconds, digital customer sign-off, and instant invoice conversion. Try it free today.