HVAC
HVAC Service Call Pricing Calculator
Price a service call so the diagnostic time, the travel and the van are all recovered before any repair is sold.
Result
A planning estimate, not a quote. Access, the age of the equipment, what is found once it is opened up and local labour rates all move the real figure, sometimes a long way.
Get a Free Business AuditWhat moves the number
- Travel to the call, which is paid whether or not work is approved.
- Diagnostic time, which is skilled work regardless of outcome.
- Whether the fee is credited against an approved repair.
Where this one goes wrong
Setting a call-out fee low to win the booking and absorbing the diagnosis. The visit costs the same whether the customer approves work or not, and a fee that does not cover the trip loses money on every declined job.
Questions
About this calculator
Should the diagnostic fee be credited to the repair?
It is a common and effective approach, because it removes the customer's objection while keeping the fee on declined work. What matters is that the fee exists and is stated up front.
What should the fee actually cover?
Travel, the technician's time to diagnose, and a share of the vehicle and overhead. If it only covers the drive, every diagnosis is being given away.
Should after hours be priced differently?
Yes, and clearly. Overtime labour, a disrupted evening and limited parts availability all cost more, and customers calling at midnight generally expect it.
The formula
total = hours x people x rate + parts + call-out, then sales tax
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How to use this calculator
- Hours on site (h). Enter your own figure; the page starts at 1.5 h.
- People needed. Enter your own figure; the page starts at 1.
- Labour rate charged ($). Enter your own figure; the page starts at $145.
- Parts and materials ($). Enter your own figure; the page starts at $60.
- Call-out or diagnostic fee ($). Enter your own figure; the page starts at $89.
- Sales tax (%). Leave at zero if you are quoting before tax.
The result updates as you type, so you can try a figure, see what it does to estimated total, and change it back. Nothing you enter is sent anywhere or saved.
A worked example
These are the figures the calculator opens with. Every number in the results column below is produced by the same calculation the page runs, so you can follow it through before putting your own figures in.
What goes in
| Input | Value |
|---|---|
| Hours on site | 1.5 h |
| People needed | 1 |
| Labour rate charged | $145 |
| Parts and materials | $60 |
| Call-out or diagnostic fee | $89 |
| Sales tax | 0% |
What comes out
| Result | Value |
|---|---|
| Estimated total main result | $366.50 |
| Labour | $217.50 |
| Before tax | $366.50 |
| Sales tax | $0 |
About $366.50: $217.50 of labour, $60 of parts and a $89 call-out.
How sensitive the answer is
Holding everything else steady and changing only labour rate charged, this is what happens to estimated total. It is worth knowing which of your inputs the answer actually hinges on, and which barely move it.
| Labour rate charged ($) | Estimated total |
|---|---|
| $73 | $258.50 |
| $109 | $312.50 |
| $145 example above | $366.50 |
| $218 | $476 |
| $290 | $584 |
Every other input is held at the example value while this one changes, which is not how a real job behaves. Treat it as a guide to which number matters most, not as five separate quotes.
What each figure means
- Hours on site (h)
- Measured in h, between 0 and 400, starting at 1.5 h.
- People needed
- A number, between 0 and 40, starting at 1.
- Labour rate charged ($)
- A money amount, starting at $145.
- Parts and materials ($)
- A money amount, starting at $60.
- Call-out or diagnostic fee ($)
- A money amount, starting at $89.
- Sales tax (%)
- Leave at zero if you are quoting before tax.
What the results tell you
| Result | What it is |
|---|---|
| Estimated total | The headline result. A money figure. |
| Labour | A money figure. |
| Before tax | A money figure. |
| Sales tax | A money figure. |
Before you rely on this number
Sizing, capacity and load figures here are planning estimates. A real installation depends on the manufacturer's data for the specific equipment, the duct system it is going into, and a proper load calculation for the building. Use this to sanity-check a number or price a job, not to select equipment.
Estimating is the easy part
The jobs you never hear about cost more than the ones you mis-measure. BDEVY builds the marketing, systems and automation that bring them in.