Free template · Excel
Free Mechanical estimate template
A ready-to-use mechanical estimate in Excel, with mechanical line items filled in and automatic totals for good, better and best options. No email needed.
[Your company name]
[Address] · [Phone] · [License #]
estimate
| Description | Qty | Unit | Rate | Amount |
|---|---|---|---|---|
| RTU replacement, 10-ton, crane lift included | 1 | job | $28,500.00 | $28,500.00 |
| Controls retrofit | 1 | job | $4,200.00 | $4,200.00 |
| Annual PM agreement | 1 | yr | $6,800.00 | $6,800.00 |
Total (all options shown): $39,500.00
Example line items and prices are placeholders. Replace them with your own.
What every mechanical estimate needs
- Your business name, contact details and license number
- Estimate number, date and how long the price is valid
- Clear options (good, better, best) with what each includes
- Warranty terms and any permit or inspection fees
- Deposit required, if any
- A place for the customer to approve and sign
Pricing mechanical work
- Price PM agreements bottom-up per unit: tasks × minutes per task, plus drive and setup time per site, at your loaded hourly cost, plus materials (filters, belts), then divide by (1 − target margin).
- Use a task list such as ASHRAE/ACCA Standard 180 as a scope reference, so customers see what's included at each frequency.
- Build an escalation clause or annual review into multi-year agreements so labor and material increases don't erode margin.
- Quote replacements with every cost line visible to you: equipment, crane and rigging, curb adapters, controls, electrical, permits, crew hours and contingency.
Common mechanical jobs to add as line items
Free download
Flat-Rate Price Book Builder
Work out your true hourly cost, set your billable rate, and price every task with good, better and best options.
Get it free- Overhead and labor cost calculator
- Billable hour and target margin model
- Task pricing sheet with materials markup
- Good / better / best option builder
- Member discount column
Frequently asked questions
Download the free Excel template, add your logo and business details, then replace the example mechanical line items with your own services and prices. Quantities × rates and the totals calculate automatically.
Ready to run a tighter shop?
Try the TradesWork AI plan free for 14 days. Bring your customers and price book, or start fresh with a price book made for your trade.
- No credit card
- No contract
- Cancel any time
