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The HVAC Rate Book Starter
You are at the condenser and the customer wants to know whether to fix it or replace it. The fastest way to sell the right job is to put repair, changeout and high-efficiency next to each other with real numbers. This is every line you need to build those three options.
Why there are no prices filled in.
We checked, and the published 2026 figures contradict each other — one national source puts a water heater replacement at $800–$1,500, another at $1,494–$3,891. Labour rates swing three-fold between a rural county and a metro. Any number printed here would be a guess wearing a suit, and you would be quoting real work against it. The blanks are deliberate: these rates should be yours.
The lines people forget to charge for
These are the ones that quietly come out of your margin:
- ▸Refrigerant by the pound, priced separately — it moves, and R-410A is not what it was
- ▸The permit and the mechanical inspection
- ▸Crane or lift hire for rooftop units
- ▸Electrical work the changeout triggers — disconnect, whip, breaker
- ▸Startup, commissioning and the first maintenance visit
All 42 lines, by section
Fill in a rate for everything you offer and cross out what you do not. Add a unit so future-you knows whether it is per job, per hour, per foot or per square.
Labour
| Line item | Unit | Your rate |
|---|---|---|
| Diagnostic / service call | ||
| Technician — per hour, standard | ||
| Technician — per hour, after hours | ||
| Technician — per hour, emergency same-day | ||
| Helper — per hour | ||
| Minimum charge (first hour) |
Equipment — changeout
| Line item | Unit | Your rate |
|---|---|---|
| Condenser — 2 ton, installed | ||
| Condenser — 3 ton, installed | ||
| Condenser — 4 ton, installed | ||
| Matching evaporator coil | ||
| Air handler | ||
| Gas furnace — 80% AFUE | ||
| Gas furnace — 95%+ AFUE | ||
| Heat pump — installed | ||
| Mini-split — single head | ||
| Mini-split — each additional head | ||
| High-efficiency uplift (16+ SEER2) |
Repairs and parts
| Line item | Unit | Your rate |
|---|---|---|
| Capacitor | ||
| Contactor | ||
| Blower motor | ||
| Condenser fan motor | ||
| Compressor — replace | ||
| Heat exchanger | ||
| TXV / metering device | ||
| Control board | ||
| Thermostat — standard / smart |
Refrigerant, line set and duct
| Line item | Unit | Your rate |
|---|---|---|
| Refrigerant — per pound (state the type) | ||
| Leak search | ||
| Evacuate and recharge | ||
| New line set — per foot | ||
| Duct — per run, replace | ||
| Duct sealing | ||
| Return air / plenum modification | ||
| Filter cabinet and media filter |
Charges and adders
| Line item | Unit | Your rate |
|---|---|---|
| Permit — cost passed through | ||
| Permit — your time and the inspection visit | ||
| Electrical disconnect, whip and breaker | ||
| Pad, brackets or roof curb | ||
| Crane / lift hire | ||
| Startup and commissioning | ||
| Haul away and dispose of old equipment | ||
| Maintenance plan — annual |
Enter it once, then stop retyping it
That is what QuoteFlow is. Put this rate book in once, then stand at the job and say what you are doing — it comes back as priced line items from these rates. Nothing is generated or guessed, and anything it does not recognise arrives flagged with no price. The customer signs on their phone before you leave.
First 10 quotes free. No credit card. $29/month flat after that.