Air conditioning quote template

What to put on an air-con quote

• The unit: brand, model, type and capacity in kW, for heating and cooling.
• Why that size: room size, ceiling height and orientation, in a sentence.
• Where the indoor and outdoor units go, and how the pipes run between them.
• Mounting: wall bracket, ground pad or roof.
• The electrical work: a dedicated circuit and isolator, by a licensed electrician.
• Removal of the old unit and recovery of its refrigerant.
• Your refrigerant handling licence and electrical licence details.

Define the standard install

Many installers advertise a standard or back-to-back install. Customers read that as everything. Write down what it covers: the length of pipe run, a single-storey wall, the bracket, the drain and the circuit within a set distance of the switchboard. Then list what costs extra, per metre or per item: longer pipe runs, a second-storey wall, a condensate pump, a switchboard upgrade. Consumer Protection WA says an accepted quote forms a binding contract, so costs you left out can’t simply be added later.

Options the customer can compare

Air-con customers almost always compare: two capacities, two brands, or a split system against ducted. Put each option on one quote so the comparison happens on your document rather than someone else’s. In Karya Falak each option is a group of lines the customer ticks on their phone, and a percentage deposit changes with the total.

Deposits in the busy season

Before summer you may need a deposit to order units. Keep it to what the unit costs you, and say what happens if the customer cancels after you have ordered. Consumer regulators tell consumers not to pay more than about 10% for most jobs, and a term that lets you keep a whole deposit for any reason can be unfair under the unfair contract terms law.

Warranty notes

Keep the manufacturer’s warranty on the unit separate from your installation warranty, and say how long each lasts. Note what the customer must do to keep them, such as regular filter cleaning or a periodic service. Offer that service as an optional line on the same quote.

From quote to booked install

In Karya Falak you save your standard install as a quote template with a cover photo and build the parts as a kit in your price book, with your cost and margin kept off the customer’s copy. When the customer accepts, any deposit invoice is issued and the card moves to Booked. Annual services can be set as repeating visits. See software for air-conditioning businesses. Rules checked 30 October 2026 against ato.gov.au, business.gov.au, ACCC and state regulator guidance. General information only, not tax or legal advice. Ask your accountant, BAS agent or state regulator about your own situation.