Getting three quotes for a new air conditioner, furnace or heat pump is good advice. The problem is that three quotes rarely describe the same job. One includes the permit and one does not. One lists model numbers and one says “3 ton system.” One is $2,000 lower because it quietly skips the part that makes the system last. Here is how to put them side by side properly.
Step one: make them describe the same equipment
A quote without model numbers is not comparable to anything. Ask every contractor for:
- The outdoor unit model number
- The indoor coil or air handler model number
- The furnace model number, if one is included
- The thermostat, especially for variable speed systems that need a matching communicating control
With those, you can check that the outdoor and indoor pieces are actually rated to work together. The efficiency rating on a quote only applies to a matched combination, and manufacturers publish which combinations are certified. A cheap quote sometimes pairs a new outdoor unit with a coil that was never matched to it.
Step two: check how the size was chosen
Ask each contractor how they sized the system. There are two kinds of answer.
- “We ran a load calculation.” Good. Ask to see the result. It accounts for square footage, insulation, windows, orientation and the Sacramento climate.
- “You have a 4 ton now, so we quoted a 4 ton.” That is matching the old unit, not sizing the house. In Sacramento tract housing the original system is frequently oversized, which is why so many of them short cycle.
If two quotes differ by a full ton, one of them is probably wrong, and the load calculation tells you which.
Step three: line up what is included
A complete California replacement quote should cover each of these. Put a check next to each item for each contractor:
- City or county permit. Required for a replacement. A contractor offering to skip it to save you money is creating a problem you inherit when you sell.
- HERS verification under California’s energy code. It is a third-party field test, and it is part of a legal installation here.
- Refrigerant line set. Replaced, or reused, and if reused, whether it is cleaned and pressure tested.
- Evacuation and charge. A deep vacuum and a charge that is weighed in and verified, with the readings written down.
- Pad, disconnect and electrical. Including whether any panel work is needed for a heat pump.
- Duct work. Whether static pressure was measured, and whether any sealing or repair is included or excluded.
- Removal and disposal of the old equipment and its refrigerant.
- Warranty registration. Manufacturer parts warranties often depend on registering the equipment within a set window after installation. Ask who does it.
- Labor warranty. How many years, in writing.
Now compare. A quote that looks $1,500 cheaper and is missing the permit, the HERS test and the line set is not cheaper.
Step four: check the contractor, not only the price
- Look up the license on the Contractors State License Board website. Confirm it is active, that the name matches the company on the quote, and that it carries the right classification for HVAC work.
- Read recent reviews for installation jobs specifically, not only repairs.
- Ask who actually does the installation. Employees or subcontractors, and whether the person who quoted it will be accountable afterward.
Red flags worth walking away from
- A large deposit up front. California law limits the down payment on a home improvement contract to $1,000 or 10 percent of the contract amount, whichever is less, under Business and Professions Code section 7159.5. A contractor asking for half before starting is asking for more than the law allows.
- “This price is only good today.” Pricing on a real replacement does not change overnight.
- No permit, or an offer to skip it.
- Refusing to give model numbers in writing.
- A federal tax credit subtracted from a 2026 installation. The federal heat pump credit covered installations through the end of 2025. See heat pump tax credit 2026.
- A bigger system as the answer to comfort complaints without measuring the ducts first.
What a fair price looks like here
Ranges for the Sacramento area are in what a new HVAC system costs and heat pump replacement cost. For a quick number specific to your house before anyone visits, the cost calculator takes about a minute.
How we write ours
Our replacement quotes list every model number, show the load calculation, and put the permit, HERS verification, line set, warranty registration and labor warranty on the page so you can compare them against anyone else’s. Replacement estimates are free. If you already have another company’s quote and want a second opinion on what is missing, we are happy to look at it. More about how we install is on our installation and replacement page.
Frequently asked questions
How many HVAC quotes should I get?
Three is a sensible number, as long as each one lists model numbers and the same scope of work. Two detailed quotes are more useful than five vague ones.
Why are my HVAC quotes so different?
Usually because they are not quoting the same job. Differences in system size, efficiency tier, whether the permit and HERS test are included, whether the line set is replaced and how duct work is handled can account for thousands of dollars.
How much can an HVAC contractor ask for as a deposit in California?
Under Business and Professions Code section 7159.5, a home improvement down payment cannot exceed $1,000 or 10 percent of the contract amount, whichever is less.
Does an HVAC replacement need a permit in California?
Yes. A system replacement requires a permit from your city or county, and HERS verification under the state energy code is part of a legal installation. Skipping the permit can create problems when you sell the house.
What should an HVAC quote include?
Model numbers for every major component, how the system was sized, the permit, HERS verification, line set and refrigerant work, electrical and pad work, duct scope, equipment removal, warranty registration and a written labor warranty.
How do I check an HVAC contractor’s license in California?
Use the license lookup on the Contractors State License Board website. Confirm the license is active, the business name matches the quote, and the classification covers HVAC work.