Complete Guide: How to Start an HVAC Business in 2025

If there is a business field with plenty of jobs across the globe, is recession-proof, and offers good compensation, it has to be the HVAC sector. 

It is one of the most rapidly growing sectors with an ever-increasing demand.

Did you know the global heating, venting, and conditioning market is projected to reach from $281.7 bn in 2024 to $389.9 bn in 2029, growing at a CAGR of 6.7%? 

That’s a convincing statistic to venture into the HVAC industry, but you must be wondering where to start, like this Reddit user:

“Lately been thinking about starting an HVAC business, but as dumb as it sounds, I don’t know how and where to start.”

Worry not, as we are here with the 11 steps on how to start an HVAC business, which are as follows:

1. Acquire relevant training and certifications
2. Develop a comprehensive business plan
3. Calculate startup costs and get financing for your HVAC business
4. Register your business name and obtain relevant licenses
5. Insure your business
6. Define your service offerings and local market strategy
7. Procure the right tools, equipment, and operational essentials
8. Determine pricing to cover expenses and profit
9. Promote your HVAC services
10. Build your team of HVAC techs
11. Utilize advanced HVAC technology

Want to understand all the steps in detail?

Let’s get started

11 Steps to Start an HVAC Business

Here are the steps on how to start a heating and air conditioning business of your own.

1. Acquire essential training and certifications

No matter how impressive your theoretical knowledge is, nothing can replace hands-on experience. That’s where you need training and certifications so you have working knowledge to boost your HVAC business. 

There are various paths you can take: 

• Trade schools and technical programs: Pick an accredited program that has an exhaustive curriculum and provides hands-on training. 
• Apprenticeship: It lets you learn the trade while earning a wage. Various trade unions, schools, and HVAC companies provide apprenticeships. The best part is you start making money from day one.
• On-the-job training (OJT): When you accompany experienced HVAC technicians to their job site, learn how they work, and develop technical skills, it’s called on-the-job training. 

The minimum qualification to start your HVAC career is a high school diploma. However, it’s recommended to pursue higher credentials as you gain years of experience.

Talking of certifications you need, they vary depending on your state. 

Here are a few key ones:

1. Environmental Protection Agency (EPA) Certifications:

• Type I: Servicing small appliances
• Type II: Servicing or disposing of high-pressure HVAC systems
• Type III: Servicing or disposing of low-pressure HVAC systems
• Universal EPA Certificate: Covers all types of equipment

2. North American Technician Excellence (NATE) Certifications:

• Air Conditioning
• Air Distribution
• Commercial Refrigeration (service only)
• Heat Pumps (Air-to-Air)
• Gas Heating
• Hydronics Gas & Hydronics Oil (service only)
• Light Commercial Refrigeration (service only)
• Oil Heating
• Senior-Level Efficiency Analyst

Last but not least, you must ensure you adhere to local regulations and licensing requirements so you stay compliant. 

2. Develop a comprehensive business plan

Your business plan can make or break your HVAC business. So, it must be exhaustive and help focus on your goals, identify challenges, and eliminate them to enhance operations. 

Plus, this business plan lets you: 

• Assess competition
• Evaluate startup and operating costs 
• Secure funding from potential investors 
• Set competitive prices

Let’s look at what an HVAC business plan constitutes:

• Cover page, which includes your business page and contact details
• Executive summary, which is a short overview of your HVAC business that mentions its purpose, objectives, and key highlights.
• Business overview, which essentially explains your business structure, how and why you found it, and the unique value proposition it offers. 
• HVAC services, that you intend to offer can include installations, maintenance, and emergency repairs.
• Market analysis, which includes researching your service area, competitors’ offerings, pricing strategies, and potential customers. 
• Business strategy & implementation, which specifies your business approach to determine your workflows, equipment suppliers, and service area.
• Marketing plan, which includes deciding on the branding, advertising, and social media strategies you’ll use to attract customers. 
• A management summary, which defines key roles, including business owners, senior managers, employees, and key stakeholders or partners along with their qualifications.
• Financial plan, which includes the breakdown of startup costs, service prices, revenue forecast, and long-term financial goals. 
• Audit strategy, which you can use to review financial data and strategies periodically and adjust them based on market conditions.

If required, you can consult a financial advisor to get this plan reviewed so it sets you up for long-term success. 

3. Calculate startup costs and get financing for your HVAC business

Whether it’s tools, equipment, licenses, or branding, you need money to finance all these HVAC business aspects.

Let’s look at how much it costs to start an HVAC business:

• Low-end investment for equipment and a second-hand service van, which can be anywhere between $2000 and $10,000
• Medium-range expenses, which lie somewhere between $5,700 and $11,000, cover the costs of buying essential tools and branding materials.
• High-end estimates, which exceed $100,000 if you purchase a new vehicle and pay the full amount upfront to buy advanced tools and necessary equipment.

Here’s a breakdown of HVAC startup costs:

Category	Item	Estimated Cost
Essential HVAC Tools & Equipment	Common tools (pliers, wire strippers, etc.)	$200–$300
	Air conditioning & refrigeration tools	$400–$700
	Sheet metal tools (aviators, tin snips, etc.)	Variable
	Safety equipment (PPE, gloves, goggles)	$35–$50 per person
Business & Marketing Costs	Business license & insurance	$600–$2,000
	HVAC apps & business software	$3,000+
	Uniforms & branded caps	Varies
	Vehicle signage (decals or wraps)	$1,500–$5,000
	Marketing materials (business cards, door tags)	Varies
	HVAC business website	Varies
Vehicle Costs	Used service truck or van	$5,000–$20,000
	New service vehicle	$15,000–$40,000

So, you’ve calculated your startup costs; it’s time to explore the ways to fund these expenses. 

Here are a few funding options you can consider:

• Personal savings: This is the most ideal option, which lets you stay free from debt and have higher flexibility in financial management. You can save money for years to pay for your startup and operational costs without going for loans.
• SBA loans: If you are looking for long-term loans at low interest rates to manage your debt easily, you can consider the Small Business Administration.
• Bank loans: While traditional bank loans form a worthwhile option, they often impose more stringent terms. Moreover, their interest rates are higher than SBA’s.  
• Private lending firms: B2B lending companies offer flexible loans so you can purchase expensive HVAC equipment. While their approval system is faster and offers customized repayment terms, their interest rates are the highest.
• Investors: If your business plan is really solid, you can approach private investors. However, you may have to trade off your equity for your investment.

Now comes the time when you need to manage your finances. For that, you can follow the best practices below:

• Open a business bank account so your personal and business expenses stay separate.
• Strategize to maintain a healthy profit margin to cover your overhead costs and unforeseen expenses.
• Keep at least three months of expenses in savings as your backup. It will help you surpass cash flow issues caused by backorders and slow-paying clients.

4. Register your business name and obtain relevant licenses

“What’s in the name?” Shakespeare quoted. But when it comes to businesses, there’s a lot in just your company name. So, you must ensure it sounds professional, eye-grabbing, and easy to remember. 

Here are a few tips you can follow.

• Keep it short and simple: There should be only around two or three words that highlight your services while avoiding unwanted details.
• Check availability: You may be interested in a name, but it must be available. Search for it online, in the trademark database, and in your state’s corporation registry to ensure no business has taken it.
• Consider free business name generators: BrandCrowd, BrandRoot, and BrandBucket are some sites where you can get suggestions for your business name.

Note: You’ve decided on your new business name; it’s time to register it with your state’s division of corporations. If you have a business name different from your official name, you must file for a DBA (Doing Business As).

Next comes the type of business model that you can pick, based on factors such as taxation, liability, and growth potential.

Below are a few business structures you can pick from:

• Sole proprietorship: They are easy to start but provide zero protection against liabilities.
• Partnership: It suits you if you have more than one business owner with whom you can share your responsibilities and profits.
• Limited liability company: If you prioritize protection against liability, LLC is the best choice.
• Corporation (C Corp / S Corp): Provides the highest level of liability protection, as it treats your business as a separate legal entity.
• C Corp doesn’t have an upper limit on stakeholders, but you have to pay corporate taxes.
• S Corp prevents double taxation but restricts ownership.

Pro Tip: To maximize your tax savings, you can choose an LLC with an S corp.

You’ve registered your name and determined your business structure. So far so good. 

It’s time to get appropriate business licenses, which you need for regulatory compliance. You must have at least a small business license and a business tax number. 

To know the additional licenses or permits needed, you can either consult an attorney or use resources, including government websites like:

• U.S. Small Business Administration in the USA
• BizPal in Canada
• Licence Finder in the UK
• ABLIS in AU

5. Insure your business

No matter how well you plan your business, there’s always a risk of injury, property damage, lawsuits, and contract disputes. This is why you need the right insurance coverage that keeps your business, staff, and customers protected. 

Let’s look at the types of insurance your business needs: 

• Property insurance: Safeguards your office space, inventory, and equipment against damage or theft.
• General liability insurance: Protects your business against property damage and customers’ injuries.
• Workers’ compensation insurance: Mandatory in most US states and applies if you have employees. It covers medical bills and lost wages in case of work-related injuries.
• Commercial auto insurance: If you have vehicles, it covers accidents and damage to them while on the road.
• Professional liability insurance (Errors & Omissions Insurance): This protects your business against false claims of negligence, mistakes, and contract disputes.
• Equipment insurance: Protects your HVAC tools and machinery against damage, loss, or theft.
• Surety bonds: Some municipalities and clients demand it as a guarantee compensation if you fail to meet contractual obligations. 

There are other important considerations:

• Check your state’s government site to see coverage requirements.
• If you are in a partnership, you can get workers’ compensation requirements waived in some states. For that, you must own more than 15% of the business and not have any employees.
• Compare multiple quotes from different insurance companies to find the one that suits you best.

Many clients ask for proof of insurance before hiring HVAC contractors. So, If you have the right insurance coverage, it will safeguard your business and build client trust. 

6. Define your service offerings and local market strategy

Before you launch your HVAC business, it’s crucial to define your target market and the specific services you’ll be offering. 

Some key questions can help make determining your services easier:

• Who will be my target clients? Will they be residential, commercial, or both?
• What services do people demand the most in my area?
• Which services do I specialize in and would enjoy providing?

Here’s a list of common HVAC services you can consider:  

• Furnace tune-up and maintenance
• Air conditioning tune-up and maintenance
• Heat pump installation
• Repairing air conditioning units
• Air conditioning installation
• Air duct cleaning
• Tankless water heater installation 
• Emergency HVAC service
• Furnace installation

Tip: You can start with a handful of core services you excel at and scale them over time. It won’t let you feel overwhelmed due to skill gaps and operational bottlenecks. 

If you are considering commercial HVAC work, the equipment set may differ from that in residential jobs. So, starting with one market and expanding to include the other would be wise as your business grows. 

7. Procure the right tools, equipment, and operational essentials

To perform jobs efficiently, you need the right tools and equipment. Moreover, your toolkit must evolve and expand based on how you scale your services. 

Here’s the list of tools divided into three categories:

Basic hand tools: Consider them everyday tools an HVAC tech must have.

• Screwdrivers (flathead & Phillips)
• Wrenches (adjustable & specialty)
• Pliers & hammers
• Drills & pressure gauges
• Metal & tubing cutters
• Staple guns & extension cords
• Flashlights for dark areas

Safety equipment & PPE: They help ensure workers’ safety.

• Gloves (for sharp/hot materials) 
• Steel-toed boots
• Masks (dust & chemical protection)
• Goggles & earplugs

Advanced HVAC tools: These are specialized tools you need for diagnostics as your business grows.

• Core removal tools to remove the valve core
• Multimeters to test electrical circuits
• Thermal imaging sensors to detect heat leaks
• Megohmmeters to measure insulation resistance
• Phase testers to check power phases
• Nitrogen regulators to test pressure
• Refrigeration scales to weigh refrigerant when charging

Pro Tips: 

• Start by purchasing basic tools and PPE first, and invest in advanced equipment only when you need it. 
• Prioritize quality to price of tools and purchase the tools that match industry standards to save money in the long run. 

8. Determine pricing to cover expenses and profit

To ensure running an HVAC business successfully, set a price that covers all costs while ensuring business success. Additionally, reducing profit margins during the off-season may alleviate cash flow issues. 

Here’s how to get started with HVAC job pricing:

• Analyze your rivals in the HVAC service industry to find out average prices in your area.
• Establish the markup needed to achieve your desired profit margins.
• Determine the additional services you can provide to increase your overall quote prices

Pricing techniques for HVAC jobs

1. Hourly rate pricing model

Hourly rates can make it easier for you to make more money when working on time-consuming or commercial HVAC contracts. This pricing strategy is helpful when you don’t know how long the project will take.

2. Flat rate pricing model

You can determine a single, fixed price for the entire project using flat-rate pricing. This pricing strategy works well for your HVAC business when you know how long the job will take; for instance, $300 for air conditioning service.

3. Labor and materials pricing model

It’s preferable to charge clients for installations based on the amount of labor you provide and the tools you use in general. This pricing strategy makes recovering your operating costs simpler.

Once you decide on your service prices, you can create an HVAC pricing chart that breaks down your service costs at flat rates or hourly rates. It will help you let your customers get accurate HVAC estimates quickly. 

9. Promote your HVAC services

Start by building your brand identity. To start with, you can create a unique logo and select consistent company colors. 

• Your website is key to establishing a strong online presence. So, you must develop a professional HVAC website and optimize it for keywords. 
• See which social media platforms your customers use the most, set up your profiles, and maintain them regularly. 
• Tap into the potential of digital ads on Google and social media. 
• Use email marketing campaigns so your HVAC customers stay updated on company news, promotions, and appointment reminders.
• Adopt an HVAC CRM to store and manage customer data efficiently for nurturing leads and maintaining customer relations. 
• Encourage satisfied customers to spread good word-of-mouth for your brand. Positive referrals help you establish your brand reputation and get more customers.
• Utilize traditional methods like flyers, postcards, and print advertisements to complement your online marketing strategies. 

10. Build your team of HVAC techs

While you can handle a small service area yourself, you may need a staff as your business expands. When you hire skilled techs, you will get more time to focus on sales, planning, and brand management. 

There are a few points you can follow:

• Decide whether you want to hire full-time employees, contractors, or subcontractors.
• Create a clear job description that outlines your responsibilities, qualifications, and expectations. Post it on different job sites for qualified candidates to view and apply.
• Ensure your interview questions are properly structured so you can evaluate applicants thoroughly. 
• To determine salaries, you must conduct local market research to know the rates based on experience and certifications. 
• Create a well-planned training framework that aligns with your business needs and ensures quality service.
• Build a positive work environment where employees get fair wages and gain adequate learning and growth opportunities. 
• One more important thing that you must not forget is getting an Employee Identification Number (or EIN) for your HVAC techs. If you are in the U.S., you can visit IRS.gov to apply for it. In Canada, you will need to obtain an SIN (Social Security Number) instead.

11. Utilize advanced HVAC technology

Technology is indispensable to almost any industry these days, and the HVAC industry is no exception. So, you must use the right tools to enhance your digital presence, enhance your operational efficiency, and increase profits. 

• Create your business website and Google My Business profile to increase your visibility. Consider implementing SEO strategies to gain traction on your site and acquire more customers.
• Use invoicing software so you can receive payments quickly and securely.
• Utilize estimate software to generate estimates and send them on the go.
• Use advanced sensors and computerized controls to detect and address issues before they cause disruptions.
• There are different route optimization solutions like Upper that you can consider. They help you create the most optimal service routes for your teams so they travel less and complete more service requests.

Use Upper to Enhance Your HVAC Operations

To make a successful business in the HVAC industry, you need a comprehensive plan that simplifies every aspect of your process. Upper provides you with advanced features to help you with that while reducing costs, improving productivity, and keeping customers satisfied.

Let’s look at what it’s got.

1. Seamless Scheduling

Effortlessly schedule recurring maintenance and emergency repairs, reducing conflicts and ensuring every appointment is set up correctly.

2. Route Optimization

Utilize Upper’s advanced algorithm to design efficient routes based on time, distance, and priority, cutting travel time and fuel costs.

3. Automated Dispatching

Instantly assign and dispatch jobs with a single click, with the flexibility to reassign tasks on the fly if needed.

4. Real-time Technician Tracking

Monitor technician locations and job progress live, allowing you to make on-the-go adjustments and keep services on schedule.

5. Proof of Service & Delivery

Capture digital signatures, photos, and detailed job notes as soon as work is completed, ensuring accurate records and boosting accountability.

6. Automated Customer Notifications

Keep clients informed with timely SMS or email alerts on technician arrivals and job completions, enhancing transparency and trust.

7. Data-Driven Business Insights

Analyze reports on job efficiency, technician performance, and route effectiveness to continuously refine operations and maximize profitability

Conclusion

HVAC is an expanding sector where, with the help of the right market strategy, business model, and efficient tools, you can make great profits. If you don’t know how to start a heating and air conditioning business and stand out from competitors, you can refer to the HVAC business startup checklist discussed above.

We, at Upper, understand that starting your own HVAC business can pose multiple challenges. To reduce your stress, we have come up with state-of-the-art software so you can plan and execute the delivery process hassle-free, focus more on increasing revenue, and expand your own business.