Heat pump installation quotation template
Heat pump installation quotation template: heat loss survey, outdoor unit, cylinder, radiator upgrades and commissioning, with grants kept in the notes.
Templates by industry
- Heat loss survey and system design
- Air-to-water heat pump unit, supply and mounting
- Hot water cylinder and buffer tank
- Radiator upgrades, per radiator
- Commissioning, controls set-up and handover
Preparation guide
Example workflow
Confirm scope and quantities
Example: start with "Heat loss survey and system design", confirm the required quantity and client inputs, then agree completion criteria for each item.
Review and approve the quotation
Confirm acceptance evidence for "Commissioning, controls set-up and handover", all line quantities, exclusions and quote validity with the customer, and retain the approved version.
Deliver and prepare billing
Confirm completed quantities, site photos, agreed test results and any remaining remedial work. When the agreed milestone is complete, prepare an invoice using actual quantities and approved changes.
A heat pump quotation replaces a boiler with a system that runs at lower water temperatures, so it stands or falls on the design work behind it. The client wants to know that the unit is sized for the house, that the radiators will keep rooms warm and where the hot water cylinder will go. This template opens with the heat loss survey and then prices the outdoor unit, cylinder, radiator upgrades and commissioning apart, which makes offers that sized the system differently easy to compare.
Fields to prepare
- Deliverables and line items
- Heat loss survey and system design, Air-to-water heat pump unit, supply and mounting, Hot water cylinder and buffer tank, Radiator upgrades, per radiator, Commissioning, controls set-up and handover: specify the planned quantity and delivery scope for each item.
- Heat loss survey and system design
- State the design outdoor temperature and the heat loss result in kW, so the client can see where the unit size comes from.
- Air-to-water heat pump unit, supply and mounting
- Give the model, rated output and mounting position, including the distance to the house, which affects pipe runs and noise.
- Hot water cylinder and buffer tank
- Name the cylinder volume and where it will stand; it often takes a cupboard, and the client should know before work starts.
- Radiator upgrades, per radiator
- List the rooms that get larger radiators according to the survey, rather than a round number of radiators.
- Commissioning, controls set-up and handover
- Commissioning means filling, setting the heating curve and showing the controls; say whether a follow-up visit is included.
- Site and measured quantities
- Record the site, work zones, areas, lengths or counts, and access hours.
- Materials and work stages
- Specify materials, labor, removal, disposal and making-good allowances, and completion criteria for each stage.
- Scope to agree
- Base the unit size on a room-by-room heat loss figure, list the radiators that must grow, and keep any grant out of the line prices and in the notes.
Before sending
- Does “Heat loss survey and system design” say what is included and what quantity the price assumes?
- Would the customer read “Air-to-water heat pump unit, supply and mounting” the way you do, including what it leaves out?
- Can you still honour the price of “Hot water cylinder and buffer tank” on the last day the quotation is valid?
Show 5 more
- Does “Radiator upgrades, per radiator” say what is included and what quantity the price assumes?
- Would the customer read “Commissioning, controls set-up and handover” the way you do, including what it leaves out?
- Agree how quantity changes following measurement or drawing revisions will be approved.
- Confirm client-supplied materials and work that other contractors must finish first.
- Check quote validity, the customer approval method and payment milestones.
Worked example: a heat pump for a three-bedroom house
The figures are an example in dollars, with an example tax rate of 8%. An installer quotes the survey, an air-to-water unit, a cylinder with buffer tank, four larger radiators and commissioning, in place of a gas boiler.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Heat loss survey and system design | 1 × $650.00 | $650.00 |
| Air-to-water heat pump unit, supply and mounting | 1 × $8,900.00 | $8,900.00 |
| Hot water cylinder and buffer tank | 1 × $2,400.00 | $2,400.00 |
| Radiator upgrades, per radiator | 4 × $420.00 | $1,680.00 |
| Commissioning, controls set-up and handover | 1 × $780.00 | $780.00 |
| Subtotal | $14,410.00 | |
| Sales tax (8%) | $1,152.80 | |
| Total | $15,562.80 | |
The five lines come to $14,410.00 before tax; tax at 8% adds $1,152.80, for a quotation total of $15,562.80. A grant the client applies for appears in the notes and is not deducted from these lines.
Mistakes that weaken a heat pump quotation
- Sizing the unit from the old boiler’s output instead of a heat loss calculation.
- Leaving out radiator upgrades, then hearing that rooms stay cold in winter.
- Not showing where the cylinder and outdoor unit will go before the client agrees.
- Deducting an expected grant from the price before it has been approved.
- Using the standard tax rate without checking whether this installation is taxed differently where you work.
What the document must show
These details make a quotation easier to approve and to file.
- Your business name, address and registration or tax number
- The customer's name and address
- Issue date and a document number you do not reuse
- Each line item with quantity, unit price and amount
- Tax shown separately from the net amount, and the total payable
- Payment terms: due date, bank details or accepted payment methods
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Frequently asked questions
How do I show a grant the client expects to receive?
Keep the line prices at their full amount and put the grant in the notes, with who applies for it and what happens if it is refused. Schemes and their conditions change, so ask the client to confirm eligibility with the scheme itself.
Should removing the old boiler be on the quotation?
Yes, as its own line or inside the installation line, and say whether the gas supply is capped by you or left to another trade. Clients comparing quotes often miss that one installer included it and another did not.
What if the house needs insulation before a heat pump makes sense?
Say so in the notes and size the system for the house as it is, unless the client commits to the insulation first. You can offer both versions as two separate quotations, with and without the improvement.
How do I handle a possible electrical supply upgrade?
Check the main fuse and distribution board during the survey. If the supply may need an upgrade, list it as an exclusion handled by the network operator or as an allowance, because its timing is outside your control.
How is tax calculated on this template?
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending. The editor keeps the net amount, the tax and the total apart, and recalculates all three when you change a quantity, a unit price or the country setting.
Is this template free?
Yes. You can fill in this template and print it or save it as a PDF without an account, and there is no payment step and no watermark on the document. Saving it to your account and downloading Excel or Word files need a free account.
Read next
Reading for the Heat pump installation quotation template: How to write a quotation: format, example and checklist and Estimate vs quote: what binds you, with a remodeling example. The VAT and GST calculator adds tax to your quoted prices.