Putting together a clean, professional HVAC proposal can be the difference between landing the job or watching it slip away. Whether you're installing a rooftop unit for a commercial building or quoting seasonal maintenance, a strong proposal makes your crew look sharp and keeps the job moving forward. That’s where the right HVAC proposal template steps in—something that gets the essential details in front of the client without wasting your time. If you're working in the HVAC industry, using the right tools to craft accurate, clear proposals fast is crucial. And if you're looking to understand every piece that goes into writing one, this HVAC proposal guide lays it all out—from key sections to writing tips. We’re here to cover everything about HVAC proposal templates, including:
The following sections briefly explain each category of the provided HVAC proposal templates. These categories are designed to cover a wide range of HVAC project types, ensuring you can quickly find a suitable starting point for your specific client needs.
If you're tired of building every proposal from scratch or constantly tweaking outdated forms, this guide gives you a full rundown of your options. Whether you're looking for a fast plug-and-play HVAC proposal example or want a complete system that integrates with your field service tools, you’ll find solutions that match your needs and budget. Next, we’ll walk through HVAC software systems that come pre-loaded with proposal templates. These aren’t just downloadable forms—they’re part of full-service platforms that help you manage jobs from first contact to final invoice.
Some HVAC software platforms don’t just handle dispatching and invoicing—they also come packed with built-in proposal templates. These tools let you create and send proposals while tying everything into your service workflow. If you're managing a growing crew or juggling multiple jobs, these platforms keep things moving without needing extra docs or disconnected systems. For a bigger picture of how these platforms fit into daily operations, check out this overview of field service management solutions.
BuildOps
BuildOps makes it easy to build proposals directly from the field and connect them to every other part of your job—from scheduling and estimates to dispatch and close-out. Techs can create professional proposals that auto-fill key project details, and office staff can track and approve everything in real time. Once signed, a proposal instantly turns into a scheduled job. It’s built to handle the complexity of commercial HVAC work.
Explore how BuildOps HVAC field service management software helps you run your whole business, smarter and more efficiently—not just write cleaner proposals.
FieldEdge
FieldEdge includes Proposal Pro, a tool that turns a work order into a formatted proposal. It copies over customer info automatically and allows you to build service packages with pricing tiers, like “basic” or “premium.” This flexibility helps close deals faster while keeping your offers clean and clear. However, Proposal Pro requires you to manually build each template within its system, which can slow you down if you're short on time or support.
ServiceTitan
ServiceTitan helps HVAC shops create polished proposals directly from job data in the platform. You can include optional upgrades, attach photos, and calculate pricing—all in one tool. Proposals are client-friendly and mobile-ready, which helps sales techs close deals on the spot. That said, ServiceTitan’s full feature set can be expensive and may be overkill for smaller shops or teams focused purely on service work.
Housecall Pro
Housecall Pro offers a built-in sales proposal tool aimed at HVAC contractors selling installs and replacements. It guides customers through choices like good-better-best packages, and lets you collect signatures directly in the app. Everything is streamlined to help techs quote and close during the first visit. However, the sales-focused structure may not be the best fit if you’re mainly dealing with service work or preventive maintenance.
Stay ahead of on-site risks by giving your techs the tools to work smart and safe. An HVAC safety checklist from BuildOps helps field service crews cover key safety steps before, during, and after every job. It’s a practical way to keep standards high and liability low—right from the field.
Sometimes you just need a ready-to-go form without jumping through hoops. These free HVAC proposal templates can be downloaded, edited, and sent out in minutes—no subscriptions, no commitments. If you’re looking for a quick way to quote jobs or show a HVAC proposal example to a client, these options cover the basics.
Proposify
Proposify offers a clean and client-friendly HVAC proposal template that’s built to help you present your company like a pro. It includes sections for project details, pricing, and scope of work—plus space for your brand and digital signatures. This one’s ideal if you need to send proposals fast and want them to look polished. Keep in mind, customizing more advanced sections or saving proposal versions requires a Proposify account.
PandaDoc
PandaDoc gives you a flexible HVAC proposal template that includes everything from intro statements to itemized pricing and service descriptions. It’s set up for digital approval with drag-and-drop fields and e-signature functionality. The format is well-suited for longer proposals and upselling services. However, you'll need to create a free account before editing or sending the document.
Workyard
Workyard has a selection of free HVAC proposal templates you can download as Word or Excel files. These are geared toward small contractors and field teams, with fields for project breakdowns, materials, and labor. Great if you need something you can edit offline and hand-deliver to a client. Just note that the designs are very basic compared to web-based templates.
Revv
Revv delivers a more business-style HVAC proposal example with structured sections for customer details, objectives, pricing, and services. It's built for clarity and is easy to customize through Revv’s online platform. The document is professional-looking but leans more toward B2B service language, which may not suit smaller residential jobs.
Sometimes the fastest way to get a proposal out the door is with a file you can open, edit, and hand off. These HVAC proposal templates come in formats like Word, Excel, and PDF—easy to modify, easy to share. If you're quoting basic service, preventive maintenance, or small install jobs, these examples get the job done with minimal friction.
Template.net
Template.net offers a library of downloadable HVAC proposal templates in Word, Excel, and Google Docs. These templates include space for project scopes, pricing breakdowns, and client details. You can plug in your company branding and print or email directly. However, full access often requires a paid plan, and the design flexibility can be limited on free versions.
Etsy
Etsy has independent sellers offering simple, downloadable HVAC proposal examples. These often come as Word or Excel files and include spaces for labor, materials, customer notes, and terms. Most are pre-formatted with clean layouts and can be reused as many times as needed. The downside: quality varies and you’ll pay a small one-time fee for each file.
HubSpot
HubSpot provides a free HVAC proposal template designed to help with larger, structured jobs. It walks you through writing an intro, listing deliverables, and laying out pricing. You’ll also get prompts to clarify terms and add payment milestones. Just note: downloading requires submitting business contact info.
Microsoft Office Templates
Microsoft Office’s template library features basic HVAC proposal templates that include spreadsheet-style forms for job costing, labor tracking, and scope outlines. These templates are quick to fill in and can be saved as PDFs or printed. But the simplicity can be limiting—don’t expect advanced visuals or branding elements without a lot of customization.
If you're managing a steady pipeline of jobs and need flexibility, online template libraries can help. These platforms host downloadable and editable HVAC proposal templates for installs, repairs, and service agreements. They’re a great option when you want variety without reinventing the wheel for each quote.
Template.net
Template.net features a wide selection of ready-made HVAC proposal examples in multiple formats like Word, Excel, and Google Docs. These templates cover everything from install bids to maintenance contracts, all structured with editable sections for client details, pricing, and project terms. It’s one of the most extensive libraries online. Just note—many higher-quality templates are locked behind a paid membership.
Simply Docs
Simply Docs offers legally focused business templates, including detailed HVAC proposal templates designed to meet compliance needs. These documents are built with formal sections that help you define terms, scope, and pricing clearly. It’s especially useful for contractors working under strict client agreements. However, the templates are tailored for the UK market, so U.S.-based contractors may need to tweak formatting and legal language.
HubSpot
HubSpot includes a variety of business documents, including some tailored to HVAC contractors. Their HVAC proposal templates focus on presentation and usability, featuring easy-to-follow formatting for service listings, timelines, and pricing. These are helpful if you're sending proposals to clients who expect a polished, digital-first experience. The downside: you’ll need to submit your contact info before accessing the downloads.
Jotform
Jotform offers a sleek online HVAC proposal template that’s perfect for digital workflows. You can customize it through their drag-and-drop editor, include your logo, service list, and pricing, then export it as a PDF or send it straight to clients online. It’s an easy way to keep everything paperless. However, Jotform’s proposal builder doesn’t offer deep job costing or project management features.
Some platforms go beyond templates—they help you build, send, and track proposals all in one place. These tools are ideal if your team works digitally and wants clients to review and approve proposals without printing or scanning. Each one gives you a clean, professional HVAC proposal template while streamlining signatures and approvals.
PandaDoc
PandaDoc offers a web-based HVAC proposal example that’s built for digital workflows. You can create proposals with your branding, attach optional services, and add e-signature fields with a few clicks. The editor includes smart blocks that auto-populate content and pricing. While it’s feature-rich, you’ll need an account to use or export anything—and some functions are locked behind paid plans.
Better Proposals
Better Proposals provides a sleek HVAC proposal template that helps you walk customers through what the job includes, why your company’s qualified, and how pricing breaks down. Proposals include clickable sections, testimonials, and e-signature capability. It's designed to impress, especially in sales-focused scenarios. However, all template editing and usage happens inside a subscription-based system.
Proposify
Proposify delivers a digital proposal builder that helps HVAC companies present quotes with a clear, modern layout. Each HVAC proposal template comes with structured content blocks for service info, pricing options, and a digital sign-off. Proposals can be saved, tracked, and sent in just a few clicks. Just be aware that while the base features are accessible with signup, you’ll need a Pro plan for most automation and analytics features.
Templates are a great starting point. Whether you're quoting a quick service call or mapping out a full system replacement, a solid HVAC proposal template helps get the numbers on the page and your offer in front of the customer fast. But when jobs get bigger, timelines tighter, and teams busier, relying solely on static forms can start to slow things down.
That’s where software steps in. While templates offer structure, HVAC software gives you control—linking your proposals to scheduling, dispatch, service history, and client approvals in real time. Especially for commercial contractors juggling multiple projects and crews, having everything connected through one platform turns a proposal into just one piece of a job that practically runs itself.
Curious to see what that looks like in action? You can take a closer look at how BuildOps supports commercial HVAC contractors—not just with proposals, but with every step that follows. Schedule a free demo when it makes sense for you. No pitch, no pressure—just a chance to see how it could fit into the way you already work.
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