Worked Quotes and Choosing a System
How to compare HVAC and heat pump quotes in Canada: a line-by-line method
A step-by-step method to compare heat pump, furnace and boiler quotes in Canada on the same scope, with a worked example, red flags and the documents to request.
To compare heating quotes fairly, make every quote describe the same job: the same heat loss and design temperature, equipment with comparable capacity at your cold design temperature, the same electrical, duct and removal scope, and the same tax and warranty terms. Only then does the price difference mean something. In practice, the cheapest quote is often cheaper because it leaves something out, such as a panel upgrade, a snow stand, a water heater vent correction or warranty registration, and the most expensive one sometimes includes work you do not need. This guide gives a repeatable method and links to the worked examples in this section.
This is the pillar guide for Worked Quotes and Choosing a System. Figures are illustrative.
Step 1: get the load right before you get prices
Ask each contractor how they sized the system. A credible answer refers to a room-by-room heat loss calculation (CSA F280 or equivalent) at your local design temperature, not "the old furnace was 100,000 BTU". If two contractors disagree on size by a large margin, ask both to show their numbers. The sizing guide shows what goes into the calculation and how to sanity-check it with your gas or oil bills.
Step 2: decide which system types you are comparing
Comparing a ducted cold-climate heat pump with a ductless multi-zone system and a gas furnace is legitimate, but you are comparing different things. Decide first:
- Do you want to keep gas? A hybrid dual-fuel system may suit.
- Do you have ducts? If not, see ducted versus ductless.
- Are you leaving oil? The oil conversion worked example lists the extra steps.
- What will it cost to run? Use the running-cost comparison.
Step 3: put the quotes side by side
| Line | Quote A | Quote B | Quote C | Notes |
|---|---|---|---|---|
| Heat loss used (BTU/h at design temp) | Same basis? | |||
| Outdoor/indoor model numbers | On program list? | |||
| Capacity at −15 °C or design temp | From manufacturer table | |||
| Backup heat and switchover | Strips, furnace, baseboards | |||
| Electrical scope | Circuit, disconnect, panel or service | |||
| Ducts / line set / heads | Returns, routes | |||
| Mounting and snow clearance | Stand or bracket | |||
| Removal (old unit, oil tank) | Who disposes | |||
| Permits and who pulls them | Gas, electrical, municipal | |||
| Warranty parts / labour / registration | Who registers | |||
| Price before tax | ||||
| Tax | GST/HST, PST/QST | |||
| Payment schedule and deposit |
Fill the blanks from each written quote. Anything missing goes back to the contractor as a question. The HVAC quote and contract checklist is the same list in tick-box form.
Worked example: three heat pump quotes
Illustrative figures for a 2.5-ton heat loss home in Ottawa.
| A | B | C | |
|---|---|---|---|
| Price before tax | $13,200 | $15,800 | $17,400 |
| Capacity at −20 °C | 22,000 BTU/h | 29,000 BTU/h | 30,000 BTU/h |
| Panel upgrade | excluded ("if needed") | included ($2,200 value) | included |
| Snow stand | excluded | included | included |
| Labour warranty | 1 year | 2 years | 10 years |
| Registration of manufacturer warranty | not mentioned | contractor registers | contractor registers |
The panel upgrade is needed (the electrician confirmed the panel is full). Adding $2,200 and a $350 stand to Quote A makes it $15,750, now essentially the same as Quote B, while delivering 7,000 BTU/h less at −20 °C. Over a cold winter, that shortfall comes from electric backup at a COP of 1. B and C are then compared on warranty and the contractor's track record: C costs $1,600 more for eight extra years of labour coverage. Whether that is worth it depends on how much you value labour coverage; manufacturer parts warranties often outlast short labour warranties.
Step 4: check the contractor and the contract
- Licences: gas technician certification, refrigeration certification, electrical permits, and in Quebec an RBQ licence. See permits and licensed technicians.
- Insurance: liability insurance and, where required, workers' compensation coverage.
- Purchase, loan or rental? Financing offers should show the interest rate and the total cost; see HVAC financing. Rentals are a different product, covered in rental contracts.
- Deposit and schedule: pay in stages tied to completed work, not most of the price upfront.
- If the seller approached you at home, read the door-to-door rules before signing.
Red flags
- A price given at the door or by phone without a site visit.
- Pressure to sign today to "lock in" a government rebate.
- Capacity stated only as nominal tons.
- "Permits not required" for gas or electrical work.
- A contract that mentions a security interest, lien or "notice" on title.
- A rental or lease described as "financing".
Documents to keep
Signed contract, itemized invoice with model and serial numbers, permits and inspection results, commissioning report (refrigerant charge, static pressure, combustion test for gas), warranty registration confirmations and any rebate applications. You will need them for programs, warranty claims, insurance and resale.
FAQ
How many quotes should I get?
Three written quotes on the same scope is a common rule. More helps only if they are comparable.
Should I pay for a heat loss calculation?
If the contractors' sizing differs widely, paying an independent designer or energy advisor for a calculation can prevent a costly mistake.
Is the lowest price ever the right choice?
Yes, if it covers the same scope, equipment capacity and warranty as the others. The point of this method is to find out whether it does.
Sources
- Natural Resources Canada — heat pump buying guidance and qualified products
- CSA Group — CSA F280 heat loss standard
- TSSA (Ontario) — check gas contractor registration
- Régie du bâtiment du Québec — check a contractor's licence
- Technical Safety BC — BC licensed contractors
