One of the biggest takeaways from our HVAC bidding guide is how much a polished proposal can set you apart—especially in the commercial world. You’re often bidding against multiple contractors, and having a clean, professional-looking template helps your numbers and scope stand out without wasting time formatting from scratch. Drop in your job details, adjust the scope, and you’re good to go.
There are plenty of places online offering templates tailored for the HVAC industry, especially for commercial. In this article, we break down the most useful options by category:
Each section covers a different type of resource. Whether you’re looking for fully integrated software or just a plug-and-play doc, here’s a quick breakdown of what to expect:
Let’s start with commercial HVAC platforms that come with bidding capabilities baked in.
This isn’t just about templates. These are full commercial field service management platforms that include bidding tools as part of a larger system. So while you’re building and submitting proposals, you’re also tracking jobs, managing crews, and keeping everything in sync—from the office to the field.
BuildOps
BuildOps gives commercial HVAC teams a faster way to create bids that actually close. Whether you’re quoting a retrofit, a tenant improvement job, or a multi-phase install, your team can build proposals directly from the field—or from the office—with shared access to real-time data.
As soon as a client signs off, that bid becomes a scheduled job. No re-entry. No delays. Just a straight path from approved to booked.
Template Format: Software
Template Components: Estimate, Service Contract, Install Scope, Project Tracker, Timeline
Cost to Access: Annual, per-user subscription
Most Useful For: Commercial HVAC contractors
Template Features: Pre-loaded materials and labor pricing, custom branding, media attachments
Template Integrates With: QuickBooks, NetSuite, Sage Intacct, Viewpoint Vista, Viewpoint Spectrum
Explore the BuildOps platform to see how it handles quoting, scheduling, dispatching, and reporting—all in one place.
Want the full breakdown? Visit BuildOps or read our commercial HVAC bid template guide for more on how it fits into your workflow.
FieldEdge
FieldEdge offers a feature called Proposal Pro, which helps HVAC contractors turn work orders into polished proposals. It automatically pulls customer and job info from the system into a pre-set layout, speeding up how fast you can deliver a bid—especially useful for high-volume commercial teams juggling multiple requests.
It also supports optional pricing packages, so clients can choose between service levels like “basic,” “preferred,” or “premium.” Just note—you’ll need to build out the actual templates yourself within the Proposal Pro builder.
Template Format: Software
Template Components: Custom proposals using Proposal Pro
Cost to Access: Custom pricing (available upon request)
Most Useful For: Commercial and general contractors
Template Features: Multiple service package options, digital signature support
Template Integrates With: QuickBooks
Check out how FieldEdge and Proposal Pro’s integration helps automate quote creation and reduce proposal turnaround time.
PlanSwift
PlanSwift is a digital takeoff and estimating tool built for contractors handling large-scale installs or complex commercial HVAC jobs. It lets you upload blueprints, mark up ductwork, piping, and equipment zones directly on-screen, and calculate labor and material costs in real time. Ideal for GCs or subcontractors who need precise takeoff data tied directly to their bid totals.
Template Format(s): Software-based with integrated estimating tools
Template Components: On-screen takeoff, Cost Estimator, Exportable Proposal
Cost to Access: Paid license with optional add-ons
Most Useful For: Commercial HVAC contractors quoting from blueprints
Template Features: Real-time quantity takeoff, customizable assemblies, export-ready bids
See how PlanSwift’s HVAC estimating software helps HVAC pros estimate faster and with pinpoint accuracy.
Jobber
Jobber is another field service platform with a growing library of HVAC templates. While it leans more residential, Jobber does offer flexible options that some smaller commercial outfits may still find useful—especially for service contracts or basic install bids.
You can either edit documents directly within the Jobber platform or download simple PDFs for free. More advanced tools and customization are available if you create an account.
Template Formats: PDF, Online Editor, Software
Template Components: Estimate, Service Agreement
Cost to Access: Free downloads; editing requires free signup
Most Useful For: Smaller commercial and light commercial teams
Template Features: Auto-calculations, simple layout, downloadable formats
Template Integrates With: QuickBooks, CompanyCam, Wisetack, ResponsiBid
Take a look at Jobber’s free proposal template to see if any of their templates align with your commercial quoting needs.
Running a commercial shop and tired of juggling disconnected tools? Check out the BuildOps commercial HVAC platform—one system built to handle quoting, scheduling, dispatching, and reporting all in one place.
For commercial contractors who don’t need a full software suite, these downloadable templates can do the trick. They’re ideal when you’re quoting a job for a new build, tenant retrofit, or multi-unit facility maintenance—especially when you need something fast, formatted, and professional. Most are free to use after a quick download or contact form.
Commercial HVAC Bid Proposal Template | HubSpot
HubSpot’s commercial bid template walks you through each section of a formal bid—from company overview and scope to pricing, deliverables, and payment terms. It’s structured for commercial work, where clarity and breakdowns matter.
Template Format(s): Word, PDF
Template Components: Estimate, Scope of Work, Payment Terms, Timeline
Cost to Access: Free (requires contact form submission)
Most Useful For: Commercial HVAC proposals
Template Features: Section-based layout; editable branding and colors
Commercial HVAC Bid Template | Housecall Pro
This commercial HVAC bid template from Housecall Pro is made for contractors working on office buildings, retail locations, and other commercial spaces. It includes fields for job scope, timelines, materials, and labor breakdowns—plus space for branding and client approval.
Template Format(s): Google Sheets, Excel
Template Components: Bid Estimate, Job Details, Approval Section
Cost to Access: Free
Most Useful For: Mid- to large-scale commercial jobs
Template Features: Customizable line items, clean formatting, signature section
Sample HVAC Service Agreement | Template.net
Template.net’s commercial HVAC bid template includes itemized labor, material terms, and long-term maintenance schedules. It’s great for contractors managing ongoing service contracts for office buildings, industrial facilities, or multi-site operations.
Template Format(s): Word, Google Docs, Apple Pages
Template Components: Estimate, Maintenance Scope, Legal Terms
Cost to Access: Free (requires account signup)
Most Useful For: Commercial maintenance agreements
Template Features: Downloadable in multiple formats; editable language and scope
When you're bidding on larger commercial projects—think high-rise systems, multi-unit buildings, or long-term maintenance contracts—using customizable spreadsheets or document templates gives you full control over layout, cost tracking, and presentation. These options are built with commercial use in mind and help you build proposals that are both detailed and professional.
Commercial HVAC Proposal Form | Simply Docs
Simply Docs offers a robust catalog of commercial-grade templates, including proposal forms built for HVAC service providers. These documents are structured with compliance in mind and include standard legal language, scope of work sections, pricing breakdowns, and approval pages—ideal for formal bidding processes.
Template Format(s): Word
Template Components: Scope, Pricing Table, Compliance Clauses, Signature Page
Cost to Access: Paid annual license
Most Useful For: Commercial bids requiring formal contracts or legal review
Template Features: Legal-ready formatting; editable fields; commercial focus
HVAC Quoting Template | Smart Service
Smart Service provides downloadable Excel-based quoting templates as part of their field service resources. While the broader software supports full quoting and dispatch, this free spreadsheet is formatted for HVAC contractors handling commercial jobs, with fields for parts, labor, job phases, and notes.
Template Format(s): Excel
Template Components: Itemized Bid, Labor Hours, Parts Cost, Job Notes
Cost to Access: Free
Most Useful For: Mid-size commercial installs or maintenance bids
Template Features: Editable fields, auto-calculations, simple formatting
When you’re bidding on bigger jobs—multi-site installs, facility-wide retrofits, or long-term maintenance agreements—sometimes you need a library of options to pull from. These sites host collections of professionally designed HVAC templates that support commercial work. Many offer editable formats and subscription-based access to a full catalog of business documents.
PandaDoc
PandaDoc specializes in digital business documents and offers HVAC-specific proposal templates that work well for commercial bids. Their commercial HVAC templates include structured pages for project scope, timelines, maintenance plans, and digital signature capture—perfect for GCs, property managers, or corporate clients.
Template Format(s): Web-based, PDF
Template Components: Cover Page, Scope of Work, Pricing Table, Maintenance Schedule
Cost to Access: Free account signup
Most Useful For: Formal commercial HVAC proposals
Template Features: Digital signature support, AI-assisted writing, reusable templates
Simply Docs
Simply Docs is geared toward legal and commercial business documents. Their HVAC proposal templates are part of a broader library focused on B2B services. You’ll find editable Word documents that follow a more formal structure—ideal for proposals that require legal review or corporate signoff.
Template Format(s): Word
Template Components: Proposal, Terms & Conditions, Legal Clauses
Cost to Access: Paid annual subscription
Most Useful For: Commercial HVAC bids requiring formal documentation
Template Features: Legally structured; commercial-grade formatting
Better Proposals
Better Proposals offers a sleek, modern interface for building and sending proposals online. Their HVAC template supports optional service add-ons, visual formatting, and full client interaction. It’s especially useful for commercial bids where client buy-in and flexibility are part of the process.
Template Format(s): Web-based, PDF
Template Components: Overview, Scope, Options Menu, Terms, Digital Signature
Cost to Access: Subscription (monthly/annual)
Most Useful For: Commercial jobs with selectable service tiers or phased work
Template Features: Custom branding, interactive pricing, approval tracking
When you're sending bids to commercial clients, it’s not just about the numbers—it’s about making the process frictionless. These platforms help you create, deliver, and lock in proposals faster, with built-in digital signatures and real-time updates. Ideal for HVAC contractors dealing with corporate approvals, facility managers, or general contractors on large-scale jobs.
Proposify
Proposify helps commercial contractors create polished proposals with built-in approval workflows. It's ideal for larger HVAC teams bidding on complex jobs. You can add detailed scopes, fee breakdowns, project schedules, and even include past work or case studies.
Template Format(s): Web-based
Template Components: Cover Page, Scope, Project Timeline, Digital Signature
Cost to Access: Subscription required
Most Useful For: Commercial HVAC teams working on large proposals
Features: Approval routing, analytics, branded templates, client tracking
DocuSign
DocuSign is one of the most widely trusted platforms for handling digital agreements—and it now includes customizable templates for proposals and contracts. While not HVAC-specific, you can easily build out commercial HVAC proposals with sections for terms, project scopes, and client approvals.
Template Format(s): Web-based
Template Components: Custom Templates, Legal Terms, Digital Signature, Date/Time Stamp
Cost to Access: Paid plans with business-tier functionality
Most Useful For: Contractors bidding through corporate or government procurement
Features: Legally binding signatures, audit trails, compliance-ready formats
QuoteWerks
QuoteWerks is a powerful quoting platform often used in construction and commercial trades. It lets you pull in pricing from your database or vendor catalogs, auto-calculate totals, and send proposals with built-in e-signature support. A strong option for commercial HVAC contractors quoting high-value or repeat work.
Template Format(s): Desktop/Web hybrid
Template Components: Product List, Pricing Table, Terms, Signature Section
Cost to Access: One-time license + optional add-ons
Most Useful For: Detailed commercial HVAC quotes with part-level accuracy
Features: Integrated pricing tools, document history, digital sign-off
Templates are a great place to start—but if you’re bidding on serious commercial work, you’ll eventually need something stronger. BuildOps is made specifically for commercial contractors. From quoting to scheduling to client handoffs, everything’s connected. You get features like non-exact search for complex asset data, full job timelines, real-time dispatch, and AI tools that help your techs document work in the field without slowing down.
Need to find more commercial bid opportunities? Check out our guide to the best HVAC bidding websites—it’s built to help you win more of the work you actually want. Schedule a demo and take a look inside at how BuildOps fits your team. No pressure—just a walkthrough of how we help commercial HVAC shops run tighter, more profitable operations.
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