Quote templates for HVAC and aircon installers
Practical split-unit and ducted aircon quote examples with equipment, installation, and detailed pricing in rand.
Split unit installation quote
Split unit installs are the bread and butter of residential aircon work in South Africa. Example for a 12,000 BTU inverter unit in a main bedroom:
- Split aircon unit 12,000 BTU, inverter, 1 unit at R11,500
- Insulated copper pipe pair, 5 m at R220/m
- Condensate drain pump, 1 unit at R650
- Programmable WiFi thermostat, 1 unit at R950
- 3x2.5mm electrical cable, 8 m at R38/m
- Wall bracket for outdoor unit, 1 unit at R420
- PVC trunking 60x40, 5 m at R95/m
- Electrical connection and commissioning, 1 service at R850
- Installation labour, 8 hrs at R450/hr
Equipment total: R12,450 | Installation materials: R2,489 | Labour: R3,600 | Total: R18,539
With Prummo, just dictate: "12,000 BTU inverter split unit at 11,500 rand, 5 metres of insulated copper pipe at 220 per metre, condensate pump at 650..." and the quote is ready.
Ducted system for a full house
Ducted systems are high-value jobs and typically need a deposit before ordering equipment. Example for a 4-bedroom house:
- Ducted inverter aircon system, 5-zone, 1 unit at R68,000
- Insulated ductwork and diffusers, 1 set at R18,500
- Refrigerant piping (copper, insulated), 35 m at R240/m
- Condensate drainage, 1 set at R2,200
- Zone control panel and thermostats, 1 set at R6,500
- Electrical connection (dedicated circuit and isolator), 1 service at R2,800
- Commissioning, gas charge, and handover, 1 service at R1,800
- Installation labour, 6 days at R3,600/day
Equipment and materials total: R99,000 | Labour: R21,600 | Total: R120,600
On a job this size, request a deposit of around R40,000 to R50,000 via PayShap before ordering the ducting and units, then the balance on commissioning. It keeps you from carrying equipment cost while the customer decides.
Service, repair, and gas top-up quote
Service and repair work is recurring, low-ticket, but keeps the diary full between installs:
- Annual split service (filter clean, gas check, general test), 1 service at R650
- Multi-split service (2 to 3 indoor units), 1 service at R1,100
- R32 gas top-up (including leak check), 1 service at R1,450
- PCB replacement, 1 unit at R2,200 + 1 hr at R450/hr
- Call-out and fault diagnosis, 1 service at R500
Total example (service + gas top-up): R2,100
Service calls are the gateway to bigger jobs. A properly itemised quote on a R650 service is what a customer remembers when the ducted system in the lounge finally packs up.
Tips for aircon and HVAC quotes
Always separate equipment, installation materials, and labour. The customer wants to know how much the unit costs versus how much the install costs; lumping it into one figure breeds distrust.
Quote the exact brand and model. South African customers comparing quotes will check the model number online, so vague descriptions like "aircon unit" undersell the job.
Summer (October to March) is when demand spikes hardest, especially on hot Highveld and coastal days. Whoever gets the quote out first usually gets the install date. Dictate the quote on-site with Prummo and send it via WhatsApp before you've packed up the van.
For systems above R30,000, split the payment. Request a deposit via PayShap or EFT to order the unit and ductwork, then request the balance once it's commissioned. A R40,000 deposit is a far easier yes than R120,000 all at once.
Frequently asked questions
Should I include the refrigerant gas as a separate line?
For new installations, include the gas charge as "included" in the equipment line. For repairs and top-ups, charge it separately since the amount needed varies job to job.
How do I quote pipework when I don't know the exact metres yet?
Estimate with a 15-20% buffer and note on the quote "pipe run estimated, to be confirmed on installation day". Most customers accept this, especially on wall-mounted split units where the route can shift slightly.
Should I charge for a site visit before quoting a ducted system?
For anything beyond a straightforward split unit, yes. A callout fee of R350 to R650 for a proper survey is reasonable, and you can deduct it from the total if the customer goes ahead.
How do my customers pay once they accept the quote?
Once they accept on their phone, send a PayShap request straight to their banking app, or they can pay by EFT with proof of payment attached to the job. Cash still works for smaller service calls. There's no card checkout for South Africa, but PayShap is usually the fastest of the three, often confirmed within minutes.
Should I quote load-shedding backup as part of the aircon job?
If the customer asks, quote it as a separate line item rather than folding it in. Backup power for aircon (usually via an inverter, since most aircon units draw too much for small UPS systems) is a different scope and cost entirely, and keeping it separate avoids confusing the two quotes.
Do I need to charge VAT on aircon quotes?
Only if you're registered for VAT with SARS. If you are, add it as a clearly separated 15% line so the customer sees the base price and the tax. If you're not registered, don't add a VAT line at all.