AC Installation and Service Quotation Format
Most complaints in AC installation are about extra charges the customer did not expect: more copper pipe, a stand, core cutting, a drain extension. Each one is fair, but when it appears only on the final bill, the customer feels cheated. A clear AC quotation lists these extras with rates before the technician climbs the ladder.
This page shows how to quote AC installation, repairs and annual maintenance contracts (AMC), with a sample for installing three split ACs and an AMC.
Standard installation vs extras
Brands and dealers usually supply a standard installation kit with a split AC, typically including a few metres of copper pipe and a drain pipe. Anything beyond that is extra. Start your quotation by saying what the standard installation includes, then list each possible extra with its rate: per metre of additional copper pipe, outdoor unit stand, core cutting through walls, drain pipe extension, and electrical work.
Even if the customer bought the AC from a shop that promised "free installation", your quotation for the extras keeps the conversation simple: free installation covers the standard kit, and these are the rates for anything more.
What to include in an AC quotation
- AC details: indoor and outdoor unit type (split, window, cassette), capacity in tons, and who is supplying the AC.
- Installation charge per unit, and what it covers.
- Copper pipe: size and rate per metre beyond the standard length, with insulation.
- Outdoor unit mounting: wall stand, floor stand or roof, and the stand material.
- Core cutting and drain routing.
- Electrical: whether a separate power point, MCB or stabiliser is needed, and whether you provide it.
- Gas charging: only when a leak is found and repaired, with the refrigerant type (R32, R410A) and rate.
- Old unit removal and disposal, if requested.
Sample AC quotation (installation of 3 split ACs with AMC)
CoolCare AC Services
Lucknow GSTIN 09ABCDE1234F1Z5 (sample)
QUOTATION
- Quotation No.
- QT/2026-27/011
- Date
- 01 Oct 2026
- Valid till
- 16 Oct 2026
Bill To
Mr. Arvind Srivastava
Gomti Nagar, Lucknow
Subject: Installation of 3 split ACs (customer-supplied) and annual maintenance
Swipe the table sideways to see all columns
| # | Item | Qty | Unit | Rate (₹) | GST | Amount (₹) |
|---|---|---|---|---|---|---|
| 1 | Installation of 1.5 ton split AC with standard kit | 3 | Nos | 1,500.00 | 18% | 4,500.00 |
| 2 | Additional copper pipe 1/4 + 1/2 inch with insulation | 12 | Mtr | 750.00 | 18% | 9,000.00 |
| 3 | Drain pipe extension | 10 | Mtr | 40.00 | 18% | 400.00 |
| 4 | Outdoor unit wall stand, MS powder-coated | 3 | Nos | 900.00 | 18% | 2,700.00 |
| 5 | Core cutting 65 mm for pipe routing | 3 | Nos | 600.00 | 18% | 1,800.00 |
| 6 | Uninstallation of old window AC | 1 | Nos | 600.00 | 18% | 600.00 |
| 7 | Non-comprehensive AMC, 3 wet services per year | 3 | Units | 1,800.00 | 18% | 5,400.00 |
Terms & Conditions
- Standard kit: 3 m copper pipe and drain pipe per unit, as supplied by brand.
- Gas charging only after leak repair, at Rs. 2,500 (R32) per unit.
- Power point and MCB near indoor unit by customer.
- AMC excludes spare parts, gas and compressor.
For CoolCare AC Services
Authorised signatory
Bank / UPI (sample)
Sample Bank, A/c 000123456789, IFSC SAMP0001234
UPI: coolcareacservices@upi
Scan to Pay (sample)
Download this format: ExcelWordPDF
Sample for reference only. Rates are typical figures and vary by city and brand. GSTIN, bank and UPI details are made up. GST rates shown are common rates; confirm the current rate for your items with your accountant.
Writing an AMC quotation
An annual maintenance contract brings steady income between installation seasons. Spell out the AMC type. A non-comprehensive AMC covers scheduled services and breakdown visits, with spare parts and gas charged extra. A comprehensive AMC also covers listed spare parts, at a higher price. List the number of scheduled services per year (for example 3 wet services), what each service includes, the response time for breakdown calls, and exclusions such as compressor replacement or physical damage.
AMC quotations are usually per unit per year. If the customer has many ACs, a per-unit rate with a small reduction for larger counts is easy to understand.
Repair quotations
For repairs, quote the visit and diagnosis charge first, then the repair after you find the fault. Write the part name, rate and labour separately, and if gas is needed, say what leak you are fixing. Customers distrust a gas top-up with no leak repair, because the gas will escape again.
Track warranties and AMC renewals
AC work creates repeat business only if you remember to call back. In Quotely Pro you save your installation rates and extras once, copy a previous quotation for the next customer, and send the PDF on WhatsApp. After installation you can issue a warranty certificate for your workmanship and see in Reports which warranties are ending, so you can offer an AMC on time. For the power point and wiring, see the electrical work quotation format.
Frequently asked questions
What should an AC installation quotation include?
An AC installation quotation should include the AC type and capacity, who supplies the unit, the installation charge and what the standard kit covers, rates for extra copper pipe, stands, core cutting and drain extension, electrical requirements, gas charging terms, and warranty.
Why do AC installers charge extra for copper pipe?
The standard installation kit includes only a few metres of copper pipe. When the outdoor unit is farther away, extra pipe is needed, and copper is costly. A good quotation states the per-metre rate before installation so the customer is not surprised.
What is the difference between comprehensive and non-comprehensive AMC?
A non-comprehensive AMC covers scheduled services and breakdown visits, with spare parts and gas charged extra. A comprehensive AMC also covers listed spare parts and costs more. The quotation should list services per year, response time and exclusions.
Should gas charging be included in an AC service quotation?
Only when needed. An AC loses gas only through a leak, so gas charging should come with a leak repair. Quote the refrigerant type and rate separately and state that gas is charged only after the leak is fixed.
How often should an AC be serviced under AMC?
Many AMCs include two to four scheduled services a year, depending on usage and climate. In hot regions with long summers, three wet services a year is common. Write the number of services in the AMC quotation.