Heating and cooling quote checklist: what an air conditioning or heat pump quote should include

A good heating, cooling or hot water quote in Australia lists exact model numbers, the capacity and how it was chosen, every part of the installation, the electrical and plumbing work, removal of the old system, the incentives deducted and the warranty terms. If any of these is missing you cannot compare quotes fairly or hold the installer to what was promised. This checklist walks through the job from first inspection to final payment and links to a worked guide for each step. Tick it off with the before-you-sign checklist tool.

Step 1: Before anyone visits

Work out what you want before you call installers:

• Which rooms need heating, cooling or both, and when you use them.
• Whether you are replacing something (gas ducted, wall furnace, old split, electric or gas hot water).
• Whether you plan to remove gas altogether. In Victoria, the gas hot water rule from March 2027 may decide this for you. The gas-to-electric worked example shows how to budget a whole-home switch.
• A rough budget using the installation cost estimator.

Step 2: The site inspection

A quote given over the phone without seeing the home is a guess. A proper inspection should cover:

Step 3: What the written quote must show

1. Business name, ABN and licence numbers — electrical, refrigerant (ARCtick) and, for hot water, plumbing. See the licence guide.
2. Model numbers of each indoor and outdoor unit, or the heat pump water heater.
3. Rated capacity (cooling and heating kW) and the reasoning behind it.
4. Installation scope: brackets or slab, pipe length allowed, wall penetrations, condensate drains, ducts and outlets, zones, controllers.
5. Electrical work: dedicated circuit, isolator, any switchboard upgrade, and whether it is included or extra.
6. Removal: old units, refrigerant recovery, disposal, gas capping.
7. Incentives: STC discount, state discount or rebate, with amounts and any forms you must sign.
8. Price: total including GST, deposit, progress payments and final payment.
9. Warranties: manufacturer warranty and the installer's workmanship warranty, in writing.
10. Timing: start date and expected duration.

Step 4: Comparing three quotes line by line

Illustrative example for a 7.1 kW living-room split:

Quote C looks cheapest but omits the model, pipe length and electrical work. Once Quote B's extra is added, A and B are equal, and the choice comes down to the model's efficiency, warranty and the installer's answers. All prices are illustrative.

Step 5: Check running costs and efficiency

A cheaper unit can cost more to run. Compare the energy rating labels or efficiency figures for each model (energy rating guide) and estimate yearly costs (running-cost guide). For hot water, work through the heat pump worked example.

Step 6: Payment and contract terms

• Keep the deposit modest and avoid paying the full price before installation.
• If the sale started with an unsolicited approach (door-knock or phone call), the Australian Consumer Law's unsolicited consumer agreement rules, including a cooling-off period, can apply. See rebate scams and door-knocking.
• Larger jobs that involve building work may fall under your state's domestic building contract rules; ask the installer whether they apply.
• If you are borrowing, use the upgrade loan calculator and read the Home Energy Upgrades Fund guide.

Step 7: On installation day and after

1. Confirm the installer is the licensed person or business on the quote.
2. Check the model numbers on the boxes match the quote.
3. Ask to be shown how to use the controller and clean filters.
4. Ask for compliance paperwork: the electrical safety or compliance certificate (its name varies by state) and, for hot water, the plumbing compliance certificate.
5. Register the warranty if the manufacturer requires it.
6. Keep everything together: quote, invoice, incentive forms, certificates and warranty.

Mistakes this checklist prevents

• Accepting a quote with no model numbers.
• Discovering a switchboard upgrade on installation day.
• Missing a rebate because forms were not signed before installation.
• An outdoor unit installed under a neighbour's bedroom window.
• Paying in full for a job that is not finished.

More failure patterns are in common installation mistakes.

Frequently asked questions

How many quotes should I get?

Three written quotes after site inspections is a common rule. More is useful for ducted systems, where design differs a lot between installers.

Should I buy the unit myself and pay someone to install it?

Some installers refuse or charge more, and warranty claims can become complicated if the installer did not supply the product. Ask before you buy.

Is a verbal discount enough?

No. Any incentive, discount or inclusion should be written on the quote.

What deposit is reasonable?

There is no single national rule for air conditioning installs. Smaller deposits reduce your risk if the business fails. For work that counts as domestic building work, your state may cap deposits.

Official sources

• ACCC — consumer guarantees and unsolicited selling
• Australian Refrigeration Council (ARCtick) — refrigerant licence checks
• Energy Rating — product efficiency information
• NSW Fair Trading and Consumer Affairs Victoria — state consumer rights and licence checks