HVAC Flat Rate Pricing Software for small shops
HVAC flat rate pricing software should start from your own numbers. Enter your labor rate and target margin, and it prices 42 common repair and maintenance tasks in good, better and best tiers.
Quote on a tablet, get the customer's signature, and turn the quote into an invoice. No signup, and your data stays on this device.
- Free to use
- No account
- Works offline
Try it: capacitor replacement
Good
$140.00
Margin 55.9%
The repair on its own
Better
$250.00
Margin 55.6%
Adds a hard start kit
Best
$435.00
Margin 58.6%
Adds a hard start kit and a surge protector
Starting defaults: 0.75 labor hours, $28 part, 50% parts markup, $45/hr labor cost. Edit all of it in the tool below.
Your price book, quotes and invoices in one place
Everything below runs in your browser and saves to this device. Nothing is uploaded, so there is no account to create.
This page is older than your saved data
Your price book was saved by a newer version of this tool. Reload the page to get the latest version. Nothing was changed.
Labor hours and part costs are starting defaults. Edit them to match your shop.
Loading the price book
Skip past the price bookQuotes
Invoices
How a flat rate price gets built
Flat rate pricing means the customer sees one price per task before work starts.
This tool builds each price in your HVAC price book from numbers you control, so you can see why a job costs what it costs.
- Step 1
Set your numbers
Labor rate, what a labor hour costs you, parts markup, target margin and trip fee.
- Step 2
Each task gets priced
Labor hours times your rate, plus marked-up parts. If that misses your margin target, the price is raised to meet it.
- Step 3
Three options per task
Better and best add parts or warranty and carry a multiplier you set.
- Step 4
Rounded the way you like
Round up to the next $5 or $10, or to .99, or pick another rule. The round-up rules never cut into your margin.
The formulaPrice = the larger of (hours × labor rate + parts × (1 + markup)) and (direct cost ÷ (1 − target margin)), times the tier multiplier, then rounded by your rounding rule. Better and best include their add-on hours and parts.
Show three options and let the customer choose
Some customers want the plain repair. Others want the add-on part and the longer warranty.
The tool turns any quote into three columns with a total for each tier. Hand over the tablet, and the customer taps a tier and signs with a finger.
The signed quote becomes an invoice in one tap.
It handles:
- Quantities, discounts and a trip or diagnostic fee
- A full-screen customer view with no internal margins on it
- Printing or saving the signed quote as a PDF
It is HVAC quote software without the dispatch and scheduling.
Labor and materials, taxed separately
Every flat rate price is split into a labor part and a materials part.
You set a labor tax rate and a material tax rate, and you can switch labor tax off. Quotes and invoices show both tax lines, so the ticket is never taxed as one lump.
| Run capacitor replacement (dual), Good | Amount |
|---|---|
| Labor | $98.00 |
| Materials | $42.00 |
| Diagnostic fee | $89.00 |
| Labor tax (off) | $0.00 |
| Material tax (7%) | $2.94 |
| Total | $231.94 |
Tax rules differ by state and city. This tool applies the rates you enter; check what applies to you with your accountant or state revenue office.
Update prices when part costs move
A flat rate price book goes stale as supplier prices rise. Raise every part cost by a percentage, or adjust labor hours, in one step.
Every price is recalculated from the new costs, so your margin holds. If a rounding or tier setting leaves a task under your target, it gets a "Below target" tag, and a filter shows only those.
Use it for:
- Raising all part costs after a supplier increase
- Adjusting hours for one category, such as heat pumps
- Finding tasks that no longer earn your margin
| Task | Old price | Updated |
|---|---|---|
| Cooling tune-upParts $10.00 to $12.00 | $140.0059.3% margin | $145.0060.7% margin |
| Run capacitor replacement (dual)Parts $28.00 to $33.60 | $140.0051.9% margin | $145.0053.6% margin |
| Condenser fan motor replacementParts $140.00 to $168.00 | $415.0043.3% margin Below target | $475.0050.4% margin |
Old price: the task's price before the update. Its margin is shown at the new part cost, so you can see what the increase does if you do not reprice. Target margin 50%.
Works with no signal
After the first visit, the page loads without a connection. Basements, attics and rural jobs are fine.
Add it to your tablet's home screen and it works as an HVAC flat rate pricing app. Your price book, quotes and invoices are stored on that device.
Download a backup file from Settings to move your data to another device or keep a copy.
Export to QuickBooks Online as CSV
Download your price book as a Products and Services CSV, and invoices as an invoice CSV laid out for QuickBooks Online's import screen.
Labor and materials go out as separate lines with a Taxable column. QuickBooks applies its own tax settings on import, so check the totals.
There is no live connection to QuickBooks. You download a file and import it.
| Item | Description | Amount | Taxable |
|---|---|---|---|
| Flat rate laborCapacitor replacement (good), labor | Capacitor replacement (good), labor | $98.00 | N |
| Flat rate materialsCapacitor replacement (good), materials | Capacitor replacement (good), materials | $42.00 | Y |
| Flat rate laborDiagnostic fee | Diagnostic fee | $89.00 | N |
What other price book tools cost
Most price book software comes bundled with dispatch, scheduling and CRM, and is priced per user. Here is what each one lists.
Scroll sideways to see every column.
| Product | Listed price | Price book | Source |
|---|---|---|---|
| This tool | Free | Generated from your labor rate and margin | This site |
| Flat Rate Plus Online | Free tier; Premium Plus $50/user/mo ($420/yr) | Pre-built books $1,800 each | flatratesoftware.com/pricing |
| FlatRateNOW | $108 / $96 / $84 per user/mo (1-3 / 4-10 / 11+ users), listed "plus GST" | Not listed | flatratenow.net/pricing |
| Housecall Pro | $65+/mo base | Price book add-on $149/mo | SubcontractorHub comparison |
| FieldEdge | About $100-125/user/mo | Not listed | SubcontractorHub comparison |
| ServiceTitan | $245-400+/tech/mo, plus $5K-50K onboarding | Not listed | SubcontractorHub comparison |
Prices as listed on vendor sites, Oct 2026. Housecall Pro, FieldEdge and ServiceTitan figures come from a SubcontractorHub comparison page (a competing vendor), Oct 2026.
FlatRateNOW lists "plus GST", so its prices may be in AUD. Check each vendor for current pricing.
Those suites do things this tool does not: dispatch, scheduling, team accounts, card payments and cloud sync. If you need those, they are the right tools.
Is the price book builder free?
Yes. It runs in your browser with no account and no trial period. There is nothing to install, though you can add it to your home screen.
Where is my price book stored?
In your browser's storage on this device. Nothing is sent to a server. Clearing your browser data deletes it, so download a backup from Settings now and then. On iPhone and iPad, add it to your home screen, because Safari can clear site data after 7 days without a visit.
Are the labor hours accurate for my area?
They are starting defaults so the HVAC price book is not empty on day one. They are not an industry standard. Edit hours and part costs to match your shop before you quote real jobs.
How is each flat rate price calculated?
Labor hours times your labor rate, plus part cost with your markup. If that falls under your target margin, the price is raised to meet it. Then the tier multiplier and your rounding rule apply.
Can I charge tax on materials but not on labor?
Yes. Labor tax and material tax have separate rates, and labor tax can be turned off. Each invoice shows the two tax lines separately.
Does it work on a tablet without internet?
Yes. After the page has loaded one time, it works offline as an HVAC flat rate pricing app on phones, tablets and laptops.
Can I bring my existing flat rate price book?
Yes. Import a CSV with SKU, name, labor hours and part cost (category is optional), or restore a backup file from this tool. Export works the same way.
Does it connect to QuickBooks?
It exports CSV files for QuickBooks Online's Products and Services import and invoice import. There is no live sync.
Price your next job before you get there
Set your numbers once and the whole book is priced. It is a free flat rate price book for HVAC shops with no signup, and your data stays on your device.