QuoteAceAir conditioningQuote template
Air conditioning quote template for Australian air conditioning installers
A good quote wins the job and protects you when the scope changes. Here's what an Australian air conditioning (HVAC) technician's quote should include, and a free tool that builds one from your job notes.
What to put on a air conditioning quote
- Your business details: business name, ABN, ARCtick refrigerant handling licence no., phone and email.
- Quote number, date and validity: for example "valid for 30 days", so material price rises don't catch you out.
- Customer and job address.
- Scope of work: a plain-English description of exactly what you will do.
- Itemised pricing: labour (hours × your rate), materials at your sell price (cost plus your markup), and any callout fee.
- GST: if you're registered, show the ex-GST subtotal, GST (10%) and the GST-inclusive total.
- Inclusions, exclusions and assumptions: the part that prevents arguments later.
- Payment terms and a place for the customer to sign and accept.
How GST works on a quote
If your business is registered for GST, add 10% to the ex-GST price. For example, $1,000 ex GST + $100 GST = $1,100 inc GST. To find the GST inside a GST-inclusive price, divide by 11. If you aren't registered for GST (generally businesses with turnover under $75,000), don't charge GST, and it's good practice to say so on the quote. Check the ATO website or your accountant for your own situation.
Should you show your materials markup?
No. Most air conditioning installers mark up materials (often 10–30%) to cover ordering, pick-up, waste and warranty risk. Show the customer one price per item that already includes your markup, and keep the cost and margin for yourself. QuoteAce does this for you: enter materials at cost, set your markup once, and the quote shows only the final prices. GST is then added on the whole subtotal.
Licences and compliance on air conditioning quotes
Anyone who handles refrigerant in Australia needs an ARCtick refrigerant handling licence from the Australian Refrigeration Council, and the business needs a refrigerant trading authorisation. Put your licence number on the quote. The electrical connection (new circuit and isolator) must be done by a licensed electrician, or a restricted licence holder where your state allows it, and the certificate of electrical safety or compliance required in your state or territory issued. Say whether pipe runs over a set length cost extra, and that equipment warranty is the manufacturer's.
Common air conditioning jobs to quote
- Split system supply & install: Supply and install 7.1kW reverse cycle split system in the living room, back-to-back install with outdoor unit on wall bracket, new dedicated circuit and isolator from the switchboard, condensate drain, pressure test, vacuum and commission.
- Ducted system: Supply and install 14kW ducted reverse cycle air conditioning to a single-storey house: indoor unit in the roof space, outdoor unit on slab, 6 outlets with insulated flexible ducting, return air grille, 2-zone control and wall controller, new circuit from the switchboard, commission.
- Service / clean: Service and clean 2 wall-mounted split systems: clean filters, coil clean and sanitise indoor units, flush drains, check outdoor units, check operation and gas pressures, report.
- Regas / leak repair: Split system not cooling: leak test with nitrogen, repair flare leak, evacuate, vacuum and regas with R32, test operation.
- Relocation: Relocate existing split system indoor unit to the opposite wall and outdoor unit to the side of the house: recover refrigerant, remove and refit units, new pipe run approx 6m, drain, reconnect power, vacuum, recharge and commission.
Each of these is a one-tap preset in QuoteAce. You can edit everything before you send it.
Make yours in under a minute
Type the job in plain words. QuoteAce writes the scope, line items, exclusions and payment terms, works out the GST, and lays it out as a printable A4 quote you can save as a PDF. It's free during the beta.