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Free HVAC proposal generator
An HVAC proposal usually prices a whole job, not a square foot: equipment, labor, materials, permit and warranty. This page shows what to put in it and links to a free tool that builds one.
Updated October 2026. By AI Automation Education.
For HVAC we have a dedicated proposal drafter with your company brand, project photos, terms and a signature page. It is free to try (one free trial per email).
How HVAC work is usually priced
Most HVAC jobs are priced per job or per system, not per square foot. A common structure is equipment cost plus labor plus materials plus permit, with your margin built into each line. Offering two or three equipment tiers on one page often makes the decision easier for the customer.
What a good HVAC proposal includes
- Equipment make, model and size (tons) so the customer can compare quotes line by line
- Efficiency rating of the equipment
- Labor, materials, permit and disposal of the old unit, shown separately or clearly included
- Good, better, best options when the customer can choose between equipment levels
- Warranty terms: parts and labor, and who honors them
- Payment schedule and the date the proposal expires
Sample HVAC proposal
| Item | Qty | Rate | Price |
|---|---|---|---|
| Condenser and air handler, matched system | 1 | $5,200.00 | $5,200.00 |
| Line set, pad and electrical disconnect | 1 | $650.00 | $650.00 |
| Labor, 2 technicians, 1 day | 1 | $1,400.00 | $1,400.00 |
| Permit and inspection | 1 | $225.00 | $225.00 |
| Total | $7,475.00 | ||
Add tax, a deposit and your terms, then print or save as a PDF. A proposal like this takes a few minutes once your rates are set.
Frequently asked questions
What should an HVAC proposal include?
Equipment brand, model and size, the work you will do, materials, permit, labor, total price, warranty terms, payment schedule and an expiry date. Listing equipment details lets the customer compare your quote against others fairly.
Should I price HVAC jobs per square foot?
Usually not. Equipment sizing depends on a load calculation and the home, not just floor area. Most contractors price per system or per job. Square-foot pricing shows up more in duct work or insulation add-ons.
Can I offer good, better, best options in one proposal?
Yes, and many contractors do. List each option with its equipment, efficiency and price, and let the customer pick. Keep the scope of each option clear so there are no surprises later.
Is the HVAC proposal generator really free?
You can try it free, one free trial per email, with no payment needed. The generic contractor proposal generator on this site is free to use and stores nothing.
How long should an HVAC proposal stay valid?
Thirty days is common. Equipment and material prices change, so state an expiry date on the proposal.
Want it built around your company?
The free tools are the simple version. We also build custom proposal tools with your logo, your rates, saved customers and a signature page. You own it and run it on your own account, with no per-seat fees.