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Sample HVAC estimate

Full system replacement estimate example

A full system is a day of work and a decade of warranty. Both belong on the page.

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What the HVAC contractor typed

"replace 4 ton split system, 16 seer2 condenser, 80% gas furnace 100k btu, new coil, new pad disconnect, new flue connector, new thermostat, seal supply plenum, permit, haul off"

What the customer got
Cool Air Heating & AC
Proposal #2474 · September 13, 2026
Prepared for Sara Ellis
Scope of work
• Remove and haul off the existing furnace, coil, and condenser.
• New 4-ton, 16 SEER2 condenser with matched coil.
• New 80% gas furnace, 100,000 BTU, with new flue connector.
• New pad, disconnect, and whip. New programmable thermostat.
• Seal the supply plenum connection. Permit and inspection included.
Total
$11,400
Timeline
1 day
Payment
50% upfront, 50% on completion
Warranty: 1 year on labor, 10-year parts with registration · Deposit at signing: $5,700
Type your full name to accept this proposal. This is a legally binding electronic signature.
Full name
Accept and pay $5,700 deposit

Example figures for a typical full system replacement job. Not a quote. Every line on the estimate came from the notes above. Nothing was added.

What to spell out on a full system replacement bid

  • Every piece of equipment by capacity and efficiency.
  • Furnace efficiency, because an 80% and a 96% are different installs and different venting.
  • What is not touched: ductwork, returns, the electrical service.
  • Rebates, if you are applying for them, and whose money they are.

Many cities require a permit for equipment replacement. Offering repair and replace as two packages on one proposal lets the customer decide without a second visit.

The parts of this estimate

  • Scope of work. 5 lines, one thing each, in the order the work happens. What is not included is on the list too.
  • One price. $11,400. Not a formula, not a range. The scope explains the number.
  • Timeline. 1 day. Including dry time, cure time, or permit time, so the customer plans around it.
  • Payment terms. 50% upfront, 50% on completion. The $5,700 deposit is paid by card when they sign.
  • Warranty. 1 year on labor, 10-year parts with registration.
  • A way to accept. The customer types their name and signs with a finger on their phone. Legally binding under the E-SIGN Act, and recorded with the date, time, and the exact estimate they agreed to.

Questions HVAC techs ask about this bid

Should I quote a 96% furnace too?

As a second package on the same bid. High efficiency changes the venting, so price it fully rather than as an upcharge.

How much deposit?

Half is normal when the equipment is ordered for the job. Some contractors take a third.

Is this a real quote?

No. The numbers are example figures for a typical job so you can see how a complete estimate reads. Your price is yours.

Can my customer sign this on their phone?

Yes. An estimate sent from BidWriter Pro opens as a link. The customer reads it, types their name, signs with a finger, and pays the deposit by card. You get an alert when they open it and when they sign.

Write your own full system replacement estimate

Type the job the way you would text it. It comes out like the one above, in about five seconds. No account needed.

Only what you type goes on the estimate. Nothing gets added.
No account needed to try it.

30 days free, then $29 a month. No card to start. HVAC estimate template · BidWriter Pro for HVAC techs

More HVAC estimate examples

Guides: what to include in an estimate · how to price a job · how to follow up · how much deposit to ask for · the warranty line

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