HVAC Price Book Template: Free Excel Download + Setup Guide
Build a contractor pricing system that guarantees profit: equipment, labor and material pricing, markup formulas, and a free Excel template (2026)
The HVAC contractor with a well-organized price book makes more money than the one who "figures it out" on every job. That's not opinion—it's math. When you guess on pricing, you either leave money on the table (too low) or lose jobs to competitors (too high). A price book removes the guessing.
This guide shows you exactly how to build an HVAC price book template that guarantees consistent profit on every job. We'll cover what to include, how to calculate markup, and how to maintain it so it stays accurate. Updated for 2026 with current pricing trends and a free Excel template download.
What you'll get: Complete price book structure, equipment and labor pricing guidance, markup calculation formulas, and a free downloadable Excel template you can customize for your business.
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Try EstimateKit free for 14 days →What is an HVAC Price Book?
An HVAC price book is your master reference for pricing every job consistently. It contains all your equipment costs, material prices, labor rates, and markup formulas in one place. When you need to quote a job, you look up the items, apply your formulas, and know exactly what to charge.
Why Every Contractor Needs One:
Without a price book:
- • Pricing varies job-to-job (inconsistent)
- • Must calculate every quote from scratch
- • Easy to forget costs and lose money
- • Takes 1-2 hours per quote
- • Rely on memory (which fails)
With a price book:
- • Every job priced consistently
- • Look up prices in seconds
- • Never forget costs (it's all documented)
- • Create quotes in 20-30 minutes
- • System works even when you're tired
The ROI of a Price Book:
Time saved: 1+ hours per quote × 10 quotes/month = 10+ hours
Money saved: Prevents "forgot that material" mistakes = $200-500/month
Profit gained: Consistent markup = $1,000-3,000/month additional profit
Total annual value: $15,000-45,000
The contractors who complain about "tight margins" are often the ones pricing from memory. Organized contractors know their numbers and protect their profit.
What to Include in Your HVAC Price Book
A complete HVAC price book has six core sections. Each section builds on the others to give you complete job pricing capability.
Section 1: Equipment Pricing
This is your largest section—all the equipment you install with costs and selling prices.
Furnaces (by BTU and efficiency):
| Type | BTU Range | Cost Range | Sell Range (40% markup) |
|---|---|---|---|
| 80% AFUE Standard | 40,000-100,000 | $800-1,500 | $1,120-2,100 |
| 90% AFUE Mid-efficiency | 40,000-100,000 | $1,200-2,200 | $1,680-3,080 |
| 95%+ AFUE High-efficiency | 40,000-100,000 | $1,800-3,500 | $2,520-4,900 |
Air Conditioners (by tonnage and SEER):
| SEER Rating | Tonnage | Cost Range | Sell Range |
|---|---|---|---|
| 14 SEER (minimum) | 2-5 ton | $1,500-3,000 | $2,100-4,200 |
| 16 SEER (mid-tier) | 2-5 ton | $2,200-4,000 | $3,080-5,600 |
| 18+ SEER (premium) | 2-5 ton | $3,500-6,500 | $4,900-9,100 |
Heat Pumps (by tonnage and HSPF):
| HSPF Rating | Tonnage | Cost Range | Sell Range |
|---|---|---|---|
| 8.2+ HSPF Standard | 2-5 ton | $2,000-4,000 | $2,800-5,600 |
| 10+ HSPF High-efficiency | 2-5 ton | $3,500-7,000 | $4,900-9,800 |
Ductless Mini-Splits:
- Single-zone 9,000 BTU: Cost $800-1,200 → Sell $1,120-1,680
- Single-zone 12,000 BTU: Cost $1,000-1,500 → Sell $1,400-2,100
- Multi-zone 2-head: Cost $2,500-4,000 → Sell $3,500-5,600
- Multi-zone 4-head: Cost $4,500-7,000 → Sell $6,300-9,800
Thermostats:
- Basic (non-programmable): Cost $25-50 → Sell $75-125
- Programmable: Cost $50-100 → Sell $125-200
- Smart WiFi (Nest, Ecobee): Cost $150-250 → Sell $300-450
Air Quality Products:
- Media air filters: Cost $80-150 → Sell $200-350
- UV air purifiers: Cost $200-400 → Sell $500-900
- Whole-home humidifiers: Cost $200-400 → Sell $500-800
- Air scrubbers: Cost $500-800 → Sell $1,000-1,400
Section 2: Materials and Supplies
Common materials with pricing that you use on most jobs:
| Material | Unit | Cost | Sell Price (30% markup) |
|---|---|---|---|
| R-410A Refrigerant | Per pound | $15-25 | $50-75 |
| Copper line set (3/8" x 3/4") | Per 25 ft | $80-120 | $150-200 |
| Flex duct (insulated) | Per 25 ft | $50-80 | $100-150 |
| Sheet metal duct | Per linear ft | $8-15 | $20-35 |
| Supply registers | Each | $15-30 | $40-70 |
| Return grilles | Each | $20-50 | $50-100 |
| Condensate pump | Each | $60-100 | $120-180 |
| Disconnect box | Each | $30-50 | $75-100 |
Section 3: Labor Rates
Standard labor rates by task type:
Hourly Rates:
- • Basic installation: $100-125/hour
- • Complex installation: $125-150/hour
- • Service call: $95-125/hour
- • Emergency service: $150-200/hour
- • Diagnostic: $85-125 flat fee
- • Helper/apprentice: $50-75/hour
Flat Rate by Task:
- • Furnace installation: $800-1,200
- • AC installation: $800-1,200
- • Ductwork (per 10 feet): $150-250
- • Thermostat installation: $150-250
- • Filter change: $75-125
- • System tune-up: $125-175
Section 4: Service Packages
Pre-built packages for common jobs speed up quoting dramatically:
"Standard AC Replacement" (3-ton, 14 SEER)
- Equipment: $2,100
- Installation labor: $900
- Electrical: $200
- Materials (line set, drain, etc.): $350
Package Total: $3,550
"Premium System Replacement" (Furnace + AC)
- 90% Furnace: $2,400
- 16 SEER AC: $4,200
- Installation labor: $1,800
- Materials & electrical: $600
- Smart thermostat: $350
Package Total: $9,350
Section 5: Maintenance Agreements
| Plan | Price | Includes |
|---|---|---|
| Basic | $199/year | 1 tune-up per year |
| Standard | $399/year | 2 tune-ups + priority scheduling |
| Premium | $599/year | 2 tune-ups + priority + 10% parts discount |
Section 6: Add-ons and Upgrades
Common upgrades customers buy—great for increasing average ticket:
- Extended warranty: +$200-500
- Smart thermostat upgrade: +$150-300
- Air quality package: +$500-1,000
- Zoning system: +$1,500-3,000
- UV light: +$400-600
- Whole-home humidifier: +$500-800
How to Calculate Your HVAC Markup Percentages
The Markup Formula:
Selling Price = Cost × (1 + Markup Percentage)
Example:
Equipment cost: $2,000
Markup: 40%
Selling price: $2,000 × 1.40 = $2,800
Industry Standard Markups:
| Category | Markup Range | Notes |
|---|---|---|
| Common equipment (furnaces, ACs) | 30-50% | Competitive, customers shop around |
| Specialty/premium equipment | 40-60% | Less price comparison |
| Small items (thermostats, filters) | 50-80% | Higher % but lower total profit |
| Materials (ductwork, refrigerant) | 20-40% | Standard materials markup |
| Accessories & add-ons | 30-50% | Value-based pricing |
Calculating YOUR Markup:
Step 1: Calculate your costs
- Equipment: $2,000
- Materials: $400
- Labor: 8 hours × $100 = $800
Total cost: $3,200
Step 2: Determine desired profit
Target 40% profit margin on total job.
If costs are $3,200 and you want 40% profit:
$3,200 ÷ 0.60 = $5,333 selling price
Profit: $5,333 - $3,200 = $2,133 (40% of selling price)
Profit vs Markup - KEY DIFFERENCE
Markup: Percentage added to cost
Cost: $100, Markup 50% = Sell $150. Profit: $50 = 33% margin
Profit margin: Percentage of selling price
Sell: $150, Profit $50 = 33% profit margin
Most contractors think in markup but should think in profit margin!
Target Profit Margins by Job Type:
- New installations: 35-50%
- Replacements: 30-40%
- Service calls: 40-60%
- Maintenance contracts: 50-70%
What Kills Profit:
- Forgetting small materials (adds up!)
- Underestimating labor hours
- Not updating costs quarterly
- Competing on price (race to bottom)
Free HVAC Price Book Template Download
We provide a complete Excel price book template with all the sections covered in this guide.
What's Included:
- ✓ Equipment database (furnaces, ACs, heat pumps)
- ✓ Materials pricing list
- ✓ Labor rate calculator
- ✓ Service package builder
- ✓ Markup formulas (automatic calculations)
- ✓ Maintenance agreement pricing
Template Tabs:
- • Tab 1: Equipment (main price book)
- • Tab 2: Materials
- • Tab 3: Labor rates
- • Tab 4: Service packages
- • Tab 5: Job cost calculator
- • Tab 6: Instructions
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Try free for 14 days →How to Build Your HVAC Price Book (Step-by-Step)
Week 1: Equipment Research (4-6 hours)
Day 1-2: List everything you install
Go through past 6-12 months of jobs. What did you install? Furnaces, ACs, heat pumps, thermostats, air quality products.
Day 3-4: Get wholesale costs
Call your distributors. Get costs for 20-30 most common items. Ask about price trends.
Day 5: Enter equipment into Excel
Use the template, add your items: model numbers, descriptions, costs, target markup (start with 40%).
Week 2: Materials and Labor (3-4 hours)
Day 1: Materials pricing
List common materials: refrigerant, copper line sets, ductwork, registers, electrical supplies. Get costs from supplier. Apply 30-40% markup.
Day 2: Calculate labor rates
What do you pay techs? ($20-30/hour) Add 30% for taxes, insurance, benefits. True cost: $26-39/hour. Sell labor at: $100-125/hour.
Day 3: Create flat rate pricing
For common tasks, set flat rates based on typical time × your labor rate + small markup.
Week 3: Service Packages (2-3 hours)
Build 3-5 common packages: Standard Furnace Replacement, Premium AC Replacement, Full System Replacement. Pre-calculate totals for quick quoting.
Week 4: Test and Refine (2-3 hours)
Day 1: Create practice quotes
Use price book to quote 5 past jobs. Compare to what you actually charged. Adjust if needed.
Day 2: Get feedback
Show price book to experienced contractor friend or mentor for review.
Day 3: Launch
Start using price book on real quotes. Track actual costs vs estimates.
Total time investment: 10-15 hours
Payback: First week of use
Flat Rate vs Time & Materials Price Books
Flat Rate Pricing
Every task has a fixed price regardless of time taken.
Pros:
- • Fast quotes (look up price, done)
- • Customer knows exact cost upfront
- • Rewards efficiency
- • Easier to train estimators
Cons:
- • Inflexible for unusual jobs
- • Must price higher to cover worst-case
Best for: Service calls, common installations, residential work
Time & Materials Pricing
Charge for actual time + materials used + markup.
Pros:
- • Flexible for any job
- • Fair for unusual situations
- • Can be lower for simple jobs
Cons:
- • Slower quotes (must estimate time)
- • Customer uncertainty
- • Penalizes efficiency
Best for: Complex installations, commercial work, custom jobs
Hybrid Approach (Recommended)
Use flat rate for 80% of common jobs (service calls, standard replacements, common repairs, maintenance). Use T&M for 20% of unusual jobs (custom ductwork, commercial projects, weird old houses). Your price book should have both!
How to Keep Your Price Book Updated
Quarterly Price Reviews (Every 3 Months):
- Check equipment costs: Call distributors. "Any price changes on my common items?" Equipment prices fluctuate 5-15% per year.
- Adjust selling prices: If costs went up 10%, increase your selling prices 10%. Don't eat the cost increase!
- Review profitability: Look at last quarter's jobs. Which were most profitable? Which lost money? Adjust accordingly.
Annual Comprehensive Review:
- Review entire equipment list (add new models, delete discontinued)
- Recalculate labor rates (did tech wages increase?)
- Compare to competitors (are you priced right?)
- Update service packages
Track Price Changes in Excel:
Add columns to your price book:
- • Current price
- • Last quarter price
- • Change %
- • Date updated
When to Raise Prices:
- Equipment costs increase
- Labor costs increase
- Demand exceeds capacity (you're too busy)
- Your expertise has grown (10 years experience > 2 years)
Don't apologize for price increases. Confident contractors raise prices. Broke contractors compete on price.
7 HVAC Price Book Mistakes to Avoid
Mistake 1: Not including all costs
Forgot to account for drive time, small supplies (screws, tape, sealant), disposal fees, permits. These "little things" add up to 5-10% of job cost.
Fix: Use a cost checklist for every job type.
Mistake 2: Outdated pricing
Built price book in 2023, it's now 2026, never updated. Equipment costs up 20%, but you're quoting old prices = losing money.
Fix: Quarterly updates, minimum.
Mistake 3: Markup too low
"I'll only mark up 20% to be competitive." Can't pay bills with 20% markup after overhead.
Fix: Minimum markup: 30% on equipment, 35-40% overall job.
Mistake 4: Forgetting labor burden
Pay tech $25/hour, charge $100/hour, think "I'm making $75/hour!" Wrong. After taxes, insurance, benefits, true cost is $35/hour. Actual profit: $65/hour.
Fix: Calculate true labor cost including all burden.
Mistake 5: No complexity adjustment
Same price for easy basement furnace and nightmare attic install.
Fix: Add complexity multipliers: Easy = Standard price, Medium = +15%, Hard = +30%
Mistake 6: Competing on price
Constantly undercutting competitors to win jobs. End up busy and broke.
Fix: Compete on value, speed, service—not price.
Mistake 7: Paralysis by perfectionism
"My price book isn't perfect yet, so I won't use it."
Fix: 80% accurate price book used today > 100% perfect price book never finished.
FAQ: HVAC Price Book Templates
Do I need a price book if I only do service work?
Yes! Flat rate pricing for common repairs speeds up quotes and increases consistency. Service contractors benefit just as much from organized pricing as installation contractors.
Can I share my price book with competitors?
Never! Your markup and pricing strategy is proprietary business information. This is your competitive advantage—guard it carefully.
Should I show customers my price book?
No. Customers see the quote, not your internal pricing formulas. Your price book is a tool for creating quotes, not a customer-facing document.
How detailed should labor be?
At minimum, have rates for installation vs service work. Ideal: rates by specific task (furnace install, AC install, thermostat replacement, etc.).
Can I use someone else's price book?
As a starting point, yes. But customize for your market, costs, and overhead. Your costs ≠ their costs. What works in Texas may not work in New York.
What if my price book shows I've been losing money?
This is a common realization! Better to know now than after bankruptcy. Raise prices immediately on future jobs and learn from the experience.
Should apprentices/helpers cost less?
Yes, but not much less. A helper may cost you $20/hour but charge $75-85 (not the full $100+ you charge for a licensed tech).
How do I handle price objections?
"I understand it seems high. This price reflects quality equipment, expert installation, warranty, and my 15 years of experience. I'd rather explain price once than apologize for quality forever."
Build Your HVAC Price Book Today
A price book is the foundation of a profitable HVAC business. Without one, you're guessing on every job. With one, you're confidently pricing work that makes money.
Time investment: 10-15 hours to build
Return: $10,000-30,000/year in additional profit from consistent, accurate pricing
Download the free Excel template and spend this weekend building your price book. Future you will thank present you.
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Either path works—just commit to building and maintaining your price book. Your business's profitability depends on it.