Air Conditioning Quote Example for a Flat or Small Office
A worked example of a split air conditioning quote for a flat or small office, line by line, with the details customers check when comparing installers.
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Sample quote
Small office, 5 wall-mounted split AC units
Customer: Harbour Lane Accountants, Bristol
| # | Product | Qty | Unit | Note |
|---|---|---|---|---|
| 1 | Bosch Climate 2000 Wall-Mounted Inverter Split Air Conditioner 9.000 Btu/h (CL2000U W 26 E + CL2000 26 E)Bosch · CL2000U W 26 E + CL2000 26 E | 3 | nr | For three private offices, one unit each |
| 2 | Bosch Climate 2000 Wall-Mounted Inverter Split Air Conditioner 12.000 Btu/h (CL2000U W 35 E + CL2000 35 E)Bosch · CL2000U W 35 E + CL2000 35 E | 2 | nr | For the open-plan area and meeting room |
| 3 | Insulated copper refrigerant pipework | 20 | m | Service lines |
| 4 | Condensate drain pipe | 15 | m | |
| 5 | Outdoor unit wall bracket and installation | 5 | nr | |
| 6 | Evacuation, leak test and commissioning | 1 | item |
- All prices exclude VAT, charged at 20%.
- This quote is valid for 30 days.
- Pipework length is based on the survey; any difference is charged per metre.
- Electrical supply and isolators by others unless stated.
- Installation within 5 working days of order confirmation.
Prices are not shown in the example; you enter your own prices in the quote generator.
What a split air conditioning quote should include
When a customer lays three quotes side by side, the equipment list is the first thing they read, but the real differences usually sit in the installation lines. A clear quote names each indoor and outdoor unit, gives the capacity in both Btu/h and kW, states the quantity and says which room each unit serves. Pipework, condensate drainage, brackets and commissioning then follow as separate lines, so nobody has to guess what ‘fully installed’ means.
Show capacity and room allocation
Customers talk about 9,000 and 12,000 Btu units; engineers size in kW. Put both on the quote. In the example below, the Bosch Climate 2000 wall-mounted range is used in its 9,000 Btu/h (2.6 kW) and 12,000 Btu/h (3.5 kW) sizes. Writing the room name in each line note repeats what was agreed on the survey and stops a unit ending up on the wrong wall.
Keep installation lines separate
- Refrigerant pipework: quote the total length measured on survey and say how any difference is charged per metre.
- Condensate drain: note where it runs to, such as a waste pipe, gully or external wall.
- Brackets and installation: group the outdoor unit bracket, core drilling and making good in one line.
- Commissioning: list evacuation, leak test and a run check by an F-gas certified engineer; customers like to see this in writing.
A price-free template you complete yourself
The example on this page carries no prices, because purchase terms, labour costs and travel differ for every installer. In Tekliva's free quote generator both Bosch models can be added straight from the catalogue; you enter your own unit prices, upload your logo and download the PDF without signing up. If you quote net prices, state in the terms that VAT is added at 20%. A VAT-registered office reads that line very differently from a homeowner.
After the quote has been sent
Air conditioning enquiries jump with the first warm weeks, and customers often collect several quotes in the same few days. Knowing whether yours has been opened tells you when to pick up the phone. In the Tekliva panel you get a notification when the quote link is opened, set a follow-up reminder and sort jobs into hot, warm and cold. Even in the busiest weeks no quote is left without a reply, and everyone in the team can see which job is at which stage.
FAQ
Should an air conditioning quote include installation?
It should say clearly whether it does. The clearest way is to show pipework, drainage, brackets and commissioning as separate lines.
Do I need a 9,000 or 12,000 Btu unit?
That depends on room size, orientation and how the space is used, so it should be set on the survey. In the example, 9,000 Btu/h units serve the private offices and 12,000 Btu/h units the larger rooms.
Should an AC quote show prices with or without VAT?
Either works as long as it is stated. Business customers usually expect net prices plus a 20% VAT note, while homeowners often prefer VAT-inclusive figures.
How is refrigerant pipe length worked out?
The actual route between indoor and outdoor units is measured on survey. Put the total metres on the quote and say in the terms how any difference is charged.
How can I make a free air conditioning quote as a PDF?
In Tekliva's free quote generator you pick the products from the catalogue and enter your own prices. The PDF with your logo downloads without an account.