HVAC Job Costing Calculator
Know your real cost per job before you quote. Built for HVAC contractors who are done guessing.
👷 Labor
How many people on this HVAC job
Typical: 25-35%. Covers FICA, workers comp, unemployment insurance, PTO.
🔧 Materials
Total cost of parts, supplies, and materials for this HVAC job.
Markup covers your time sourcing, picking up, and storing materials. Typical: 10-25%.
🏢 Overhead
Your monthly fixed costs spread across this HVAC job.
Rent, insurance, marketing, phone, software, vehicle payments, tools. Anything you pay whether or not you're on a job.
🚛 Travel & Setup
Time before and after the actual HVAC work. Most contractors forget this.
Applied at your average hourly pay rate. Includes all workers.
💰 Desired Profit Margin
The percentage of the final price you keep as profit.
What to Charge
$0
Total job price
Adjust the inputs on the left to see your numbers update in real time.
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How to Cost HVAC Jobs
Most HVAC contractors price jobs off gut feel or competitor rates. That works until it doesn't. One bad month of underpriced installs can wipe out a quarter of profit.
This calculator forces you to account for everything: labor burden (not just hourly pay), material costs with markup, travel time, and overhead. Plug in your real numbers and see what the job actually costs before you hand over a quote.
If the margin looks thin, you'll know before the crew rolls out. Not after.
Typical HVAC Costs
A residential HVAC install typically runs $1,200 to $3,500 in hard costs depending on equipment. That includes two technicians for 4 to 8 hours, $500 to $2,000 in materials, and overhead for the truck, tools, and insurance. Service calls are lighter: one tech, 1 to 3 hours, $50 to $200 in parts.
Target Margins for HVAC
Healthy HVAC companies operate at 30% to 40% net margins on installs and 45% to 55% on service and repair. If you are under 25% on installs, your pricing is off or your labor costs are too high. Top shops hit 38% to 42% consistently by tracking every job, not just the big ones.
Tips for HVAC Job Costing
- Include drive time in your labor calculation. A 30 minute drive each way at $30/hr across two techs is $60 you never billed for.
- Track actual vs. estimated hours for 20 jobs. Most HVAC contractors underestimate install time by 15% to 20%.
- Your burden rate (workers comp, payroll taxes, benefits) adds 20% to 30% on top of hourly pay. If you are not including it, you are losing money on every job.
- Charge material markup. 15% to 25% is standard in HVAC. You sourced it, stored it, and brought it to the job site.
Frequently Asked Questions
How much should HVAC contractors charge per hour?
Most HVAC contractors charge $95 to $175 per hour for service calls, depending on the region and type of work. To calculate your rate, take your fully burdened labor cost (typically $35 to $50/hr including workers comp, payroll taxes, and benefits) and multiply by 2.5x to 3.5x. This multiplier covers overhead, profit margin, and unbillable hours like drive time and estimates.
What is a good profit margin for HVAC companies?
Successful HVAC companies target 35% to 40% net margin on installs and 45% to 55% on service and repair calls. If you are consistently under 25% on installs, your pricing or labor costs need adjustment. Top performers hit 38% to 42% by tracking every job individually, not averaging across the month.
How do you calculate labor cost for HVAC jobs?
Multiply the hourly pay rate by hours worked, then add your labor burden rate (workers comp, payroll taxes, benefits). Burden typically adds 20% to 30% on top of base pay. For a tech making $30/hr with 25% burden, the real cost is $37.50/hr. Multiply by crew size and total hours including travel and setup time.
What is labor burden for HVAC contractors?
Labor burden is the cost of employing a technician beyond their base hourly wage. It includes workers compensation insurance, payroll taxes (FICA, FUTA, SUTA), health insurance, and paid time off. For HVAC companies, burden typically adds 20% to 30% on top of base pay, meaning a $30/hr tech actually costs $36 to $39/hr before any overhead.
How do you calculate overhead for an HVAC business?
Add up all fixed monthly costs: rent, insurance, vehicle payments, fuel, tools, office expenses, marketing, and unbillable employee time. Most HVAC companies have $8,000 to $20,000/month in overhead. Divide by your monthly job count to get overhead per job. A company running 60 jobs per month with $15,000 in overhead has $250 per job in overhead costs.
Knowing Your Numbers Is Step One
This calculator shows you one piece. The Growth Report shows you the full picture: where you're leaking revenue, what to fix first, and how contractors like you are growing past the ceiling.