12,800+ estimates calculated this month
Last updated: 2026-05-31
Quick Answer: How Do You Write an HVAC Estimate?
A solid HVAC estimate lists each piece of equipment, the ductwork by the linear foot, and the labor hours to set it, then adds 15 to 25% for overhead and profit. A full furnace-and-AC changeout runs $7,000 to $14,000 installed, with a two-person crew billing 12 to 20 hours at $75 to $150 per hour. Size the system with a Manual J load calc first, price the equipment, add the line set, thermostat, and permit, then spell out your exclusions. Use the builder above to itemize it all and print or save a branded PDF for the homeowner.
HVAC Estimate Guide
Equipment pricing, labor rates, ductwork costs, and sizing rules for HVAC estimates.
How to Estimate an HVAC Job
HVAC estimates are built around the equipment, the ductwork, and the labor to set it. Price each piece of equipment with its material cost and install hours, then add duct runs by the linear foot.
- Gas furnace (install): $1,800–$4,500 installed (80% vs 96% AFUE)
- AC condenser + coil: $3,500–$7,500 installed (2–5 ton)
- Heat pump system: $5,000–$12,000 installed
- Ductless mini-split (per head): $3,000–$5,000 installed
- Full furnace + AC changeout: $7,000–$14,000 installed
Size equipment with a Manual J load calc, not a rule of thumb. Oversizing short-cycles the system and kills efficiency.
Key Takeaways
- Furnace install: $1,800–$4,500
- AC condenser + coil: $3,500–$7,500
- Full furnace + AC changeout: $7,000–$14,000
HVAC Labor Rates in 2026
HVAC technicians bill $75–$150 per hour in 2026, with install crews and service calls priced differently.
- Apprentice/helper: $45–$70/hr
- Journeyman tech: $75–$110/hr
- Master/EPA-certified lead: $100–$150/hr
- Service/diagnostic call fee: $90–$200 just to show up
- Emergency/after-hours: $150–$300/hr (1.5–2× standard)
A standard furnace-and-AC changeout runs 12–20 labor hours for a two-person crew. Add hours for tight attics, crawlspaces, or new line-set routing.
Key Takeaways
- Journeyman HVAC tech: $75–$110/hr
- Changeout labor: 12–20 hours, two-person crew
- Emergency rates: $150–$300/hr
Common HVAC Estimate Line Items
Break an HVAC bid into four buckets: equipment, ductwork, accessories, and permits/startup.
- Equipment: furnace, condenser, coil, air handler, or mini-split heads
- Ductwork: $25–$55 per linear foot installed (flex vs sheet metal)
- Line set + refrigerant: $300–$1,200 per run depending on length
- Thermostat: $150–$450 (programmable to smart)
- Permits + startup: $100–$500 permit, plus commissioning/charge check
Always list what is not included: electrical panel upgrades, gas line resizing, drywall patching, and asbestos abatement on old duct tape and insulation.
Key Takeaways
- Ductwork: $25–$55 per linear foot installed
- Line set: $300–$1,200 per run
- Permits required for most HVAC equipment swaps
How to Size HVAC Equipment
Heating and cooling are sized in BTUs and tons. One ton of cooling equals 12,000 BTU. Most homes need 20–30 BTU per square foot, but a Manual J load calc is the only accurate way to size.
- 1.5 ton (18,000 BTU): ~600–900 sq ft
- 2 ton (24,000 BTU): ~900–1,200 sq ft
- 3 ton (36,000 BTU): ~1,500–1,800 sq ft
- 4 ton (48,000 BTU): ~1,900–2,400 sq ft
- 5 ton (60,000 BTU): ~2,400–3,000 sq ft
These square-foot ranges are planning estimates only. Insulation, ceiling height, window area, and climate zone all shift the real load.
Key Takeaways
- 1 ton = 12,000 BTU
- Most homes: 20–30 BTU per sq ft
- Always confirm with a Manual J load calc
How to Use This Calculator
Enter Your Company Info
Fill in your HVAC company name, address, phone, email, and license number so the estimate is branded to your business.
Add Equipment and Labor
Select equipment from the dropdown (furnace, condenser, heat pump, mini-split, etc.), enter quantity, material cost per unit, install hours, and your hourly labor rate.
Add Ductwork Runs
Enter each duct run with linear footage and cost per foot. Include supply trunks, return drops, flex runs, and sheet metal.
Preview and Print
Click Preview to see a professionally formatted HVAC estimate. Use the Print button to save as PDF or print a hard copy to hand the homeowner.
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Frequently Asked Questions
How do you estimate an HVAC job?
Start by sizing the system with a Manual J load calculation, then list every piece of equipment (furnace, condenser, coil, air handler, or mini-split heads). For each, add the material cost and install hours. Add ductwork by the linear foot, then accessories like the line set, thermostat, and condensate pump. Multiply labor hours by your rate, total the materials, and add a 15–25% markup for overhead and profit. Need to size the unit first? Use the BTU Calculator to ballpark the load before you price equipment.
What is a typical HVAC labor rate?
HVAC technicians charge $75 to $150 per hour in 2026 depending on location and certification. Helpers run $45–$70/hr, journeymen $75–$110/hr, and EPA-certified leads $100–$150/hr. A standard furnace-and-AC changeout takes a two-person crew 12 to 20 hours. Your rate should reflect your full labor burden including wages, insurance, truck, and benefits.
What should an HVAC estimate include?
A complete HVAC estimate should include: company and license info, client and project details, an itemized equipment list with material and labor, ductwork footage, accessories (line set, thermostat, pad, disconnect), permits, payment terms, a timeline, and clear exclusions. The more detail you show, the fewer change-order fights you have later.
How much does it cost to replace a furnace and AC?
A full furnace and AC changeout typically runs $7,000 to $14,000 installed, depending on tonnage, efficiency rating, and how much ductwork or line set needs replacing. A furnace alone runs $1,800–$4,500, and an AC condenser with a new coil runs $3,500–$7,500. High-efficiency variable-speed equipment sits at the top of these ranges.
How do contractors price ductwork in an estimate?
Ductwork is priced per linear foot installed, usually $25 to $55 per foot. Flexible duct is cheaper to run than fabricated sheet metal, and tight attics or crawlspaces push the rate higher. List each trunk and branch as its own line so the homeowner sees exactly what they are paying for. You can build that line-item list right in the HVAC estimate template above.
Should I include permit costs in my HVAC estimate?
Yes. HVAC permits typically cost $100 to $500 and most jurisdictions require one for any equipment swap. Either show the permit as a line item or note it as an exclusion, but make it clear who pulls and pays for it. Skipping the permit can void the manufacturer warranty and create problems at resale.
Related Tools & Templates
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