HVAC Quote Comparison Checklist: 10 Verify Points

Three HVAC quotes in your hand. They look different. The prices range from $5,400 to $10,200. The salesperson on the highest one is calling you twice a day. The cheapest one feels too good to be true.

Before you sign anything, run every contractor through this 10-point checklist. It takes 30 minutes and protects you from the contractor problems that cost Alabama homeowners thousands every year.

By Chad Wiswall, Owner & Lead HVAC Technician, Alabama HVAC License #92244 | Learn more about Chad

For background on the HVAC ownership decision, start with our complete Alabama HVAC homeowner's guide.

1. State HVAC License Number (And Verify It)

Every legitimate Alabama HVAC contractor has a license number from the Alabama Board of Heating, Air Conditioning, and Refrigeration Contractors (HACR). Ours is #92244.

Verify the number on the state board's website (search "Alabama HACR license verification"). Make sure the license is:

Currently active (not expired or suspended)
Issued in the contractor's company name (not "borrowed" from another company)
Of appropriate class for the work (residential vs commercial)

If a contractor refuses to provide their license number or it doesn't match their company name, walk away. Unlicensed HVAC work voids your homeowner's insurance and creates major resale problems.

2. Certificate of Insurance (COI)

Ask for a Certificate of Insurance showing both:

General Liability: Minimum $1 million per occurrence. This covers damage to your home during the install (broken fixtures, water damage, electrical issues, fire).
Workers' Compensation: Covers the contractor's employees if they're injured at your home. Without it, you can be liable for medical bills if a tech falls off your roof.

A reputable contractor will email you a COI within 24 hours. If they hedge, won't provide, or send something that looks fake, that's information.

3. BBB Record

Search the contractor on bbb.org (Better Business Bureau). What you're looking for:

BBB rating: A+ is ideal. A or A- is acceptable. B or below is concerning.
Years accredited: Longer is better. Chad's AC Direct has been BBB A+ since 1995.
Complaint volume and resolution: Some complaints are normal (no business is perfect). What matters is whether complaints were resolved professionally.
Patterns: Multiple similar complaints (unauthorized charges, no-show install dates, pressure sales) are red flags.

4. Exact Equipment Brand AND Model Number

The quote should specify both the outdoor condenser model number AND the matching indoor coil model number. Examples of acceptable specifications:

Outdoor: Goodman GSXH303610 (3 ton, 14.3 SEER2, R-454B)
Indoor coil: Goodman CHPF3636B6 (matched 3 ton evaporator)

NOT acceptable:

"Goodman 3-ton" (no model)
"High efficiency Trane" (no model, no specific SEER)
"Comparable equipment" (no brand)
"We'll determine equipment at install" (won't commit)

Once you have model numbers, you can Google them to verify the SEER2 rating, warranty terms, and price range matches what the contractor told you. See our companion guide on how to read an HVAC estimate line by line.

5. Full Warranty Terms in Writing

Two separate warranties, both in writing:

Manufacturer Parts Warranty

Should specify:

Parts warranty length (10 years is standard with registration)
Compressor warranty length (10 years standard, lifetime on premium Goodman models)
Heat exchanger warranty length on furnaces (20 years to lifetime)
Registration requirement: "Registration required within 60 days of install"
Whether warranty transfers at home sale (Goodman transfers, Trane usually doesn't)

Contractor Labor Warranty

Separately from manufacturer warranty, the contractor provides:

Labor warranty length (1 year standard, 2 better, 5-lifetime premium)
What labor warranty covers (just defects in install? Or all repair labor for warranty period?)
What voids the labor warranty (missed maintenance? Third-party repairs?)

6. Pricing Transparency

The quote should clearly show:

Equipment cost (with model numbers)
Labor cost (with what's included)
Permits and inspection (separate line)
Any add-ons (UV light, surge protector, smart thermostat) clearly itemized as optional
Sales tax (included or noted)
Total price (bottom line)

Hidden fees, "to be determined" line items, or vague total pricing are warning signs.

7. Financing Disclosure

If you're financing, ask three questions:

Is the equipment price the same as cash? Some contractors mark up by 8-15% to cover financing fees.
What financing partner does the contractor use? Wells Fargo, GoodLeap, Microf are common.
What's the APR and term length? Including any 0% promotional period and what happens after it ends.

Get the financing disclosure in writing before signing. Read our guide on HVAC financing options in Alabama for the full breakdown.

8. Written Timeline

The quote should specify:

Expected date range from contract signature to install start
How long the install will take (typically 1-2 days)
What happens if equipment isn't available on the promised date
What you're responsible for (clearing access, removing pets, etc.)

Vague "as soon as possible" timelines often mean weeks, not days. Get specifics in writing.

9. References (Local, Recent)

Ask for 3-5 references from customers in your service area within the last 12 months. The reference should be willing to discuss:

Was the install completed on the promised timeline?
Did the final price match the quoted price?
Was the system properly commissioned (cooling/heating performance tested)?
Did the contractor follow up after install?
Any warranty issues that came up, and how they were handled?

Online reviews supplement but don't replace direct references. 1,247 reviews / 4.9 stars (our current Google rating) is one data point; talking to a recent customer is another.

10. What the Quote Should NOT Include

Red flag items that shouldn't be on a quote:

Mandatory extended warranty (extended warranties are optional decisions, not auto-included)
"Maintenance plan included" with auto-renewal at $250+/year (read fine print)
"Crane fee" on ground-level install (you don't need a crane unless it's a rooftop unit)
"Refrigerant top-off fee" on new install (new systems come pre-charged)
"Documentation fee" or "processing fee" (made up)
Vague "miscellaneous materials" line of $500+ (padding)

The 10-Point Quote Comparison Table

Make a table with 10 rows (one per item above) and one column per contractor. Fill it in:

Item	Contractor A	Contractor B	Contractor C
License # verified	?	?	?
COI provided	?	?	?
BBB rating	?	?	?
Equipment model #s	?	?	?
Warranty in writing	?	?	?
Pricing transparent	?	?	?
Financing disclosed	?	?	?
Written timeline	?	?	?
References provided	?	?	?
No red flag items	?	?	?

The contractor who scores best across this matrix is usually NOT the cheapest. They're the one most likely to deliver what they promised, at the price they quoted, with the warranty actually honored.

Frequently Asked Questions

What if a contractor refuses to provide some of this information?

That's information about whether they should have your business. Reputable contractors expect informed buyers and provide documentation readily. Contractors who get defensive at standard requests are signaling that they're not used to scrutiny.

How long does it take to do this 10-point check?

About 30 minutes per contractor. Most of the items are quick lookups (BBB, license verification) or asking for emails. Worth the time to avoid a bad install on a $9,000 system.

Is it rude to ask all these questions?

No. You're spending $7,000-$13,000 on equipment that needs to last 15 years and a contractor who'll be in your home for 1-2 days. Asking standard verification questions is professional, not rude.

What if the contractor has a great BBB rating but bad Google reviews?

Look at the patterns in the Google reviews. If complaints are about specific issues (no-show install dates, surprise fees, unresponsive after sale), that's actionable. If complaints are vague or one-time issues, less concerning. Cross-reference with the BBB record.

What if the cheapest quote checks all the boxes?

Then you found a great deal. Lower price isn't automatically a red flag if the quote is complete and the contractor passes the checklist. The risk is just that "cheap and complete" is rare.

Want a Quote That Passes the 10-Point Checklist?

Chad's AC Direct provides written quotes with every item on this checklist verifiable: License #92244, BBB A+ since 1995, full insurance with COI on request, exact brand and model numbers, full warranty terms in writing, transparent line-item pricing, financing options disclosed, written install timeline, and references on request. We pass our own checklist.

Call (334) 264-6464 for Montgomery or (334) 478-1438 for Dadeville and Lake Martin areas for a free in-home consultation. Quote will be in your inbox within 24 hours. Schedule online through our contact page.

HVAC Quote Comparison Checklist: 10 Things to Verify Before You Sign