Air conditioning quotes live or die on the install details. Two quotes for the same split system can be far apart because one includes a long pipe run, a new circuit and a wall bracket, and the other does not. Your quote should make those differences obvious, so the customer compares like with like and does not just pick the lowest number.
This template is written for heating, ventilation and air conditioning (HVAC) jobs: split system installs, ducted systems, replacements, repairs and smaller commercial work. Use the line items as a base, then edit the inclusions and exclusions for each site. When you price a job sent in through QuoteSnap, the customer's photos of both unit positions are already there, and the quote you send uses the same structure.
What every air conditioning quote should include
An air conditioning customer is usually comparing equipment and install at the same time. Separate the two on the page and include these basics.
- Your details and licences. Business name, Australian Business Number (ABN), contact details, and any licence numbers that apply to the work in your state. Check what applies to you.
- Equipment. Brand, model and capacity of each indoor and outdoor unit, or blanks for the customer to confirm.
- Install description. Indoor and outdoor positions, pipe run, drain route and power supply.
- Line items. Equipment and install work listed separately, with quantities.
- Total and GST. One total, with goods and services tax (GST) handled the way your accountant suggests.
- Validity. An expiry date, since equipment pricing and stock change.
Scope and line items for split and ducted systems
Write the install as a path: where the indoor unit goes, how the pipes, drain and cable get outside, and where the outdoor unit sits. A customer can picture that, and it shows them what a standard install covers and where extra metres or a bracket come in.
On ducted jobs, list each outlet and return by room, and note the ceiling space you are working in.
- Split system installs. Unit size, back to back or not, pipe length included, outdoor unit mounting and electrical connection.
- Ducted systems. Unit, ductwork, outlets, returns, zoning and controller.
- Replacements. Removal of the old unit, and whether existing pipework is reused or replaced.
- Repairs and service. Diagnosis, parts, any refrigerant work and what was done.
Inclusions and exclusions on an air conditioning quote
The standard install is the heart of every split system quote. Say exactly what it includes, then put everything beyond it into exclusions or extra lines. Customers rarely know that a second storey outdoor unit or a long pipe run costs more, so tell them up front.
Electrical work is the other big one. Say whether a new circuit is included, done by a separate electrician, or not needed.
Assumptions and variations wording
Your assumptions should cover what you cannot confirm from photos: wall construction, the cable path back to the board, and space for the outdoor unit. If a site turns out different, the matching assumption is your basis for a variation.
Keep the variations clause short: any extra work, such as additional pipe or a wall bracket, is priced and agreed before it is done.
Terms worth stating
- Deposit. Whether you take a deposit before ordering equipment, and when the balance is due.
- Warranty. Manufacturer warranty on the units and your own warranty on the install.
- Access. Access to the roof space, outdoor unit position and switchboard on the day.
- Paperwork. Any compliance or registration paperwork your state requires after the install. Check what applies to you.
Typical line items
| Item | Unit | Price |
|---|---|---|
| Supply [brand/model] split system, [capacity] | item | $ |
| Standard back to back install of split system in [room] | item | $ |
| Additional refrigerant pipe beyond the standard install length | lm | $ |
| Supply and install wall bracket for outdoor unit at [location] | each | $ |
| Supply and install floor stand or pad for outdoor unit | each | $ |
| Supply and run dedicated circuit from switchboard to outdoor isolator | item | $ |
| Remove and dispose of existing [type] unit, including refrigerant recovery | item | $ |
| Supply and install ducted outlet in [room] | each | $ |
| Supply and install zone controller for [number] zones | item | $ |
Questions about hvac technician quotes
Should I separate equipment and installation on an air conditioning quote?
Separating them helps. Customers often shop on the unit price, so showing equipment and install as different lines lets them see that your install includes things another quote may leave out. It also makes it simple to requote if they choose a different unit after reading yours.
How do I explain a standard install on the quote?
Write down exactly what it covers: pipe and cable length, drain route, outdoor unit position and power connection. Then list what costs extra. When a customer can see the boundary, they understand why a second storey position or a long pipe run changes the price.
What should I put about electrical work on a split system quote?
State whether a new circuit is included, quoted separately, or done by an electrician the customer arranges. Add an assumption about switchboard capacity. If you are not doing the electrical work yourself, make it clear the system cannot be finished until that part is done.
Can I quote a replacement unit from the customer's photos?
Photos of the old unit, both mounting positions and the switchboard give you most of what you need. Quote it, state your assumptions, and note the price is confirmed on site. You decide whether the photos are enough or whether you need to see it in person first.
How long should an air conditioning quote be valid for?
Set a period that matches how quickly your supplier's prices change, and print the expiry date. Units can run short in busy months too, so a line allowing an equal or better substitute, agreed with the customer first, saves you a full requote.
Free download
Air conditioning quote template (blank, printable)
Free, one page, ready to print.
We'll send the odd quoting tip. Unsubscribe any time.
Get the job details before you fill it in.
The quoting app for hvac technicians sends your customer the questions and photo requests, then you send a quote laid out like this one, and they sign to accept.
Start free trialRelated guides: How to Quote a Split System Install From Photos