HVAC templates for quotes, contracts and agreements
Start from real QuoteCloud templates for service levels, handover sign-off, equipment hire, repairs and contracts, or send us your own to convert.
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QuoteCloud's template library includes an HVAC Contract, an HVAC Proposal and an HVAC Maintenance Agreement, plus templates HVAC businesses adapt for commercial service levels, handover acceptance, equipment hire and repairs. During the trial QuoteCloud converts one of your existing templates for free on Essentials, Business and Enterprise.
Four sheets behind divider tabs, taking turns at the front, each an HVAC document a fictional business, Halden Climate Co., built from a QuoteCloud template: the service levels of a preventive maintenance agreement for a medical centre (Essential $260, Standard $340 and Priority $425 a month), the commissioning checks signed off at a ducted system handover, a repair quote's marked-up photo of an outdoor unit, and the cover of a commercial contract to replace three rooftop units.
Seven real templates, the less obvious first
You'll know the HVAC Proposal and HVAC Maintenance Agreement. These four are the ones HVAC businesses adapt for commercial service levels, handover, equipment hire and repairs. Each opens its live template page.
- Agreement template Service-Level Agreement Template Response times and support obligations: a starting point for commercial maintenance service levels. View template
- Sign-off template Project Customer Acceptance Form A project acceptance with eSignature: adapt it for commissioning and handover sign-off. View template
- Agreement template Equipment Rental Agreement Template Rental periods, fees, deposits and maintenance duties, for temporary cooling or heating hire. View template
- Contract template Home Repair Contract Template Scope, payments and timelines for repairs and smaller jobs at a customer's home. View template
- Contract template HVAC Contract Template Scope of work, pricing, responsibilities and service terms for heating and cooling installs. View template
- Proposal template HVAC Proposal Template Services, equipment specifications, cost estimates and payment terms for a system proposal. View template
- Agreement template HVAC Maintenance Agreement Template Plan options, seasonal tune-ups, scheduling, cancellations and checklists for service agreements. View template
What each template becomes in an HVAC business
The same templates, adapted by a fictional business, Halden Climate Co. The documents are Halden's; the starting points are real QuoteCloud templates.
Choose your service level
Your service plan
| Service | How often | Per month |
|---|---|---|
| Service, ducted system & 6 splits | Quarterly | $210.00 |
| Comms room split, monthly check | Monthly | $55.00 |
| Exhaust fans & fresh-air unit | Every 6 months | $35.00 |
| Filter replacement, consult rooms | Quarterly | $40.00 |
- Monthly
- $340.00
- Term
- 12 months · $4,080
- D
- J
- F
- M
- A
- M
- J
- J
- A
- S
- O
- N
A commercial maintenance agreement
Start from the Service-Level Agreement template and make it a medical centre's maintenance agreement: three service levels as a single-choice group, the monthly charges as repeating price items and a visit for every unit.
- Service levels the customer chooses between
- Repeating charges set out in the agreement, invoiced by you
- An expiry date, so it shows in Expiring Soon
Price tables with repeating price items: Essentials and up
Service-Level Agreement TemplateCommissioning checks Tested by Leon Tsui, licensed technician
7 pass1 recorded
| Check | Reading | Result |
|---|---|---|
| Refrigeration | ||
| Pressure test with dry nitrogen | Held 30 min, no drop | Pass |
| Evacuation | Below 500 microns | Pass |
| Refrigerant charge | Factory charge plus 3 m of extra pipe | Recorded |
| Air & controls | ||
| Supply air, cooling mode | 12.6 °C at the outlets | Pass |
| Zones 1–4 | Open and close from the controller | Pass |
| Return-air filter | Fitted and labelled | Pass |
| Electrical & drain | ||
| Circuit and isolator | Tested and labelled | Pass |
| Condensate drain | Water test, falls to the gutter | Pass |
Refrigerant work by licensed technicians under Halden's refrigerant trading authorisation (sample number). Any compliance certificate your state requires is issued by Halden and attached to this report as a PDF.
Handover accepted
Claire Hadley · Homeowner
Signed on handover · 7 Nov, 3:40 pm
Handover
- System
- Ducted 14 kW, 4 zones
- Checks
- 7 passed, 1 recorded
- Warranty
- Registered
- First service
- May 2027
Certificate of authenticity and audit trail attached
A commissioning report the homeowner signs
Start from the Project Customer Acceptance Form and add your commissioning checks as a table block. The homeowner signs at handover, and the signed copy comes with its certificate of authenticity.
- Your checklist as a table block, filled in by your technician
- Signed in person on your tablet, or online
- QuoteCloud takes no readings and issues no compliance certificates
eSignatures: every plan
Project Customer Acceptance FormWhat we found
- Fan motor seized
- Capacitor failed (inside panel)
- Oil at the service valves
Repair options
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Repair today | $741 | ||
Outdoor fan motorGeneric motor to suit your unit
|
1 ea | $420 | $420.00 |
Run capacitorReplaced with the motor
|
1 ea | $85 | $85.00 |
Licensed technicianFit, test and clean up
|
2 hr | $118 | $236.00 |
| Recommended while we're here Tick to add | |||
| 1 lot | $380 | $380.00 | |
| 1 lot | $340 | $340.00 | |
| 1 ea | $160 | $160.00 | |
- Subtotal
- $1,461.00
- Tax (10%)
- $146.10
- Total
- $1,607.10
- Plus, monthly
- $0.00/mo
- Pay to approve the repair (100%)
- $1,607.10
A repair quote sent from site
Start from the Home Repair Contract template for breakdowns: the fault marked up on a photo, the repair priced from your price book and the work you recommend as optional rows, paid in full on signing.
- Marked-up photos with the built-in image editor (Starter and up)
- Recommended work the customer ticks
- Card or PayPal payment on signing (Essentials and up)
Existing plant Surveyed 2 Oct 2026
| Tag | Unit | Age | Condition | Action |
|---|---|---|---|---|
| PAC-1 | Packaged unit, 60 kWLevels 1–2 | 19 years | Poor | Replace |
| PAC-2 | Packaged unit, 60 kWLevel 3 | 19 years | Poor | Replace |
| PAC-3 | Packaged unit, 60 kWLevels 4–5 | 17 years | Fair | Replace |
| EF-1 | Toilet exhaust fanAll levels | 8 years | Good | Service |
Condition from Halden's survey. Equipment is described by type and capacity; the final selection is confirmed in the submittal.
Proposal pricing
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Equipment | $145,800 | ||
Packaged unit, 65 kW, high efficiencyReplaces PAC-1, PAC-2 and PAC-3
|
3 ea | $48,600 | $145,800.00 |
| Installation | $85,550 | ||
Crane lifts & road closuresOne Saturday per unit
|
3 lift | $6,800 | $20,400.00 |
Mechanical installationCurbs, duct connections, condensate
|
1 lot | $38,500 | $38,500.00 |
Electrical, isolators & controlsReconnect to the existing controls
|
1 lot | $14,900 | $14,900.00 |
Decommission & refrigerant recoveryOld units removed, refrigerant recovered
|
3 ea | $1,850 | $5,550.00 |
Commissioning & air balancingWith a commissioning report
|
1 lot | $6,200 | $6,200.00 |
| Options Tick to add | |||
| 1 lot | $9,800 | $9,800.00 | |
| 3 ea | $2,400 | $7,200.00 | |
| 1 yr | $8,400 | $8,400.00 | |
- Subtotal
- $241,150.00
- Tax (10%)
- $24,115.00
- Total
- $265,265.00
- Plus, monthly
- $0.00/mo
- Deposit on acceptance (10%)
- $26,526.50
A commercial plant replacement contract
Start from the HVAC Contract template for larger jobs: the existing plant and its condition, the new equipment by capacity, crane lifts and options, with two signers at the property group.
- Existing equipment listed in a table block
- Options such as after-hours tie-ins
- A Gantt chart programme and approvals on Business
Send us your quote: we'll convert one free
Most HVAC businesses already have a Word or PDF quote they like. During the trial, QuoteCloud converts one of your existing templates for free on Essentials, Business and Enterprise.
Start with the document you send most, usually the install quote with its zones table, system options and warranty wording. More conversions are a paid add-on, per template, through professional services.
- Your branding, wording and layout, rebuilt as a live QuoteCloud template
- Price tables, zones and options in place of a static table
- Or upload a PDF as it is and add signature fields
One free conversion during the trial: Essentials, Business, Enterprise
Onboarding services
System quote
Ducted heat pump air conditioning, 4 zones
Heating and cooling for the whole house from one ducted system, with the living areas, main bedroom, kids' rooms and the upstairs retreat as four zones you control separately. Three systems to choose from, sized from Tuesday's survey.
Zones & room-by-room notes From the site survey, 14 Oct
| Zone | m² | Outlets | Sizing | Notes |
|---|---|---|---|---|
| Living & kitchenOpen-plan living, kitchen and dining | 62 | 3 | 5.8 kW | West-facing glass, afternoon sun |
| Main bedroomMain bedroom, ensuite and robe | 24 | 2 | 2.4 kW | Own night-time schedule |
| Kids' roomsBedrooms 2 and 3 | 28 | 2 | 2.6 kW | Under the roof, R4.0 batts |
| Retreat & studyUpstairs retreat and study | 30 | 2 | 3.0 kW | Used on weekdays |
| Whole home | 144 | 9 | 13.8 kW |
Sizing estimates by our designer from the survey (room sizes, glazing, insulation and orientation). Not every zone runs at full load at once, so a 14 kW system suits this home.
Warranty and terms, the same in every template
Save your scope, workmanship warranty and exclusions as blocks in the content library and add them to every template that needs them. Lock them on the Business plan so nobody edits them in a quote.
Any finished document can be saved as a template, and Template Restrictions show each team only its own templates: the service team its repair and agreement templates, the designers their install quotes.
- Content library with folders: Essentials and up
- Content locking: Business
- Template Restrictions by team, with custom roles from Essentials
Content locking: Business plan
Discount approvals & protected marginsScope, warranty & exclusions
- Two days on site; power off for about two hours on day two.
- Includes commissioning, a handover of the controller and a commissioning report.
- Excludes ceiling repairs beyond the new outlets and any switchboard upgrade.
- 5-year workmanship warranty; equipment warranty as set out by the manufacturer.
Claire HadleyCan the main bedroom run on its own at night?
Rosa, HaldenYes. Zone 2 has its own schedule on the controller and the app.
Which template for which job
A starting point for each document an HVAC business sends. There is no commissioning-report template: the acceptance form is the closest start.
System quote with options
The HVAC Proposal Template, with zones, three systems and installation extras added.
Ducted system quotesInstall contract
The HVAC Contract Template for scope, responsibilities and terms on installs and replacements.
HVAC Contract TemplateHome maintenance plan
The HVAC Maintenance Agreement Template for plan options, seasonal tune-ups and checklists.
Maintenance agreementsCommercial service levels
The Service-Level Agreement Template for response times and support obligations on commercial sites.
Service-Level Agreement TemplateCommissioning & handover
The Project Customer Acceptance Form, with your checks added as a table block and signed at handover.
Commissioning & visit reportsTemporary cooling hire
The Equipment Rental Agreement Template for hire periods, fees, deposits and who maintains the unit.
Equipment Rental Agreement TemplateBreakdowns and repairs
The Home Repair Contract Template for scope, payment and timing on repairs at a customer's home.
Repair quotes from siteSplit-system quotes
Your converted install quote, saved as a second template with room-by-room options.
Split-system quotes
Try it with your own template
Free for 14 days, no credit card required. Send us your current quote or maintenance agreement and we'll convert one for you during the trial.
From your Word quote to a working template
Five steps for an HVAC business's first template.
Pick the document
Choose the one you send most, usually the install quote, or start from one of the seven templates above.
Send it to convert
During the trial, send it to QuoteCloud to convert for free, or build it yourself in the drag-and-drop editor.
Connect the price book
Replace the static price list with price-table rows from your price book, with extras as optional rows.
Add locked blocks
Insert your warranty, exclusions and terms from the content library, locked on Business.
Assign it to teams
Save it as a template and use Template Restrictions so the right team sees it.
Every quote, agreement and report on brand.
A handful of templates done well, from the install quote to the handover report, all built from the same blocks and the same price book.
All HVAC templatesTemplate questions from HVAC businesses
Does QuoteCloud have HVAC templates?
Yes. The template library has an HVAC Contract, an HVAC Proposal and an HVAC Maintenance Agreement. HVAC businesses also adapt the Service-Level Agreement, the Project Customer Acceptance Form, the Equipment Rental Agreement and the Home Repair Contract. Every template can be edited with your branding, wording and prices.
Can QuoteCloud convert my existing HVAC quote template?
Yes. During the trial QuoteCloud converts one of your existing templates for free on the Essentials, Business and Enterprise plans. Start with the document you send most, such as your install quote. More conversions are a paid add-on, billed per template; ask us for prices.
Is there a commissioning report or repair template?
There's no commissioning-report template in the library. HVAC businesses start from the Project Customer Acceptance Form and add their checks as a table block, or build a report from their own format. For repairs, the Home Repair Contract Template is a starting point for scope, payment and timing.
Can I use my existing PDF contract as it is?
Yes. Upload the PDF, place signature, initials, text and date fields on it and send it for eSignature. To get price tables, options and payment on signing, rebuild it as a QuoteCloud template instead, or send it to us to convert during the trial.
Can each team see only its own templates?
Yes. Template Restrictions in a team's settings assign specific templates to that team, so the service team sees repair and agreement templates and the designers see install quotes. Custom user roles and unlimited teams are on Essentials and up.
Can warranty wording be locked in every template?
Yes, on the Business plan. Save the warranty, exclusions and terms as blocks in your content library, add them to each template and lock them, so they can't be edited in a quote. The content library itself is on Essentials and up.
Everything an HVAC business sends
Sales, service and the set-up that keeps every document consistent.
-
Preventive maintenance agreementsEvery unit listed, repeating charges, a visit schedule and an expiry date, with seasonal service offers sent in bulk.Explore
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Commissioning & service visit reportsCommissioning checks, maintenance visit results and refrigerant records in a report the client signs off.Explore
-
QuoteCloud implementation for HVAC businessesYour price book loaded, quote and agreement templates converted, approvals set and the team trained.Explore
- Ducted & multi-zone system quotesZones and room-by-room notes, three systems to choose from, installation extras and the deposit on signing.
- Split & multi-split system quotesOne room or the whole house: each head sized and priced, single or multi-split options, pipe runs and brackets.
- System options, running costs & rebatesGood, better and best systems side by side, with your running-cost estimates, warranties and rebate and finance information.
- Equipment price book & installation extrasSystems by capacity, labour, pipe runs, brackets, pumps and electrical in one catalogue, with your cost and margin hidden.
- Site surveys, photos & markupRoof space, outdoor unit position and switchboard photos, marked up and placed in the quote the customer reads.
- Commercial HVAC proposals: plant, VRF & fit-outsPlant replacement, VRF and tenancy fit-out proposals with staged works, a programme, approvals and two signers.
- Breakdown & repair quotes from siteThe fault, the photos and the repair options, approved and paid on the spot before the parts are fitted.
- Deposits & payment on signingA deposit to book the install, or the repair paid in full, by card or PayPal the moment the customer signs.
- Discount approvals & protected marginsWinter specials and big discounts checked by a director before the quote goes out, with costs never shown.
- Accounting & field-service integrationsWon installs to Xero or QuickBooks, and jobs to ServiceM8, simPRO and other field-service apps through Zapier.
- FAQAnswers to the questions HVAC installers, service teams and mechanical contractors ask most.
Start from a template, send today
Free for 14 days. No credit card required.