How to Quote an AC Installation Job — Line Items Checklist

Equipment Line Items

Equipment is typically 40-60% of the total job cost. Break each piece out as its own line item so the homeowner can see exactly what they are paying for.

Condensing Unit (Outdoor)

The condenser is the largest single cost on the quote. List the brand, model number, SEER2 rating, and tonnage. For a standard 3-ton, 16 SEER2 unit, expect to quote between $2,800 and $4,200 depending on the brand. Higher-efficiency units (20+ SEER2) can run $5,000 to $7,500.

Evaporator Coil (Indoor)

Always match the coil to the condenser. A mismatched coil voids the manufacturer warranty and reduces efficiency. Budget $800 to $1,800 depending on whether you are using a cased or uncased coil and the coil type (A-coil vs. slab).

Thermostat

Include a thermostat even if the homeowner has one. A new system deserves a compatible thermostat. Basic programmable thermostats cost $75 to $150. Wi-Fi smart thermostats run $150 to $300. Many homeowners appreciate the upgrade.

Line Set

Line sets run from the condenser to the evaporator coil. If the existing line set is the wrong diameter or uses R-22, you will need a new one. Budget $150 to $400 depending on length and whether it needs to be run through walls or attic space.

Condenser Pad

A composite or concrete condenser pad keeps the outdoor unit level and off the ground. These cost $40 to $100. Some jurisdictions require specific pad types, so check your local codes.

Disconnect Box

A weatherproof disconnect must be installed within sight of the outdoor unit per NEC code. Include a fused or non-fused disconnect at $50 to $120. If the existing disconnect is in good shape and properly rated, note that you are reusing it.

Labor Line Items

Labor is where most contractors either under-bid or over-bid. Break your labor into distinct categories so the homeowner understands the scope of work.

Installation Labor

A standard split system AC installation takes a two-person crew 6 to 10 hours. At a shop rate of $85 to $150 per hour, installation labor typically runs $1,200 to $2,500. Complex installs — such as attic units, tight crawl spaces, or new construction — take longer and cost more.

Electrical Work

If you need to run a new circuit from the panel to the disconnect, add $300 to $800 depending on the distance and panel accessibility. If you are subcontracting electrical work, include the subcontractor cost plus your markup.

Permits and Inspections

Most municipalities require a mechanical permit for AC installation. Permit fees typically range from $75 to $300. Include this as a line item so the homeowner knows it is handled. Some areas also require a separate electrical permit.

Materials & Extras

These smaller line items are easy to forget but add up quickly. Missing them means eating the cost or sending an awkward change order after the job starts.

• Refrigerant charge (R-410A): Most systems need a few extra pounds beyond factory charge. Budget $50 to $100 per pound, typically 2-4 lbs at $100 to $400 total.
• Duct modifications: If the plenum or return drop needs adjustments to fit the new coil, add $200 to $600 for sheet metal work.
• Drain line and safety switch: PVC condensate drain, trap, and a float safety switch run $50 to $150.
• Old system removal and disposal: Hauling away the old condenser and coil costs $150 to $300, including refrigerant recovery.
• Supplies and miscellaneous: Brazing rods, sealant, hangers, zip ties, and other consumables. A flat $75 to $150 covers most jobs.

Sample Complete Quote

Here is what a complete AC installation quote looks like for a 3-ton, 16 SEER2 split system in a typical 1,800 sq ft home. Your numbers will vary by region, brand, and job complexity.

Need a ready-to-use template with these line items pre-filled? Check out our AC installation proposal template.

Pricing Tips

Getting the price right means covering your costs, making a fair profit, and staying competitive. Here are the strategies that work:

• Know your true labor cost. Your shop rate should cover wages, workers comp, insurance, vehicle costs, and overhead — not just what you pay the technician per hour.
• Use good-better-best pricing. Offer three options: a budget-friendly 14 SEER2 unit, a mid-range 16 SEER2, and a premium 20+ SEER2. Most homeowners choose the middle option.
• Do not hide costs. Homeowners who find surprise fees after signing lose trust immediately. Put everything on the quote, even small items like the condenser pad.
• Add warranty value. If the manufacturer offers a 10-year parts warranty (with registration), say so. If you include a 1-year labor warranty, list it. Warranty coverage is a major differentiator.
• Account for travel and overhead. Jobs that are 45 minutes away cost more than the one across town. Factor drive time, fuel, and overhead into your pricing model.

For a deeper dive into pricing methodology, read our complete guide to pricing HVAC jobs.

Presenting the Quote to the Homeowner

How you deliver the quote matters almost as much as what is in it. A PDF emailed three days later loses to a polished proposal presented on-site the same day.

1. Present same-day when possible. If you can build the quote on-site using a mobile tool, your close rate goes up dramatically. Homeowners lose urgency overnight.
2. Walk through the quote line by line. Do not just hand it over. Explain what each item is and why it is necessary. Homeowners appreciate education.
3. Highlight the warranty and your qualifications. Mention your licensing, insurance, years in business, and manufacturer certifications. These build trust.
4. Make signing easy. If the homeowner has to print, sign, scan, and email back, you are adding friction. Digital signatures close faster.
5. Follow up within 48 hours. If they do not sign on-site, call or text within two days. After that, the job usually goes to someone else.