What a HVAC proposal is for
System replacement is the classic good, better, best sale in HVAC because the options really differ: single-stage, two-stage and variable speed equipment run differently, cost differently and feel different in the house. Laying them out side by side, on the same load calculation, lets the customer see what more money buys. It also stops the conversation from becoming a price match against the company that quoted only the cheapest box.
What to put on a HVAC proposal
- One load calculation behind all three options.
- The equipment in each option, with efficiency ratings.
- What the customer feels: steadier temperatures, quieter running, better humidity control.
- Filtration and thermostat upgrades, where they differ.
- Labor warranty length for each option.
- One deposit rule and a place to mark the choice.
A worked example
The same ranch house. Every option uses the same new line set, permit and haul-away; what changes is the equipment and the extras. You price each line from your own costs.
Option 1: Good: single-stage system. Reliable equipment that meets code, with the standard warranty.
| Line | Qty | Unit | Price |
|---|---|---|---|
| Single-stage heat pump, 3 ton | 1 | each | Your price |
| Matched air handler | 1 | each | Your price |
| Line set, permit and haul-away | 1 | each | Your price |
Option 2: Better: two-stage system. Runs on low most of the time for steadier temperatures and less noise.
| Line | Qty | Unit | Price |
|---|---|---|---|
| Two-stage heat pump, 3 ton | 1 | each | Your price |
| Variable speed air handler | 1 | each | Your price |
| Line set, permit and haul-away | 1 | each | Your price |
| Smart thermostat | 1 | each | Your price |
Option 3: Best: variable speed system. Adjusts output continuously, best humidity control, longest labor warranty.
| Line | Qty | Unit | Price |
|---|---|---|---|
| Variable speed heat pump, 3 ton | 1 | each | Your price |
| Communicating variable speed air handler | 1 | each | Your price |
| Line set, permit and haul-away | 1 | each | Your price |
| Communicating thermostat | 1 | each | Your price |
| Media air cleaner | 1 | each | Your price |
The shared lines repeat in every option so each total stands on its own. Put the efficiency rating in each equipment line; it is the number customers search after you leave.
Line items HVAC companies use
| Line item | Unit | How to write it |
|---|---|---|
| Condenser or heat pump outdoor unit | each | Brand, model number, tonnage and efficiency rating, so the customer can look it up. |
| Furnace or air handler | each | Model number, fuel type and the BTU or blower size. |
| Evaporator coil | each | Matched to the outdoor unit; say so, since a mismatched coil hurts the rating. |
| Line set, new or flushed | ft | Say whether you are replacing the copper or reusing and flushing it. |
| Thermostat | each | Model, and whether it needs a common wire run. |
| Pad, stand or wall brackets | each | Where the outdoor unit sits. |
| Electrical disconnect and whip | each | New disconnect and conduit to the unit. |
| Condensate drain and pump | each | Include a safety float switch where the drain sits over a finished ceiling. |
| Ductwork modifications and transitions | hour | Plenum and transition work to fit the new equipment. |
| Refrigerant | lb | Charge beyond what the unit ships with, by the pound. |
| Permit and inspection | each | Mechanical permit, and electrical if the city requires a separate one. |
| Haul away old equipment | each | Includes recovering the old refrigerant. |
| Diagnostic or service call | each | The trip and the first stretch of diagnosis. |
| Repair labor | hour | Hourly labor on repairs, separate from parts. |
| Tune-up, cooling or heating | visit | The seasonal check, listed as one visit. |
Terms and deposit language for HVAC
- Deposit. On a system replacement, a deposit when the customer signs reserves the equipment and the install date. Repair calls are usually paid on completion with no deposit. Check your state's rules on deposits for home improvement work.
- Payment. Balance due when the system is running and the customer has seen it heat or cool. If the customer is financing, say that the lender pays you directly and when.
- Warranty. Separate the manufacturer's parts warranty, which often depends on online registration, from your own labor warranty. Say who registers the equipment and by when.
- Equipment prices can change between the estimate and the order; say how long the equipment price holds.
- If the old system turns out to have problems the new one cannot fix, such as undersized return ducts, those are quoted separately.
- Utility rebates and tax credits are the customer's to claim; say that you will provide the paperwork, not the money.
How to fill it in
- Fill in the customer and the job.
- Check each option's name, its one-line difference and its lines.
- Add your prices; each option totals on its own.
- Set tax, the deposit and the good-until date.
- Print it, download it, or send it from Koira so the customer can pick and sign on the phone.
Free tools for HVAC
- HVAC load calculator
- HVAC replacement cost calculator
- Duct size calculator
- Maintenance plan pricing calculator
- HVAC labor rate calculator
The same proposal for other trades: appliance repair, auto detailing, carpet cleaning, chimney, house cleaning, commercial cleaning, concrete, drywall, electrical, fence, flooring, garage door, general contractor, gutter, handyman, irrigation, junk removal, landscaping, lawn care, locksmith, moving, painting, pest control, plumbing, pool service, pressure washing, remodeling, roofing, septic, snow removal, solar, tree service, waterproofing, window cleaning.
More for HVAC companies: how HVAC companies run on Koira.