InvoiceCraftHVAC Proposal Template
A HVAC proposal is a priced scope of work with a signature line. Start from this template, or let the AI draft one from a plain-English description of the job, mark the add-ons optional, and send a link the customer accepts on their phone. The invoice, and the deposit invoice if you set one, are created the moment they accept.
What belongs in a HVAC proposal
An HVAC proposal is a comparison document as much as a price. Homeowners are choosing between efficiency tiers, so lead with the equipment (make, model, tonnage, SEER2, AFUE), then the install labor, then the parts that make it work: line set, pad, disconnect, thermostat, permit. Put the higher-tier system and the extended warranty in as optional items so the customer upgrades themselves. Refrigerant pricing, permit fees, and the manufacturer registration deadline belong in the terms.
Sample line items
Realistic 2026 US pricing for a typical job. Every number is editable; optional items are the ones the customer decides on.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| 3-ton 16 SEER2 heat pump system, matched air handler, installed | 1 | $8,900.00 | $8,900.00 |
| Remove and dispose of existing condenser and furnace | 1 | $350.00 | $350.00 |
| New line set, pad, whip, disconnect, and drain | 1 | $620.00 | $620.00 |
| Mechanical permit and inspection | 1 | $180.00 | $180.00 |
| Smart thermostat, installed and configured optional | 1 | $340.00 | $340.00 |
| 10-year parts and labor extended warranty optional | 1 | $950.00 | $950.00 |
Required items: $10,050.00. Optional items if all are chosen: $1,290.00. Rate ranges for this trade are in what to charge for HVAC work.
Terms that belong in a HVAC proposal
Promise extended coverage on the bid: a longer warranty on labor is often what wins HVAC work against a cheaper number, and it costs nothing on the day you offer it. Set the terms on the proposal and they print with the scope the customer accepts, carry through to the invoice, and start counting down when that invoice is paid. From there warranty tracking keeps the coverage dates, an estimate of the labor and parts you could still owe, and any callback filed against the job.
Need something lighter? Use the HVAC estimate template for a quick number, or the HVAC invoice template when the work is done.
Jobs change once the work starts. When HVAC work grows or shrinks after the customer has signed, send a change order: they approve the added or credited work and the new total on their phone, and the unpaid balance invoice updates itself.
How the proposal gets accepted
Send the link. The customer sees the scope, ticks the optional items they want and watches the total update, types their name, agrees to the terms, and accepts. The acceptance is recorded with the timestamp, IP address, browser, and a hash of the content. The invoice is generated from exactly what they selected, with the deposit invoiced first when you set one.
Frequently asked questions
Should an HVAC proposal show two system options?
Show the recommended system as the base and the upgrade as an optional item with its price difference. Customers accept faster when the choice is a checkbox instead of a second document, and you still capture the upsell.
What deposit is normal for an HVAC install?
Thirty to fifty percent, enough to cover the equipment order. Say explicitly that the deposit places the equipment order and that lead times depend on distributor stock.
Can customers accept this proposal online?
Yes. Send the link, and the customer ticks the optional items they want, types their name, and accepts on any device. The acceptance is recorded with the time, IP address, and a hash of the content, and a signed PDF is produced. See how e-signature works on InvoiceCraft.
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