HVAC and mechanical services schedule of rates template

An air conditioning or mechanical services job buys from an HVAC wholesaler: indoor and outdoor units each, by model and capacity, pair coil by the roll or the metre, refrigerant by the kilo, duct by the metre or the roll, and grilles and diffusers each. A schedule of rates records the price and the unit for the ones you use, so each invoice line has something to be checked against.

Download (.xlsx)or as CSV

Free, with no account and no email. Item names and units are filled in; the rates are left blank for you and your supplier.

costcode-schedule-of-rates-hvac.xlsxRates left blank

The template's first 6 rows. Rate ex GST and GST free are blank for you and your supplier to fill in, and so is the product code column after them.
Row	Item description	Unit	Rate ex GST	GST free (Y/N)
2	Split system reverse cycle 2.5 kW, wall hung	EA	blank	blank
3	Split system reverse cycle 7.1 kW, wall hung	EA	blank	blank
4	Ducted reverse cycle system 14 kW, indoor and outdoor units	EA	blank	blank
5	VRF outdoor unit 28 kW	EA	blank	blank
6	VRF indoor unit, ceiling cassette 5.6 kW	EA	blank	blank
7	Insulated copper pair coil 1/4 x 1/2 in, 20 m roll	roll	blank	blank

Item and unit filled in. Rate, GST free and product code left blank.Rate, GST free and product code left blank.16 more rows, below

What's in it

22 rows, priced in six units

Each (EA): Split system reverse cycle 2.5 kW, wall hung
Split system reverse cycle 7.1 kW, wall hung
Ducted reverse cycle system 14 kW, indoor and outdoor units
VRF outdoor unit 28 kW
VRF indoor unit, ceiling cassette 5.6 kW
Ceiling diffuser 600 x 600, square, 4-way
Return air grille 600 x 600, eggcrate
Linear slot diffuser, 2 slot, 1200 mm
Motorised zone damper 200 mm
Condensate pump, mini
Outdoor unit wall bracket
Weatherproof isolator 20 A, 2 pole
Per roll: Insulated copper pair coil 1/4 x 1/2 in, 20 m roll
Insulated flexible duct 150 mm, R1.0, 6 m roll
Insulated flexible duct 200 mm, R1.0, 6 m roll
Aluminium foil tape 48 mm, 50 m roll
Per metre (m): Insulated copper pair coil 3/8 x 5/8 in, cut to length
Spiral duct 300 mm, galvanised
Per length: ACR copper tube 7/8 in, hard drawn
Per kilogram (kg): Refrigerant R32
Refrigerant R410A
Per hour: Crane truck with operator, rooftop lift

Common items for the trade, not a recommendation. The rates are yours and your supplier's to agree.

Keep the unit the supplier bills in: CostCode checks the unit on each invoice line against the one agreed. A line billed in a unit that measures something else (per each where you agreed per metre, per tonne where you agreed per cubic metre) is held; one it can't compare, such as per day against per week, is left for a person to confirm, never converted.

Delete the rows you don't buy and add your own under them. Keep the first row as it is: it's how CostCode's importer knows which column is which, so there's nothing to match up by hand when you load it.

Charges hvac and mechanical suppliers add on top

Delivery
Small-order fee
Card surcharge

These aren't rows in the file. Agree them with the rates and record each as a charge agreement on the supplier in CostCode, where charge lines are checked against them. Why charges are kept apart

Where these invoices usually go wrong

Units billed above your agreed priceChecked
The project's quote not appliedChecked
Pair coil billed per metre when you agreed per rollChecked
Refrigerant billed per cylinder against a price per kiloChecked
Brackets or fittings by the pack against a price eachAsks you first
Freight, small-order fees and card surchargesChecked
A price up on what you've paid beforeChecked, for you only
Units billed against what was delivered or installedNot checked

What CostCode does about each, with a worked example: Invoice checking for HVAC and mechanical services contractors

Filling it in and loading it

One row per model and capacity, with the wholesaler's model code. A 2.5 kW and a 7.1 kW split from the same range are two prices, and an invoice line carrying a model code is matched to its row by the code, whatever the wording.

Pair coil is sold by the roll or cut to length by the metre, and the two rates are far apart. Keep a row for each way you buy it: a line billed per metre against a price per roll is held as billed in a different unit, not converted.

The refrigerant rows are per kilo. If your supplier bills by the cylinder, change the unit to EA and put the cylinder's fill weight in the description: a price per kilo and a price per cylinder can't be checked against each other, so keep the unit you're billed in.

Equipment for one project is often quoted as a package. Load that quote against the job it's for: CostCode's importer takes a supplier's quote and the job it applies to, and checks that job's invoices against it until the quote's date.

Fill in the items, send the file to the supplier to put in or confirm the rates, and load it into CostCode with the date it applies from.

How to use a template, step by step What each column is for

Got a supplier invoice handy? Check it now.

About ten seconds. No account. We don't keep the file.

Check my invoice

Or start free: 20 invoices a month, no card