HVAC pricing sheet: a one-page price list your techs can quote from
A pricing sheet is the front page of your price book. It holds the jobs that come up every week, with one fixed price on each, so a tech at the door or a dispatcher on the phone can answer “how much is that?” without opening anything else. Below is a sample sheet built from our free 61-task HVAC price book, and the steps to turn the same file into a sheet with your own numbers on it.
A sample HVAC pricing sheet
These 16 rows are copied straight from the free template. Every price was built the same way: $45/hr loaded labor, 25% overhead, and a 60% target gross margin.
Task
What’s included
Flat price
Diagnostic service call
Full system diagnostic, written findings, repair options
$140.63
After-hours diagnostic
Evening/weekend emergency diagnostic
$175.78
Seasonal tune-up (cooling)
21-point cooling inspection and cleaning
$200.78
Seasonal tune-up (heating)
21-point heating inspection, combustion check
$200.78
Replace dual run capacitor
Dual run capacitor, OEM-equivalent, tested under load
$174.22
Replace contactor (1.5–5 ton)
OEM-equivalent contactor, connections torqued and tested
$211.72
Replace condenser fan motor
PSC condenser fan motor with new capacitor
$761.72
Replace PSC blower motor
Direct-drive blower motor with capacitor
$859.38
Clear condensate drain line
Vacuum, flush, and treat drain line
$165.63
Install float safety switch
SS1/SS2-style float switch wired to shutdown
$209.38
Replace hot surface ignitor
OEM-equivalent HSI, amp draw verified
$240.63
Replace flame sensor
Flame sensor replaced and microamps verified
$161.72
Chemical clean condenser coil
Full condenser coil chemical wash
$232.03
Install standard digital thermostat
Non-connected digital stat, supplied
$281.25
Install surge protector (condenser)
HVAC-rated surge protection device
$371.09
Replace UV lamp (annual)
UV bulb replacement
$251.56
These are the template’s starting prices. They are not a market rate for your area and they are not your costs. A shop with a higher loaded labor rate should be quoting higher numbers on every row, so re-price the sheet before anyone quotes from it.
Sample prices and the $45/hr, 25% and 60% assumptions behind them were last reviewed in October 2026.
What goes on the sheet, and what stays off
The copy a tech carries needs three columns and nothing else:
The task, named the way your techs say it on a call.
What’s included, in one line. This is what stops the “does that cover the capacitor too?” argument after the work is done.
The flat price. One number, no ranges.
Leave off the cost, the margin, and your hourly rate. The office copy is different: it keeps the cost column, because a price with no cost under it can’t be checked. In one real 86-service Housecall Pro book we audited, 83 services had no cost recorded at all, so nobody could say which of those prices made money (the full audit).
Pricing sheet or price book?
You need both, and they come from one file. The price book is every job you sell, with costs, loaded into your field service software. The pricing sheet is the 15 to 25 rows of that book your crew quotes from memory by the second month. Build the book first and cut the sheet out of it. If you write the sheet on its own, the two drift apart and the tech ends up quoting one price while the invoice shows another. The HVAC flat rate pricing book page covers the full book and its categories.
How to build your own HVAC pricing sheet
Download the free price book. All 61 tasks arrive with a description, a price, and a cost. It opens in Excel or Google Sheets.
Pick the jobs you quote most. Pull the last 90 days of invoices and count. Keep what shows up every week. A job you quote twice a year belongs in the book, not on the sheet.
Re-price on your numbers. Work out your loaded labor rate with the HVAC labor rate calculator, fix the part costs from your supply-house invoices, then run the file through the free Margin Leak Finder to re-price every row at your target margin in one pass.
Cut it to one page. Three columns, grouped the way a call runs: diagnostic first, maintenance, then repairs. Hide the cost column on the copy that leaves the office.
Date it. Put the effective date in the footer and pull the old copies out of the trucks the day a new one goes out.
If you’re still deciding what a service call or a tune-up should cost in the first place, the HVAC service pricing guide works through those prices line by line.
Three ways a pricing sheet loses money
The prices were borrowed.A sheet copied from another shop, or from this page, is priced on someone else’s wages and overhead. It only works if your costs happen to match theirs.
It went stale. The sheet was right the day it was printed. Then part costs went up at the supply house and the sheet stayed in the truck.
It disagrees with the software. The tech quotes the sheet, the office invoices from the price book, and the two numbers differ. Change prices in the book, then reissue the sheet from it. Never the other way round.
Frequently asked questions
What is an HVAC pricing sheet?
An HVAC pricing sheet is a one-page list of the jobs a shop quotes most often, each with a fixed price. It is the short version of the price book: the diagnostic fee, the tune-ups, and the common repairs a tech or dispatcher needs to answer in a few seconds, without scrolling through every task the company sells.
What should an HVAC pricing sheet include?
Three things per row: the task name, a short line on what is included, and the flat price. Add an effective date at the bottom so nobody quotes from last year's copy. The office version carries one more column, the cost, so you can see the margin on each line. That column stays off the copy techs carry.
Is there a free HVAC pricing sheet template?
Yes. The free 61-task HVAC price book on this page is the source file for the sample sheet above. Download it, keep the rows you quote every week, re-price them on your labor rate, and you have a pricing sheet. It is a CSV, so there is nothing to install.
Can I make an HVAC pricing sheet in Excel or Google Sheets?
Yes. The template is a CSV, which opens in either one as a normal spreadsheet. Delete the rows you do not need, hide the Cost column, set the page to fit one sheet wide, and print or save it as a PDF. Keep an untouched copy of the CSV if you also plan to import the full book into Housecall Pro, because the importer only reads CSV. The HVAC price book template page covers the Excel traps that break an import.
Should customers see the pricing sheet?
They can see the prices, and it usually helps. A printed price next to a task name reads as company policy, where a number said out loud in a driveway reads as a guess. What customers should not see is the cost column or your margin target, so keep a customer-safe copy with those removed.
How often should an HVAC pricing sheet be updated?
Review it every quarter and reissue it whenever a cost underneath it moves. Refrigerant, motors, and capacitors change price at the supply house more often than most shops reprice. Rebuild the labor rate once a year, or sooner if wages or insurance change.
Want the whole book priced for you?
A pricing sheet is only as good as the price book under it. The Margin-Right Rebuild is a $249 one-time service: send your Housecall Pro price book export and we rebuild every price at your target margin, then hand back a file verified to import clean.