What to expect during an HVAC changeout: our day-by-day process.

Replacing an HVAC system is a big purchase that most homeowners only make a few times in their lives. The process is straightforward, but it's rarely explained clearly. Here is exactly what happens when you work with us — step by step, in the order it actually occurs.

Step 1: The initial call or quote request.

You reach out — by phone, by our online quote form, or through a referral. We ask a few questions: what is currently installed, how old it is, what the main concern is (failing equipment, upgrade, rebate-driven replacement), and when you are looking to have work done.

If it sounds like new-equipment territory, we schedule a site walk. If it sounds like a repair, we schedule a service call. If it sounds like a question we can answer over the phone, we answer it over the phone — there is no obligation to book anything.

Step 2: The site walk.

One of our estimators comes to your home. This usually takes 45-90 minutes. Here is what actually happens during that time:

• We inventory existing equipment. Model numbers, serial numbers, refrigerant type, age, condition.
• We measure the home. Conditioned square footage, ceiling heights, window areas and orientations, insulation levels (where we can see them), air leakage cues.
• We inspect ductwork if applicable. Size, condition, leakage signs, returns, supply register distribution.
• We look at the electrical. Panel capacity, available breaker space, service amperage. A heat pump install sometimes requires a panel upgrade — better to find that out now than during install.
• We ask you questions. Comfort concerns (which rooms run hot or cold), noise preferences, air quality concerns, budget framing, timeline, whether you plan to stay in the home, whether you have plans for major renovations.
• We walk you through options. Not every homeowner wants the same thing. We explain what different equipment tiers mean for your situation and budget — not a pitch, just information.

The estimator writes up everything they saw and heard. This goes back to the office where a detailed load calculation and written quote is prepared.

Step 3: The written quote.

You receive a written proposal within 1-3 business days. A proper quote is a document, not a phone call. It includes:

• Manual J heat load calculation showing your home's actual heating and cooling requirements
• Specific equipment model numbers and AHRI-matched pairings
• Efficiency ratings (SEER2, HSPF2, AFUE) for the exact matched set
• Line-item labor
• Permit fee separately
• Ductwork modifications if needed
• Electrical work if needed
• Equipment disposal
• Warranty summary (manufacturer's + our installation warranty)
• Rebate and tax credit analysis for your specific equipment
• Financing options if requested
• A total price — the actual number you will pay

We don't do verbal quotes, "rough numbers," or hand-shake deals. Everything is in writing. If you want to shop around or think it over, you can — and you have the document to compare with other bids.

Step 4: Scheduling.

Once you approve the quote, we schedule the install. Lead time depends on equipment availability and our schedule — typical range is 1-3 weeks. In peak season (July for cooling, December-January for heating), sometimes longer. We pull the mechanical permit from Clark County (or your city) during this window.

For non-emergency replacements, we often recommend scheduling for shoulder seasons — April/May or September/October — when we have the most scheduling flexibility and utility rebates are easier to process.

Step 5: Install day.

Most residential changeouts take one full day. A two-person install crew arrives between 7:00 and 8:30 AM. Here is the typical sequence:

1. Protective prep. Floor runners, plastic over any work areas inside your home. Shoe covers.
2. Old equipment removed. Refrigerant recovered per EPA rules. Old components disconnected and carried out.
3. New equipment staged. Outdoor unit placed, indoor air handler or furnace set, new lineset run if needed.
4. Ductwork connections. Transitions, plenums, and any needed modifications.
5. Refrigerant charge and test. Vacuum pulled on the refrigerant lines, leak test, proper charge measured in.
6. Electrical and controls. New disconnect, new thermostat, low-voltage wiring verified.
7. Startup and commissioning. System runs, supply and return temperatures measured, airflow balanced, refrigerant pressures verified, error codes checked.
8. Cleanup and walkthrough. All packaging removed, floors vacuumed, tools loaded. Then the foreman walks you through what was installed, shows you the new thermostat, explains the maintenance schedule, and hands you the manufacturer literature.

You should be comfortable with the system before the crew leaves. If something doesn't feel right, say so — they will check it before they go.

Step 6: Permit inspection.

Within 2-4 weeks after install, a jurisdiction inspector (Clark County, City of Vancouver, etc.) comes out to verify the work. We are there with them if you want us there; otherwise you just let them in to look at the equipment. They check that the install matches the permit drawings and code requirements.

If anything is flagged, we fix it at no charge. Inspection passes, permit closes out, and the equipment is officially installed. This is the point at which we file your utility rebate application.

Step 7: Rebates and paperwork.

We submit your Clark PUD (or applicable utility) rebate application within 30 days of permit closeout. Rebate checks typically arrive 4-8 weeks later. If the install qualifies for the federal tax credit, we provide you with the documentation your CPA will need at tax time.

What can go wrong (and how we handle it).

Honest answer: sometimes things come up mid-install. The original ductwork is worse than the site walk suggested. The electrical panel needs more work than expected. A refrigerant line routing gets complicated. When this happens, we stop, explain what we found, give you options with pricing, and wait for your call on how to proceed. We don't surprise-bill changes — everything gets your approval first.

The bottom line.

A changeout is a methodical process. From first call to closed permit is usually 2-4 weeks. You should know what is happening at every step, have paperwork for every decision, and never feel rushed into anything.

Ready to start? Request a quote and we will walk you through step 1.