For UK heat pump installers

Heat pump installer quote template (UK)

A clear layout for a heat pump quote that covers the heat loss survey, the unit and its output, emitter changes, the hot water cylinder, MCS certification and how VAT is shown.

What a heat pump quote should include

A heat pump quote is more detailed than a boiler swap because the whole system is being designed around the property. A vague price loses the job to an installer who sets out exactly what the customer is paying for. A strong quote covers the following.

• The heat loss survey. The room by room heat loss calculation that sizes the system, so the customer sees the design is based on their actual property rather than a guess.
• The heat pump type and output. Whether it is air source or ground source, the model, and the output in kW at the design flow temperature.
• Emitter changes. Any radiators that need upsizing or underfloor heating being added, listed room by room, since low flow temperatures often need larger emitters.
• The hot water cylinder. The new cylinder, its capacity, and removal of the old one where relevant.
• Pipework and controls. Primary pipework, the buffer or volumiser if used, weather compensation and the controls or thermostats.
• MCS certification and commissioning. The commissioning of the system and the MCS certificate, which the customer needs for any grant.
• The electrical work. The dedicated supply, isolation and any consumer unit work, and whether a separate electrician is involved.
• Making good. Reinstating floors, walls and decoration disturbed by the pipework and unit siting.
• Grant and VAT. How any grant such as the Boiler Upgrade Scheme is shown, and how VAT is applied, since qualifying heat pump installs can attract a zero VAT rate at the time of writing.

A heat pump quote example

The figures below are illustrative only and are there to show the layout, not to suggest real prices. Your own costs will depend on the property, the survey and your rates.

• Room by room heat loss survey and system design: [amount]
• Supply and install of air source heat pump, [output] kW: [amount]
• Emitter upgrades, [number] radiators upsized: [amount]
• Hot water cylinder, [capacity] litres, supplied and fitted: [amount]
• Controls, weather compensation and thermostats: [amount]
• Commissioning, MCS certification and handover: [amount]
• Subtotal: [subtotal]
• VAT at [rate]: [VAT amount]
• Total: [total]

Where the customer is claiming a grant, show the grant amount clearly and state whether the price is before or after it is deducted.

The mistakes that cost heat pump installers money on a quote

• Quoting without a heat loss survey. A price given before the survey is a guess. If the survey later shows more emitter work, the customer feels the price has crept up and trust is lost.
• Not making emitter changes explicit. If upsized radiators or underfloor heating are not listed, the customer assumes the price includes keeping their existing radiators, and the extra work becomes an argument.
• Being unclear on the grant paperwork. State plainly who applies for the grant, who the certificate is issued to, and whether the quoted price is before or after the grant. Confusion here stalls jobs.
• Leaving out commissioning and certification. The MCS certificate and commissioning are part of the job, not an afterthought. Omitting them makes the price look artificially low and causes trouble at handover.

Should a heat pump installer send a quote or an estimate?

Send a quote once you have completed a full heat loss survey and designed the system. At that point you know the output, the emitters and the cylinder, so you can commit to a fixed price with confidence and the customer can rely on it.

An estimate is fair before a survey, when someone wants a rough idea of the likely cost. Label it clearly as an estimate, explain that a survey is needed to confirm the design, and give a realistic range rather than a single figure so there are no surprises later.

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Heat pump quote FAQ

Why does a heat pump quote need a heat loss survey?

The survey calculates how much heat each room loses, which sizes the heat pump and shows whether any radiators need upsizing. Without it you cannot size the system correctly, and a wrongly sized heat pump either struggles to keep the home warm or runs inefficiently.

Should MCS certification be included in the quote?

Yes. Installing to the MCS standard and issuing the certificate is central to the job and is normally required for the customer to claim a government grant. Show the certification and commissioning as part of the quote so the customer understands what they are paying for.

How should the Boiler Upgrade Scheme grant be shown on a quote?

Make it clear whether your price is before or after the grant. Many installers show the full price, then the grant amount as a separate line, then the balance the customer pays, so there is no confusion about what lands on their invoice.

Do I charge VAT on a heat pump installation?

The VAT position depends on the property and the current rules, and qualifying installations of energy saving materials such as heat pumps can attract a zero rate at the time of writing. Confirm the correct treatment for each job and show the VAT clearly on the quote so the total is transparent.