ServiceM8 form
ServiceM8 quote template for air conditioning installs
This ServiceM8 Form turns an aircon site visit into a quote: a sizing row per room (dimensions, insulation, glazing, occupants, cooling and heating load in kW), a spec block for the unit chosen, the install type and the electrical sub circuit. Loads come from AIRAH's FairAir calculator or your own load calculation.
Last checked 25 Sep 2026 against the sources listed at the end of this page.
Free form
Air conditioning install quote form for air conditioning
A sizing schedule and unit spec PDF in the job diary that goes out with the quote, plus the answers the office needs to price the install lines.
The form: 38 questions
| Section | Question | Type | Req. | Notes |
|---|---|---|---|---|
| Site | Region for load calculation | Choice Brisbane / Gold Coast / Cairns / Townsville / Sydney / Melbourne / Adelaide / Perth / Other (see notes) | Yes | Pick the FairAir location closest to the job. It sets the outdoor design temperature. |
| Site | Dwelling type | Choice Single storey house / Two storey house / Unit or apartment / Townhouse / Commercial tenancy | Yes | |
| Site | Body corporate approval needed for outdoor unit | Choice Yes / No / Unknown | Yes | Check strata rules for the outdoor unit location before you quote. |
| Room 1 sizing | Room name | Text | Yes | For example: Main bedroom. Copy this whole section for each extra room. |
| Room 1 sizing | Room use | Choice Living / Bedroom / Open plan kitchen and living / Office / Other | Yes | FairAir treats living rooms and bedrooms differently. |
| Room 1 sizing | Length in metres | Number | Yes | |
| Room 1 sizing | Width in metres | Number | Yes | |
| Room 1 sizing | Ceiling height in metres | Number | Yes | Measure raked and void ceilings rather than assuming a standard height. |
| Room 1 sizing | Ceiling or roof insulation | Choice Insulated / Not insulated / Unknown | Yes | |
| Room 1 sizing | External glazing area in square metres | Number | Yes | Windows and glass doors to outside. Write units as words: special characters can break ServiceM8 PDFs. |
| Room 1 sizing | Direction the main glazing faces | Choice North / East / South / West / No external glazing | Yes | |
| Room 1 sizing | Glazing shading | Choice Eaves or awning / Internal blinds or curtains / Both / None | Yes | |
| Room 1 sizing | Usual number of occupants | Number | Yes | |
| Room 1 sizing | Cooling load in kW | Number | Yes | From FairAir or your own load software. This is the figure the unit is sized against. |
| Room 1 sizing | Heating load in kW | Number | Needed where the customer wants to heat with the unit. | |
| Room 1 sizing | Load method used | Choice FairAir calculator / Manufacturer software / Full heat load calculation | Yes | |
| Room 1 sizing | Photo of wall for indoor unit | Photo | Yes | |
| Unit spec | Indoor and outdoor model numbers | Text | Yes | Brand plus both model numbers, so the customer can check the spec. |
| Unit spec | System type | Choice Wall split / Multi head split / Floor console / Cassette / Ducted | Yes | |
| Unit spec | Rated cooling capacity in kW | Number | Yes | Should meet or exceed the room cooling load above. |
| Unit spec | Rated heating capacity in kW | Number | ||
| Unit spec | Refrigerant | Choice R32 / R410A / Other (see notes) | Yes | |
| Unit spec | Energy rating for the customer's climate zone | Text | From the Zoned Energy Rating Label: quote the hot, average or cold zone rating that applies. | |
| Unit spec | Quote options to prepare | Multiple choice Option A entry brand / Option B mid range / Option C premium / Single option only | Yes | Each ticked option becomes its own ServiceM8 Quote Option. |
| Install | Install type | Choice Back to back / Pipe run through wall cavity / Pipe run through roof space / Pipe run in external duct / Ducted | Yes | |
| Install | Pipe run length in metres | Number | Yes | Prices the extra pipe per metre line. |
| Install | Outdoor unit mounting | Choice Ground pad / Wall bracket / Roof bracket / Balcony / Other | Yes | |
| Install | Condensate drain | Choice Gravity to garden / Gravity to stormwater / Condensate pump required | Yes | |
| Install | Access | Choice Ground level / Ladder work / Scaffold or elevated platform needed | Yes | |
| Install | Old unit removal | Choice None / Remove and dispose / Remove and leave on site | Yes | |
| Install | Photo of outdoor unit location | Photo | Yes | |
| Electrical | Electrical sub circuit | Choice New dedicated circuit from switchboard / Existing circuit suitable / Switchboard upgrade needed / Electrician to confirm | Yes | Priced as its own quote line so a board upgrade does not become a surprise variation. |
| Electrical | Cable run from switchboard in metres | Number | ||
| Electrical | Photo of switchboard | Photo | Yes | Lets the electrician check spare poles and RCD protection before the install day. |
| Electrical | Electrical work by | Choice Our licensed electrician / Subcontract electrician | Yes | |
| Sign off | Installer ARC licence number | Text | Yes | Customers can check it on the ARC licence check. |
| Sign off | Estimator notes | Text | ||
| Sign off | Estimator signature | Signature | Yes |
Set it up in ServiceM8
- In ServiceM8 open Settings > Forms > Add Form and name it Aircon quote and sizing.
- Add each question above in order. Choice means Multiple Choice, Multiple choice means Multiple Choice (Multi-answer). Tick Mandatory where required is true.
- Copy the Room 1 sizing section for Rooms 2, 3 and 4, renaming each label (Room 2 length in metres, and so on). Forms do not repeat a block on their own.
- Click Download Sample Template, lay the room questions out as a table with one row per room, add the unit spec block and your logo, and upload it as the form template.
- In your quote template add the image_customer_signature and customer_signature_date fields so an online acceptance is signed.
- Create billable items for Supply of unit, Standard installation, Extra pipe per metre, Electrical sub circuit, Switchboard upgrade and Old unit removal, so the office builds each quote from the form answers.
- Put the {document} field in your quote email and SMS templates so customers can view the options and accept one online.
- Run it on a test job with two rooms and two options before your estimators use it.
Why an aircon quote needs a sizing table
A typical aircon quote names a unit and a price and gives the customer no way to see how the size was picked. A sizing table fixes that. For each room it shows the inputs (length, width, ceiling height, insulation, the direction the windows face, shading, how many people use it) and the cooling and heating load that came out, then the rated capacity of the unit you chose against it. When a competitor quotes a smaller unit for less, your customer can see why yours costs more.
The inputs in the form are the ones AIRAH's free FairAir cooling load calculator asks for, so the estimator can type the answers straight into it on site. FairAir's own disclaimer says its result is an estimate from default assumptions and that AIRAH recommends a full load calculation by an air conditioning contractor or designer. Treat it as a floor, not a design, and use your own load software for anything ducted or unusual.
The unit spec block and the install lines
Under the sizing table, the spec block names the indoor and outdoor model, rated cooling and heating capacity, refrigerant and the energy rating. Non ducted room air conditioners carry the Zoned Energy Rating Label, which rates the same unit for hot, average and cold climates, so quote the star rating for the zone the house is in rather than the best number on the box.
Then the install lines, which is where aircon quotes blow out: back to back or a longer pipe run, pipe run length, where the condensate goes, how the outdoor unit is mounted, access, and removal of the old unit. The electrical sub circuit is its own line with its own answer (new circuit from the board, existing circuit suitable, or board upgrade needed) and a photo of the switchboard, because it is the line that can change once the electrician has seen the board. The form also records the installer's Australian Refrigeration Council licence number: the Australian Government's energy advice site says all installers must be ARC licensed and points customers to the ARC licence check.
How the quote PDF and the form fit together in ServiceM8
ServiceM8 has two documents here. The Form (built from the table below) produces its own PDF in the job diary: that is the sizing schedule and spec sheet. The quote itself comes from your quote template and the job's billable items, one line each for supply of the unit, standard installation, extra pipe per metre, the electrical sub circuit and removal of the old unit. Send both from the job card.
If you offer two or three unit options, build each one as a ServiceM8 Quote Option. The customer picks one online through the link in the {document} field of your email or SMS template, and ServiceM8 moves the job from Quote to Work Order, restores the billable items of the option they accepted and notes the choice in the job diary. Add the image_customer_signature field to the quote template and the acceptance is signed as well.
What this form will not do
- ServiceM8 Forms do not calculate, so the form cannot work out a room's load or compare it with the unit's capacity. The estimator enters the load from the calculator.
- FairAir gives an estimate from default assumptions. It is not a full heat load calculation, and AIRAH says so.
- The sizing schedule is a form PDF and the price is the quote PDF. They are two documents in the job diary, not one.
- Room sections are fixed in number. A five bedroom multi head job needs the extra room sections added to the form first.
- The form records the installer's ARC licence number. It does not check it against the ARC register.
Sources
- AIRAH's FairAir cooling load estimator asks for the region, room dimensions, areas of ceiling, floor, walls and glazing, construction and insulation, glazing type, orientation and shading, number of occupants and room use; it is an estimate only and AIRAH recommends a full load calculation by an air conditioning contractor or designer. FairAir (AIRAH), checked 25 Sep 2026.
- The FairAir calculator uses comfort cooling outdoor design conditions from AIRAH DA09 for each location. FairAir (AIRAH), checked 25 Sep 2026.
- Non ducted room air conditioners are required to carry a Zoned Energy Rating Label showing the energy efficiency rating for three climate zones: hot, average and cold. energy.gov.au (Australian Government), checked 25 Sep 2026.
- All air conditioner installers are required to be licensed through the Australian Refrigeration Council, and customers can check a licence through the online licence check portal. energy.gov.au (Australian Government), checked 25 Sep 2026.
- When a client accepts a ServiceM8 Quote Option online, ServiceM8 changes the job status from Quote to Work Order, restores the billable items, price and work description of the accepted version, and notes the accepted option in the job diary; email and SMS templates need the {document} field for online viewing. ServiceM8 Help Center, checked 25 Sep 2026.
- To capture a customer signature on a ServiceM8 quote or form, add the image_customer_signature merge field (and optionally customer_signature_date) to the Word template and upload it. ServiceM8 Help Center, checked 25 Sep 2026.
- ServiceM8 Forms question types are Text, Text (Multi-line), Number, Date, Multiple Choice, Multiple Choice (Multi-answer), Signature and Photo, and completed forms are saved as a PDF in the job diary. ServiceM8 Help Center, checked 25 Sep 2026.