HVAC material list template: an install takeoff, a site equipment list and a drawing-set equipment schedule in one free workbook (Google Sheets, Excel, PDF and Word)

Published September 24, 2026 · Line-set, vent, electrical and condensate items checked against the Trane 4TTR6 and Goodman GCSS96 install manuals, Carrier 48FC and 24ACC6 product data, a 2023 NEC dwelling-HVAC inspection checklist, IRC M1411 and three public mechanical drawing sets in September 2026

• Free. No signup and no email asked; the links below go straight to the files.
• Deepsel is our product. It tracks maintenance agreements, and an agreement is written against the equipment list on tab 3, so the last section says how the two connect.
• The sizes in the worked example come from the manuals named in the byline. The unit in front of you, its nameplate and your inspector override every one of them.

An HVAC material list is the line-by-line takeoff of everything an install crew has to load for one job: the equipment, the line set, the vent pipe, the disconnect and breaker, the drain parts, the pad, the thermostat wire and the consumables, each with a quantity and a size. This one is a five-tab workbook. The takeoff is tab 1 with a filled-in 3-ton changeout, and the two documents people search for under the same name, the equipment list of what is installed at a site and the equipment schedule on a set of drawings, are tabs 3 and 4.

Get the workbook two ways: make your own copy in Google Sheets (one click, opens in your Drive) or download the Excel version (.xlsx). You can look at it first without copying anything. The printable field sheets, a job pick list for the truck and a one-unit nameplate sheet, are a separate file: PDF, Word (.docx), or a Google Docs copy if you want your logo on it (read it first). Every free sheet in the set is listed on the checklists page.

No form, no follow-up email. I built it because the equipment schedule template that ranks first for that search puts its download behind a demo-booking form that wants your phone number and headcount,⁵⁶ the equipment list that ranks first promises efficiency rating, manufacture date and warranty fields in the article and then hands you a sheet without them,⁵⁵ and the only real install takeoff on page 1 is a checklist of item names with no quantity column.⁵⁷ None of the pages I could read on page 1 uses the words line set. That is the item that sends a helper back to the supply house at 10 a.m.

Which of the three documents do you need?

Three different people write these at three different points in the life of a system, they get searched for under one name. Here's the split, and the tab each one lives on.

A maintenance schedule is none of these. It is the calendar of which site gets which visit in which month, and about half the results for "equipment schedule template" are that document. If that is what you came for, the free preventive maintenance schedule template is the one. The vendor page that ranks first for the phrase defines an equipment schedule as "a list describing the equipment required for a particular job,"⁵⁶ which is the drawing-set meaning, and then sells you a maintenance calendar. Tab 4 here is the drawing-set version, with columns taken from three public sets.

What goes on an HVAC material list?

Tab 1 is a 3-ton air conditioner and a 96 percent, 80,000 Btu gas furnace replacing an old pair, with a 35-foot line run and the condenser moved to a new pad. Every row has the same 14 columns.

Equipment

Condenser, matched coil, furnace or air handler, thermostat. Write the AHRI reference next to the coil so the office can pull the certificate for the rebate and the permit. Add the filter rack if the furnace needs one as an accessory (Goodman's 96 percent furnaces list an EFR02 external filter rack in the spec sheet).⁵

Line set and refrigerant

This one is where people slip, because the internet rule of thumb (3/4 vapor up to 3 tons, 7/8 above) is a brand-specific table someone wrote down once. Trane's 4TTR6 installer's guide calls for 3/8 liquid with 3/4 vapor on the 018 through 030 sizes, 7/8 vapor on 036 through 049, and 1-1/8 on the 060.¹ So a 3-ton Trane gets a 7/8. A 2004 Goodman condensing unit manual, for runs of 0 to 24 feet, uses 3/4 up to 3.5 tons and 7/8 at 4 and 5 tons, and says the larger size is "required for full ratings" on longer runs.² Two brands, two answers at 3 tons. The Size basis column exists so the row says "4TTR6 guide Table 5.1" and the helper stops guessing.

The factory charge number matters because the 35-foot run in the example is 20 feet past what the unit ships with. Carrier's product data for the 24ACC6 gives 0.60 ounces per foot of 3/8 liquid line and says the units "are factory charged for 15 ft" of it,³ so the list has a 12-ounce trim charge row, which is the number the tech charges to on the invoice. Check the same table for the brand you are installing, the per-foot figure changes with the liquid line size.

Venting and gas (furnace jobs)

Condensing furnaces vent in PVC, and the diameter is a table lookup, not a habit. Goodman's install manual for its 96 percent furnaces gives 2-inch maximums from 145 feet down to 45 feet with one elbow depending on the input rating, and 3-inch maximums of 217 to 238 feet; each added elbow takes roughly 5 feet off a 2-inch run and 7 feet off a 3-inch run, the minimum is 5 feet plus one elbow, and "2 1/2 or 3 diameter pipe can be used in place of 2."⁴ So the row reads "2-inch PVC, 30 ft, 4 elbows, allowed length checked against the 80 MBH column," and the concentric termination kit is a CVENT-2 or CVENT-3 depending on that answer.⁵

Gas side: the installer supplies the ground-joint union, the drip leg and the manual shutoff valve,⁴ the furnace connection is 1/2-inch FPT on the GMVC96.⁵ And the furnace condensate trap has to be primed before startup,⁴ which is a row on the list only so that it becomes a line on the startup sheet.

Electrical

Two nameplate numbers size the whole outdoor circuit. MCA (minimum circuit ampacity) sizes the wire, MOP or MOCP (maximum overcurrent protection) caps the breaker. The NEC does not define MCA as a term, the number comes from the rules in 440.35, and conductors can be sized at 100 percent of it.⁷ An IAEI worked example: MCA 24 and a 40-amp maximum, so number 12 copper conductors on a 40-amp breaker are acceptable.⁸ The list carries both nameplate numbers and lets the electrician confirm the wire, because 440.6(A) says the nameplate governs and the inspector reads the nameplate.⁶

The St. Paul inspection checklist I used for the code references is written for a 2023 NEC jurisdiction and lists the 210.8(F) GFCI exception for outdoor HVAC outlets as running until September 1, 2026,⁶ which has now passed. Your inspector's version of that date is the one that counts, so the electrical rows on the list carry the section number and the note "confirm with AHJ" rather than a hard answer.

Condensate

IRC M1411 wants the drain sloped at least 1/8 inch per foot, the auxiliary drain at least 3/4 inch (the IMC puts the same 3/4-inch floor on the drain itself),¹² and a water-level detection device "conforming to UL 508" where a float switch stands in for the secondary pan.¹¹ The rows: 20 feet of 3/4-inch PVC with the fittings for a trap, a float switch on the primary pan's auxiliary outlet (RectorSeal's SS2 ships with the 3/4-inch adapter),¹³ a secondary pan under an attic coil, and a condensate pump with its own safety switch when there is no gravity drain (the Little Giant VCMA-20ULS is the 80 GPH one with the switch built in).¹⁴ Put the pump on the list even when you think there is a drain, the one time there is not, it is the last thing anyone remembers to buy.

Duct, pad and consumables

Flex duct straps 1-1/2 inches wide at no more than 4 feet apart, with sag held under 1/2 inch per foot,¹⁵ UL 181B-FX tape and UL 181B-M mastic for the joints,¹⁶ and a pad "at least 1 inch larger than the unit on all sides,"¹ which for a 3-ton condenser is the 36 x 36 x 3 plastic pad on the DiversiTech list.¹⁷ The consumables group is the truck stock the job eats: brazing rod, flux, screws, hanger strap, foil tape, sealant, zip ties. I list them with a quantity anyway, the Qty used column is what tells you when truck stock is quietly subsidizing jobs. The standing truck stock list, with a quantity for each item, is on the HVAC technician tool list page.

The rooftop version (tab 2)

Tab 2 is a 7.5-ton gas/electric packaged unit going onto an existing curb. The equipment row is shorter, the rest of the list is different enough to need its own tab.

The curb is the row that gets people. A contractor on HVAC-Talk replacing a rooftop unit found the new one "also would need an adaptor," and could not stack a third curb, so he needed the original opening dimensions and the distributor could not supply them; the answer in the thread was to drill the old curb, measure it, and have the distributor send the drawings to the adapter maker.³⁰ That measurement is a row on tab 2 with a Status of its own, because the adapter has a lead time and the crane does not wait.

How crews use the list once it exists

The list is the handoff between sales and install. Contracting Business describes the sequence: the install supervisor "checks the job and creates the material and equipment lists from the salesperson's scope of work," shops without much stock hand installers purchase orders "filled out and ready for them to use when they pick up required materials from a local vendor," and the standard material kit grows over time "to avoid unnecessary trips to the supply house."²² The Status column is that process in one cell: quoted when the estimator prices it, ordered when the PO goes out, staged when it is in one pile at the shop, loaded when it is on the truck.

The one-pile part is the whole point. When someone on r/HVAC asked how to keep installers happy, the top answer was to "make a FULL material list and have it ready at the shop for the day of the install," and the warning that followed: "If you don't have all this stuff ready for pickup IN ONE LOCATION, prepare to have the first half of the day fucked away picking up parts." The same comment says to "physically check how many stat wires there are" before the day,²⁴ which is why the example has a Notes cell reading exactly that. A plumber in another thread runs the same system in a spreadsheet: "I have a google spreadsheet with all that stuff in it and I add quantities. Then delete out the items I don't use. Then email that list to the supply house to pick and pick up."²⁵ That is tab 1 with the Group filter on.

The failures people post about are the rows people leave off. "The boss forgot to order a condenser pad… And the boss forgot my roll of sheet metal in the shop!"²⁷ "Part house gave me the wrong lineset… drove 2 hours and installed it didn't noticed the issue till i was at lunch reading the manual."²⁸ "Too many supply house runs while on a job to get one item or replace one."²⁶ And the estimating side: a job that went sideways because it was "under bid, with an incomplete and probably incorrect material list."²⁹ Unit cost and Ext. cost are on the tab for that last one. ServiceTitan's help docs say materials get attached to services "for accurate job cost reporting" and never show on the customer's estimate,²³ so the cost columns here are internal too. Qty used against Qty on the list, after the job, is your real material cost per ton, and a month of those is a better markup number than the one you inherited.

What goes on an HVAC equipment list?

Tab 3 is the other document: what is installed at a site, one row per unit, written from the nameplates. This is the list a maintenance agreement is priced against and the one the office opens when the customer calls and says "the upstairs one." The field service platforms all store some version of it, so I took the columns from what they store and added what techs write on the unit itself.

Filter and belt size are on the list for the same reason a maintenance checklist records them: so the next visit arrives with the right box. Another tech, told to spend an hour per unit on maintenance, listed what fills the hour, starting with "record model, serial, filter size."³⁷ UpKeep and Limble hold model, serial, category and location with custom fields for the rest,^{34, 35} Jobber stores custom fields at the property rather than a repeatable equipment record, according to a third-party review of equipment tracking tools,³⁶ which is one reason a lot of Jobber shops keep this tab as a spreadsheet.

The refrigerant column is worth filling for new equipment too. New residential and light-commercial systems are under a 700 GWP limit with a manufacture-or-import compliance date of January 1, 2025, and VRF systems follow on January 1, 2027,⁴¹ so a site with a 2025 install has R-454B or R-32 on the roof next to R-410A units, and the tech's recovery cylinder and leak detector need to know which is which before the panel comes off.

Reading the manufacture date off the serial

What is on a mechanical equipment schedule?

Tab 4 is the table from the M-sheets. On a drawing set it is the engineer's specification of each unit, and on a bid it is where the contractor's material list starts, so the tab has the columns from three public sets: a Connecticut school's December 2023 M601 sheet,⁴⁷ a 2019 mechanical replacement set from San Luis Obispo,⁴⁸ and a 2025 Florida restaurant M-1 sheet.⁴⁹ Carrier's guide specification files this table under CSI section 23 06 80.13, schedules for decentralized HVAC equipment, rooftop unit schedule.⁵⁰

Two columns from bigger owners are worth carrying even on a small job. Fairfax County's design guidelines require schedules to show "capacities required by load calculations and capacities of proposed equipment,"⁵¹ so tab 4 has a Required column next to Scheduled, which is where an oversized changeout shows up on paper. And the VA's Division 23 equipment schedule workbook, 90-odd schedules from split systems to chillers, ends each one with closeout columns: manufacturer, model, serial, submittal number, commissioning and test-and-balance references.⁵⁴ Those are on tab 4 too. Fill them at closeout and tab 4 becomes tab 3, which is the point of having them in one file.

The efficiency column needs a metric label because the ratings changed in 2023. AHRI's briefing on the DOE test procedure change from Appendix M to Appendix M1 says "SEER, EER, and HSPF ratings will become SEER2, EER2, and HSPF2 in 2023," and gives the example of a split heat pump at 15 SEER and 8.8 HSPF under M testing at 14.3 SEER2 and 7.5 HSPF2 under M1.⁵² Commercial units at 65,000 Btuh and up are rated in IEER, and the 2023 minimum for 65 to 135 MBH air-cooled units with electric or no heat moved from 12.9 to 14.8 IEER.⁵³ The three drawing sets show the changeover happening: "SEER [IEER]" in 2019, "IEER or SEER" in 2023, a SEER2 column in 2025. The tab's efficiency cells say which one they hold.

One line on the Florida set belongs at the top of any material list built from a schedule: "CONTRACTOR SHALL VERIFY EXACT ELECTRICAL CONNECTIONS, WIRE SIZES, BREAKERS, DISCONNECT ETC. PRIOR TO ORDERING AND BID."⁴⁹ The schedule's MCA and MOCP are the basis of design. The submitted unit's nameplate is what the electrician wires to, and the two can differ.

One job, all three tabs

The order of operations on a small commercial job goes like this. The engineer's schedule (tab 4) says RTU-2, 7.5 ton, 3,000 CFM, 208/3, MCA 32, MOCP 45, 18-inch curb. The estimator copies that row into the header of tab 2, picks the unit, and fills the takeoff: curb adapter or new curb from the old opening dimensions, crane by operating weight, conductors and breaker from the submitted unit's nameplate rather than the schedule, drain and trap, hood, smoke detector because the return is over 2,000 CFM. Install day, the crew works the Status column down to installed and fills Qty used. At startup the tech copies the nameplate into tab 3 with the serial, the manufacture date, the filter sizes and the warranty registration date, and that row is the one the maintenance agreement is written against for the next ten years.

The other free sheets in the set pick up from there: the commercial HVAC maintenance checklist is what the tech works through on RTU-2 each quarter, the equipment maintenance log keeps the per-visit history for each row on tab 3, the HVAC inspection checklist is the first look at a system you did not install, and the preventive maintenance schedule is the calendar of which site is due when.

The equipment list is what the agreement is written against

A maintenance agreement covers specific units at a specific address, so the contract's covered-equipment schedule is tab 3 with the prices next to it. That is where the office's problem starts: 60 agreements is 60 copies of that list, each with its own visit cadence, filter sizes, renewal date and the question nobody can answer from memory in May, which units got their spring visit. The free maintenance agreement tracking spreadsheet is one row per agreement with the equipment covered, the visits owed and delivered, and the renewal date, and how to track HVAC maintenance agreements walks through why each column is there. The contract itself is the HVAC maintenance agreement template for residential members and the commercial contract template for the roofs on tab 2.

Past 80 to 100 agreements the spreadsheet stops being the bottleneck and the office's week does. That is the job Deepsel does: the equipment list per customer, the ledger of visits owed versus delivered per unit, scheduled invoicing on the contract's cadence, the booking reminders the contract promises, and a warning before a paid visit expires unbooked. It sits beside Jobber or Housecall Pro rather than replacing them, and it is built for membership-style programs on a card on file. Take the recommendation with a grain of salt, it is my product. A distribution center with 40 units and a facilities team wants a maintenance management system instead, and the maintenance agreement software page says where that line is.

Frequently asked questions

What is the difference between an HVAC material list, an equipment list and an equipment schedule?

A material list is the takeoff for one install job: every part the crew loads, with a quantity and a size, from the condenser down to the roll of foil tape. An equipment list is the inventory of what is already installed at a customer site, one row per unit with make, model, serial, capacity, refrigerant, filter size and warranty dates. An equipment schedule is the table on the mechanical drawings (the M-sheets) that tells the contractor what to install: tag, area served, capacity, CFM, static, electrical, weight. The workbook has all three as separate tabs because they are written at different times by different people.

What size line set do I need for a 3-ton system?

It depends on the brand, so take it from the outdoor unit's install manual, never from a rule of thumb. Trane's 4TTR6 guide calls for a 3/8 liquid and 7/8 vapor line on the 036 through 049 sizes, with 3/4 vapor on 018 through 030 and 1-1/8 on the 060. A 2004 Goodman condensing unit manual uses 3/4 vapor up to 3.5 tons on runs under 24 feet and says the larger size is required for full ratings on longer runs. The material list tab has a Size basis column so you write down which table you used.

How do I size the breaker and wire for a condenser from the nameplate?

Read the two numbers on the nameplate: MCA (minimum circuit ampacity) sizes the conductors and MOP or MOCP (maximum overcurrent protection) caps the breaker. The conductors have to carry at least the MCA, the breaker can be any standard size up to the MOP. An IAEI worked example with MCA 24 and a 40-amp maximum lands on number 12 copper conductors on a 40-amp breaker. Article 440 says the nameplate governs, and the local inspector has the last word, so write the nameplate values on the list and let the electrician confirm.

Is an HVAC equipment schedule the same as a maintenance schedule?

No. On a set of drawings the equipment schedule is a specification table: which units go where, at what capacity, on what voltage. A maintenance schedule is a calendar of which sites get which visit in which month. Half the results for this search are one and half are the other, which is why this page has the drawing-set version as tab 4 and points you to the free preventive maintenance schedule template for the calendar.

Is there an Excel or Google Sheets version?

Both. The Google Sheets copy link puts the five-tab workbook in your Drive, the .xlsx opens in Excel with the totals, the status dropdowns and the age formula intact. The printable pick list and nameplate sheet are a separate PDF and Word file because they are forms a helper fills in with a pen, and a form lives better in a document than in a grid.

How do I tell the age of a unit from the serial number?

Each brand encodes the date differently. Carrier and Bryant serials since 1980 put the week in the first two digits and the year in the next two. Trane and American Standard since 2010 put the year first and the week second. Goodman and Amana use year then month in the first four digits. Lennox puts the year in positions three and four and the month as a letter in position five. Rheem and Ruud put the week and then the year in the two-digit pairs right after the plant letter, which sits at the start or in the middle of the serial. The equipment list tab has a manufacture date column next to the serial for exactly this, and the Notes tab has the decoding table.

Sources

1. Trane, "4TTR6 Installer's Guide," 18-AC98D1-5-EN - Table 5.1 vapor and liquid line sizes: 018 to 030, 3/4 and 3/8; 036 to 049, 7/8 and 3/8; 060, 1-1/8 and 3/8; "Secure Vapor line from joists using isolators every 8 ft."; pressurize "to 150 PSIG using dry nitrogen"; evacuate to 350 microns and hold under 500; pad "at least 1" larger than the unit on all sides"; factory charge covers 15 ft of line. trane.com, read September 24, 2026.
2. Goodman, "Condensing Unit Installation Instructions," IO-101H (2004) - Table 1, runs of 0 to 24 ft: 2 to 3.5 ton 3/4 x 3/8, 4 to 5 ton 7/8 x 3/8; larger vapor line "required for full ratings" on longer runs. Hosted by Alpine Home Air, documents.alpinehomeair.com, read September 24, 2026.
3. Carrier, "24ACC6 Product Data" - refrigerant per foot of liquid line, "3/8 0.60 oz/ft"; "Units are factory charged for 15 ft" of 3/8 liquid line. shareddocs.com, read September 24, 2026.
4. Goodman, "*MSS9 / *CSS9 Gas Furnace Installation Instructions," IOG-2009 - vent table with 2-inch maximums of 145 ft down to 45 ft with one elbow by input, 3-inch maximums of 217 to 238 ft; each added elbow reduces the allowed length by about 5 ft (2-inch) or 7 ft (3-inch); minimum 5 ft plus one elbow; "2 1/2" or 3" diameter pipe can be used in place of 2""; installer supplies "ground joint union, drip leg, manual shutoff valve"; "Drain trap must be primed." Hosted by Northern Plumbing, igate.northernplumbing.com, read September 24, 2026.
5. Goodman, "GMVC96 Specification Sheet" - CVENT-2 and CVENT-3 concentric vent kits; EFR02 external filter rack; gas connection 1/2" FPT. apps.goodmanmfg.com, read September 24, 2026.
6. City of Saint Paul, Department of Safety and Inspections, "Electrical Checklist: Dwelling Furnace and Air Conditioner" (2023 NEC) - 440.14 disconnect within sight; 440.6(A) nameplate governs; 210.63(A) receptacle within 25 ft; 422.12 furnace on its own circuit; 210.8(F) GFCI exception for HVAC until September 1, 2026; liquidtight conduit fastened within 12 inches. stpaul.gov, June 2023, read September 24, 2026.
7. The Electric Times, "Code Corner: Sizing Air Conditioning Branch Circuits" - MCA is "not defined in the NEC but can be found in 440.35"; conductors may be sized at 100 percent of MCA. online.theelectrictimes.com, December 2023, read September 24, 2026.
8. IAEI Magazine, "Air-Conditioning and Heat Pump Equipment" - worked example with MCA 24 A and a 40 A maximum breaker: "No. 12 conductors… are acceptable." Section numbers are from the 1999 NEC. iaeimagazine.org, July 1999, read September 24, 2026.
9. Johnstone Supply, product G35-618 - "Disconnect - 60 Amp Non-Fused." johnstonesupply.com, read September 24, 2026.
10. SupplyHouse, DiversiTech 620-18-8 - 18 AWG, 8-conductor thermostat wire, 250 ft. supplyhouse.com, read September 24, 2026.
11. International Residential Code, Section M1411 (Texas adoption, via UpCodes) - condensate drain slope "not less than 1/8 unit vertical in 12 units horizontal"; auxiliary drain not less than 3/4 inch; "water-level detection device conforming to UL 508." up.codes and up.codes, read September 24, 2026.
12. City of Rapid City, Municipal Code 15.26.180, IMC 307.2.2 - condensate drain "not less than 3/4-inch internal diameter." rapidcity.municipal.codes, read September 24, 2026.
13. RectorSeal, "New Gen Safe-T-Switches" - the SS2 fits the "primary drain pan auxiliary outlet"; "3/4-inch PVC adaptor is included." rectorseal.com, read September 24, 2026.
14. SupplyHouse, Little Giant VCMA-20ULS - "80 GPH… Condensate Removal Pump w/ Safety Switch." supplyhouse.com, read September 24, 2026.
15. Air Diffusion Council, "Flexible Duct Performance and Installation Standards" - hanger straps "1-1/2 inch wide minimum" at "intervals not to exceed 4 feet"; sag not more than 1/2 inch per foot. Hosted by The Home Depot, images.thdstatic.com, read September 24, 2026.
16. International Residential Code, Section M1601.4.1 (South Carolina adoption) - duct joints sealed with UL 181B tape marked "181 B-FX" or mastic marked "181 BM." law.cornell.edu, read September 24, 2026.
17. DiversiTech, "Standard Plastic Pads" - pad sizes including 36 inch. diversitech.com, read September 24, 2026.
18. SupplyHouse, ICOOL F383438050 - "3/8" LL x 3/4" SL x 50 ft Refrigerant Line Set," insulation on the suction line only. supplyhouse.com, read September 24, 2026.
19. Carrier, "48FC 04-07 Installation Instructions" - 14-inch and 24-inch roof curbs; "Install gasket supplied with the roof curb"; one 3/4-inch condensate drain; "Install a trap at least 4 in. deep"; pitch 1 inch per 10 ft; non-fused disconnect and convenience outlet options; outdoor-air hood and flue hood install steps. Hosted by Carrier West training, trainingcarrierwest.com, read September 24, 2026.
20. MicroMetl, "HVAC: What Is a Curb Adapter?" - a replacement unit "will be different enough in size" that "the existing curb will not properly facilitate" it; an adapter avoids re-roofing. blog.micrometl.com, read September 24, 2026.
21. Washington Administrative Code 51-52-0606, adopting IMC 606.2.1 - smoke detectors required in return air systems with a design capacity greater than 2,000 cfm. apps.leg.wa.gov, read September 24, 2026.
22. Contracting Business, Rob Falke, "How to Hand Off a Residential Job to Installers" - "The installation supervisor checks the job and creates the material and equipment lists from the salesperson's scope of work"; purchase orders "filled out and ready for them to use when they pick up required materials from a local vendor"; kits expand "to avoid unnecessary trips to the supply house." contractingbusiness.com, October 30, 2020, read September 24, 2026.
23. ServiceTitan Help, "Attach materials to services or equipment" - materials attached to services "for accurate job cost reporting"; material costs do not appear on customer-facing estimates. help.servicetitan.com, read September 24, 2026.
24. r/HVAC, comment on "How to make installers/techs happy" - "make a FULL material list and have it ready at the shop for the day of the install"; "If you don't have all this stuff ready for pickup IN ONE LOCATION, prepare to have the first half of the day fucked away picking up parts"; "physically check how many stat wires there are." reddit.com, August 16, 2024, read September 24, 2026.
25. r/HVAC, comment on "Installer hole saw kit" - "I have a google spreadsheet with all that stuff in it and I add quantities. Then delete out the items I don't use. Then email that list to the supply house to pick and pick up." reddit.com, March 11, 2025, read September 24, 2026.
26. r/HVAC, comment on "Installer hole saw kit" - "Too many supply house runs while on a job to get one item or replace one." reddit.com, March 11, 2025, read September 24, 2026.
27. r/HVAC, comment on "She was trusty old gal but today she goes the…" - "the boss forgot to order a condenser pad… And the boss forgot my roll of sheet metal in the shop!" reddit.com, June 13, 2024, read September 24, 2026.
28. r/HVAC, comment - "Part house gave me the wrong lineset… drove 2 hours and installed it didn't noticed the issue till i was at lunch reading the manual." reddit.com, November 23, 2024, read September 24, 2026.
29. r/HVAC, comment - a job "under bid, with an incomplete and probably incorrect material list." reddit.com, June 25, 2025, read September 24, 2026.
30. HVAC-Talk, "Rooftop replacement" - the new unit "also would need an adaptor. Cant stack 3 curbs so they need size of original curb openings… Johnstone says no way"; reply recommends drilling the old curb to measure it and having the distributor send drawings to MicroMetl or KCC. hvac-talk.com, August 2024, read September 24, 2026.
31. ServiceTitan Help, "Manage equipment records on the new Equipment screen" - fields: Installed On, Manufactured On, Status, Type, Capacity, Manufacturer, Model, Serial Number, Brand, Asset #, Manufacturer Warranty Period, Service Provider Warranty Period, Memo. help.servicetitan.com, read September 24, 2026.
32. ServiceTitan Help, "Add equipment to a service location without invoicing the customer" - "Predicted Replacement Date… automatically populated." help.servicetitan.com, read September 24, 2026.
33. Housecall Pro Help, "Property Profile" - "Item type… Display name (e.g., downstairs A/C) Make Model Serial number Install date Notes." help.housecallpro.com, read September 24, 2026.
34. UpKeep Help, "Create and edit assets" - "model, serial number, and category… Set Location." help.onupkeep.com, read September 24, 2026.
35. Limble Help, "How to add assets" - "Create custom fields with the information you want to track." help.limblecmms.com, read September 24, 2026.
36. Tools in the Wild, "HVAC Equipment Tracking Software" - Jobber's "data model is a property plus custom fields." toolsinthewild.com, August 2026, read September 24, 2026.
37. r/HVAC, comment on "Just got hired as an HVAC helper with 0…" - "label the filter size on the compartment… belt size or if it's Direct Drive." reddit.com, June 12, 2025. And r/HVAC, comment on "Boss says I need to spend at least an hour at…" - "record model, serial, filter size." reddit.com, June 4, 2025. Both read September 24, 2026.
38. Carrier, "Warranty" (homeowner resources) - register "within 90 days"; "10-year parts-only… or a 5-year parts plus 3-year labor." carrier.com, read September 24, 2026.
39. Goodman, "The Air Conditioner Limited Warranty: The Why, When, How" - "Register Within 60 Days!"; 5-year unregistered, 10-year registered. goodmanmfg.com, read September 24, 2026.
40. U.S. EPA, "Summary of Leak Repair Requirements" (Emissions Reduction and Reclamation rule fact sheet) - from January 1, 2026, appliances "with a charge size of 15 pounds or more of refrigerant that contains an HFC"; "10% – Comfort cooling"; records kept 3 years. epa.gov, January 13, 2026, read September 24, 2026.
41. U.S. EPA, "Technology Transitions: HFC Restrictions by Sector" - residential and light commercial air conditioning and heat pumps, 700 GWP limit, manufacture and import compliance date January 1, 2025; VRF January 1, 2027. epa.gov, read September 24, 2026.
42. Building Center, "Carrier HVAC Age" - serial decoding since 1980. building-center.org, read September 24, 2026.
43. Building Center, "Trane HVAC Age" - 2002 to 2009 and 2010-on formats. building-center.org, read September 24, 2026.
44. Building Center, "Lennox HVAC Age" - format since 1973. building-center.org, read September 24, 2026.
45. Building Center, "Goodman HVAC Age" - year then month in the first four digits. building-center.org, read September 24, 2026.
46. Building Center, "Rheem HVAC Age" - style 1 "W 29 10 13412" (week in positions 2 and 3, year in 4 and 5); styles 3 and 4 put the plant letter (F, M, G, W, N) in the middle; style 5 "08 04 B10488," month then year. building-center.org, read September 24, 2026.
47. Regional School District 12 (Connecticut), "M601 Mechanical Schedules," December 2023 - rooftop unit schedule columns including "OPERATING WEIGHT… CURB HEIGHT… IEER OR SEER EER MCA MOCP VOLTS/PHASE AREA(S) SERVED"; RTU-5 AAON RN-007 row; EF-3 Loren Cook 270RX11B row; CU-8 and ACU-8 LG rows; exhaust fan schedule with sones. resources.finalsite.net, read September 24, 2026.
48. City of San Luis Obispo, mechanical replacement drawings by 3C Engineering, 2019 - "HEAT PUMP CONDENSING UNIT SCHEDULE… MCA MOCP… SEER [IEER]… HSPF [COP]… LIQUID SUCTION"; HP-1 Trane 4TWA4048 and FC-1 Trane GAM5A0C48 rows; fan coil schedule with auxiliary electric heat kW and MERV 8 filter size. publicplans.slocity.org, read September 24, 2026.
49. Restaurant tenant-improvement M-1 sheet under the 2023 Florida Mechanical Code, 2025 - rooftop unit schedule with a SEER2 column; RTU-1(E) Carrier 50FC row marked V.I.F.; "CONTRACTOR SHALL VERIFY EXACT ELECTRICAL CONNECTIONS, WIRE SIZES, BREAKERS, DISCONNECT ETC. PRIOR TO ORDERING AND BID." Hosted by the engineering firm, hubspotusercontent-na2.net, read September 24, 2026.
50. Carrier, "50FCQ Guide Specifications," 2022 - "(23 06 80) Schedules for Decentralized HVAC Equipment… (23 06 80.13.A.) Rooftop unit (RTU) schedule." shareddocs.com, read September 24, 2026.
51. Fairfax County, Building Design and Construction Division, "230000 HVAC" design guidelines, March 2026 - schedules shall show "capacities required by load calculations and capacities of proposed equipment." fairfaxcounty.gov, read September 24, 2026.
52. AHRI, "Appendix M1" presentation for the AHR Expo, hosted by Evergy - "SEER, EER, and HSPF ratings will become SEER2, EER2, and HSPF2 in 2023"; test procedure change from Appendix M to Appendix M1; example split heat pump 15 SEER and 8.8 HSPF becoming 14.3 SEER2 and 7.5 HSPF2. tradeally.evergy.com, read September 24, 2026.
53. Trane, "DOE 2023 Commercial Overview" - 65,000 to 135,000 Btuh air-cooled units with electric or no heat, "12.9 IEER → 14.8 IEER." trane.com, read September 24, 2026.
54. U.S. Department of Veterans Affairs, "Division 23 Equipment Schedules" workbook, via the Whole Building Design Guide - instructions, column guide and about 90 per-type schedules with closeout columns for manufacturer, model, serial, submittal number, commissioning and test-and-balance references. wbdg.org, read September 24, 2026.
55. ServiceTitan, "HVAC Equipment List Template" - the article lists efficiency rating, manufacture date and warranty among the fields to record; the linked Google Sheet's columns are Equipment Type, Manufacturer, Model, Serial, Capacity, Service area, Location, Thermostat Location, Filter Size and qty, Last Maintenance Date, Belt size, Notes. servicetitan.com, dated December 2024, read September 24, 2026.
56. Housecall Pro, "HVAC Equipment Schedule Template" - defines the document as "a list describing the equipment required for a particular job"; the download form asks for name, phone, email, company and headcount and is labelled as a demo request. housecallpro.com, read September 24, 2026.
57. Mitti (SafetyCulture library), "Material List" for a furnace and condenser replacement - item names under Equipment, Condenser material, Coil material and Furnace material with no quantity, unit or cost fields. mitti.com, read September 24, 2026.
58. U.S. EPA, "Phasedown of Hydrofluorocarbons: Management of Certain Hydrofluorocarbons and Substitutes Under Subsection (h) of the American Innovation and Manufacturing Act of 2020," final rule, 89 FR 82718, October 11, 2024 - the residential and light commercial air conditioning and heat pump subsector "includes … central air conditioners (i.e., ducted); non-ducted systems (both mini and multi splits); packaged rooftop units; water-source and ground-source heat pumps," and rooftop units at light commercial buildings "are exempt from the leak repair requirements." govinfo.gov. The exemption is 40 CFR 84.106(a)(3)(ii), ecfr.gov; the Section 608 rule for R-22 "applies only to appliances with a full charge of 50 or more pounds," 40 CFR 82.157(a). All read September 24, 2026.
59. Rheem, "What to Know Before Meeting with an HVAC Contractor" - "The first two numbers after the letter in the middle or beginning of the serial number are the week of manufacture, and the third and fourth numbers are the year of manufacture." rheem.com, read September 24, 2026.
60. Trane Commercial Help Center, "How to read a Light Commercial Unit Serial Number Date Code" - year codes "1999 P 2000 R 2001 Z 2002 2 … 2009 9 2010 10." support.trane.com. Building Center, "Trane HVAC Age" - the 1983 to 2001 style "beginning with a letter followed by 2 digits"; "The MFR Date is commonly included on the data rating plate." building-center.org. Both read September 24, 2026.