The Sales Process for a New HVAC Installation or System Replacement

Whether you are doing a HVAC new installation or a system replacement/upgrade, here is the sales process you should experience so that you get the right system for your home and are satisfied every step of the way, from the initial call to final follow-up.

Step 1: Respect the consultation schedule

After you schedule a specific date and time, expect the sales consultant to arrive right on time or even a few minutes early. A late arrival without prior notice or rescheduling close to appointment time (or multiple times) is a red flag about how the HVAC company operates. This blog article shares other warning signs to avoid trouble with your HVAC system (and contractor) from the start.

Step 2: Ask and answer questions to gather complete information

The sales consultant should ask you a lot of questions (and listen carefully to yours) to address all your concerns and expectations, and gather input that will guide the choice of HVAC system.
Questions we ask include:

• What are the issues you have been having with your old (existing) system?
• Are there any hot or cold spots in the house?
• Does anyone in the house have allergies?
• Have you done any upgrades to the house such as new windows, insulation, or an addition?

Step 3: Take comprehensive measurements/calculations

Every room in your house must be measured accurately to ensure the HVAC system you get is the right size for your space. (For a ductless mini-split system, the room where it will be installed must be measured.) The consultant will use those measurements to perform a manual J calculation; this is the industry standard for residential HVAC that determines your home’s unique heating and cooling loads and guides system size and capacity for optimal energy efficiency and indoor air comfort. This also informs the ductwork configuration for new HVAC installations.

If the consultant fails to perform thorough measurements and a manual J calculation, move on to another firm!

Step 4: Measure ductwork for HVAC system replacements

If you are doing a system replacement, the consultant should take full measurements of the existing ductwork, note ductwork and vent placement, and take pictures. At Bloomfield Cooling, Heating & Electric, we install custom ductwork fittings to ensure a proper fit for the new system or will make recommendations to replace ductwork if necessary.

Step 5: Present multiple HVAC equipment options

Different HVAC systems offer varying levels of SEER ratings and energy efficiency, fit a range of budgets, have different customization features, and are powered by different technologies. Make sure the consultant discusses multiple types of HVAC equipment suited to your needs, and shows you sales literature and/or videos that explain your options.

Step 6: Present financing options

Does the HVAC contractor offer a financing program? Are there special discounts available through your utility company or rebates from a manufacturer? All financing options should be presented and explained fully.

Step 7: Proposal follow-up

Based on all the information gathered, the consultant puts together and sends you a proposal, after which you should expect a follow-up call to schedule a review and answer your questions, so you feel confident about your HVAC options and feel good about the choice you make.

Step 8: Schedule the installation

After you’ve selected a heating/cooling option, the consultant will book an installation date and explain what to expect of the installation or replacement process, start to finish.

Step 9: Get permits

The HVAC contractor submits all the relevant paperwork to secure work permits before work starts. Permit fees should be included in the work proposal. In the case of emergency replacement units, the work is allowed to be completed before the permit is completed as long as the town is notified in advance. The proper municipal official must inspect all work once the permit is paid for.

Step 10: Post-installation follow-up

After the technicians complete their work, someone from the sales team should contact you to find out how it’s going. Do you know how to work the new thermostat? Is the system operating as expected? Is there an issue that needs troubleshooting?

At Bloomfield Cooling, Heating & Electric, customer satisfaction is of utmost importance to us—and when you work with us, you are assured that we will follow these 10 steps and then some. It’s among the ways we honor our commitment to delivering the best service and best HVAC equipment to our North Jersey customers. If you’re thinking of replacing your existing HVAC system or are installing a first-ever system, call our office at 973-237-0505 to get those 10 steps started!