When to Use an HVAC Estimate vs. a Quote
An HVAC estimate gives the customer an approximate cost range before you've fully diagnosed the problem or completed a load calculation. It's the right tool when a homeowner calls about a unit that won't cool and you need to schedule a diagnostic visit, or when a property manager wants a rough idea of what replacing rooftop units on a commercial building might cost.
Unlike a binding quote, an estimate communicates that the final price may vary once you've inspected the equipment, measured the space, or discovered hidden issues like corroded ductwork or an undersized electrical panel.
What to Include in an HVAC Estimate
- Scope of work description — what you expect the job to involve based on the information available
- Cost ranges — low and high estimates for equipment, labor, and materials
- Assumptions — what conditions the estimate is based on (e.g., "assumes existing ductwork is in usable condition")
- Exclusions — what's explicitly not included, such as electrical upgrades, drywall repair, or asbestos abatement
- Diagnostic fee — the cost of the on-site inspection that will convert the estimate into a firm quote
- Timeline estimate — expected project duration and scheduling availability
Best Practices for HVAC Estimates
Be clear that the estimate is not a binding price. Use language like "estimated range" and "subject to on-site inspection" to set expectations. A customer who receives a $3,000 estimate and then gets a $5,000 quote will be upset — but one who receives a $3,000-$5,500 range estimate and then gets a $4,200 quote will feel good about it.
Include photos or notes from any preliminary assessment. If the customer sent you pictures of their unit or described symptoms over the phone, reference these in the estimate to show you were listening. This personal touch differentiates you from competitors who fire off generic numbers.
Always follow up. An estimate is the beginning of a conversation, not the end. Schedule a reminder to contact the customer within 48 hours to answer questions and book the diagnostic visit.
Create Your HVAC Estimate Today
Use BillThemToday's estimate generator to produce professional HVAC estimates quickly. Present cost ranges, list your assumptions, and give homeowners the information they need to move forward — all in a branded, downloadable PDF.