Free HVAC Price Book Template (Excel)
What's inside the free HVAC price book template
The Settings sheet holds five inputs that drive every price in the book: your standard labor rate, after-hours surcharge percentage, time-and-materials hourly rate, materials markup percentage, and target margin percentage.
The Price Book sheet holds up to 60 service lines, each with a category (Installation, Repair, Maintenance, Inspection, or Emergency), a description, material cost, and labor hours. From those four inputs plus your Settings, the sheet calculates the line's cost, and once you enter the Standard price you actually charge, it calculates the after-hours price and the time-and-materials price automatically.
Setting labor rates: standard vs after-hours
Your standard labor rate on the Settings sheet feeds directly into every line's Cost calculation (material cost plus labor hours times standard rate). The after-hours surcharge is a percentage markup applied on top of whatever Standard price you enter for a line - set it once and every after-hours quote in the book updates automatically.
This means you never re-type an after-hours number by hand: raise your standard rate or your surcharge percentage on Settings, and the whole Price Book recalculates.
Dual pricing: flat-rate vs time-and-materials
Most HVAC price book templates give you one number per line. This one calculates two pricing models side by side for the same service: the flat-rate Standard price (and its after-hours version), and a separate Time & materials price built from its own hourly rate and materials markup - so you can compare which model actually pays better on a given job before you quote it.
Because both prices calculate from the same material cost and labor hours entry, you're not maintaining two separate spreadsheets or re-entering data to compare flat-rate against hourly.
Margin dashboard: average margin by category
The summary block below the Price Book table shows average margin percentage for each of the 5 service categories, calculated with SUMIFS and COUNTIFS against your target margin input, plus a count of how many line items are currently priced below your target margin.
That means you can spot at a glance whether, say, your Emergency category is running thinner margins than Maintenance - without opening a calculator or building a pivot table.
How to use it
- Enter your standard labor rate, after-hours surcharge, T&M hourly rate, materials markup, and target margin on the Settings sheet.
- Add one row per service on the Price Book sheet: category, description, material cost, and labor hours.
- Enter the Standard price you charge for the line - after-hours price, time-and-materials price, and margin % calculate automatically.
- Check the summary for average margin by category and how many lines are priced below target margin.
Download the free Free HVAC Price Book Template (Excel)
No spam — template updates and new free templates only. Unsubscribe anytime.
Construction Pack
Once your price book is set, the Construction Pack ($49) adds WH-347 certified payroll with fringe reconciliation, WIP reporting across projects, and manpower tracking for running the job through to completion.
See the full versionFrequently asked questions
Does this include both after-hours and time-and-materials pricing for the same line item?
Yes. Enter one material cost and labor hours figure per line, and the sheet calculates the flat-rate standard price you enter, its after-hours version, and a separate time-and-materials price, all from the same line.
How does the margin dashboard calculate average margin by category?
It uses SUMIFS to total the margin percentages for each of the 5 categories and COUNTIFS to count how many lines are in that category, then divides - the same result as an average, built from formulas allowed in both Excel and Google Sheets.
Can I use this in Google Sheets?
Yes. Upload the downloaded file to Google Drive, then open it and choose File > Save as Google Sheets. All pricing and margin formulas keep working.
How many services can I list?
The Price Book sheet is built for up to 60 service lines. For a larger price book, duplicate the sheet or extend the formulas down further rows.
What's the usage license?
Personal use or use within one business. It's not meant to be resold or redistributed as a template product.