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Quick answer: For a whole-home system, you don’t really “buy a heat pump”; you buy an installed system from an HVAC contractor, who orders the equipment through a distributor. That makes choosing the installer the most important decision you’ll make. Get at least three written, itemized quotes; insist on a load calculation; check licenses, insurance, and references; and confirm the contractor is approved for any rebate you’re counting on.
It’s natural to start by asking “which brand is best?” But two identical heat pumps can perform very differently depending on who installed them: whether the system was sized correctly, whether the ducts were checked, and whether the refrigerant charge was set right. This guide explains where heat pumps are actually sold, how to find good installers, and exactly what to ask before you sign.
Where heat pumps are actually sold
| Option | What you get | Best for |
|---|---|---|
| Local HVAC contractor | Equipment plus design, installation, permits, and warranty registration | Whole-home ducted systems and most ductless installs |
| Utility or state program contractor networks | Contractors approved to deliver specific rebates or instant discounts | Anyone counting on a rebate |
| Big-box stores and online retailers | Equipment (sometimes with arranged installation) | Heat pump water heaters, and DIY-friendly mini-splits where allowed |
| DIY mini-split kits | Pre-charged line sets for simple single-zone installs | Handy owners, one room; check warranty and rebate rules first |
Many rebate programs only pay if a participating contractor does the work, and some require approval before installation. For example, in Colorado, Xcel Energy’s heat pump rebates require a contractor from its Trade Partner Network for most systems (see our Colorado rebates page). Check your state on our heat pump rebates by state guide before you choose a contractor.
How to find good installers
ENERGY STAR’s tips for hiring a contractor start with the basics:
- Know your state’s rules. Find out the license and insurance requirements for HVAC contractors where you live.
- Ask for referrals from friends, neighbors, and co-workers, and check with local trade organizations.
- Call references. Ask past customers whether the job was done on time and within budget.
- Look at program contractor lists. Your utility or state energy office often lists approved contractors for its rebates.
- Consider quality-installation credentials. ENERGY STAR points to the ACCA’s Quality Assured contractor program as one way to find contractors who commit to quality installation (ENERGY STAR).
Before the first visit, gather what ENERGY STAR suggests: the model of your current system, its maintenance history, and a list of rooms that are uncomfortable.
12 questions to ask every installer
- Will you do a room-by-room load calculation (Manual J), or size it from my old unit? (ENERGY STAR says the right size depends on your house size, insulation, and windows, and a bigger system isn’t always better.)
- Is this model rated for my climate? What is its heating capacity at 5°F?
- What is the SEER2 and HSPF2 of the exact model and indoor/outdoor combination you’re quoting?
- Will you inspect and leak-test my ducts, and is any sealing included?
- What backup heat will the system have, and at what settings will it turn on?
- Will you measure airflow and set the refrigerant charge to the manufacturer’s specifications?
- Does my electrical panel have room, or will I need upgrades?
- Is the permit included, and who schedules the inspection?
- What is the labor warranty, and will you register the equipment for the manufacturer’s parts warranty?
- Are you approved for the rebates I’m applying for, and who submits the paperwork?
- Which thermostat do you recommend, and will you show me how to set it up?
- What’s the schedule, and what happens if the job takes longer?
How to compare quotes
ENERGY STAR recommends getting written, itemized estimates and comparing cost, energy efficiency, and warranties, noting that the lowest price may not be the best deal if the system is less efficient. Lay the quotes side by side:
| Line item | Quote A | Quote B | Quote C |
|---|---|---|---|
| Outdoor + indoor model numbers | |||
| Capacity (tons) and heating capacity at 5°F | |||
| SEER2 / HSPF2 | |||
| Load calculation done? | |||
| Ductwork, electrical, permit included? | |||
| Backup heat type | |||
| Labor warranty (years) | |||
| Rebates included / who files | |||
| Total price |
Tip: print this table or copy it into a spreadsheet. If one quote is far cheaper, it’s often missing a line the others include.
For typical price ranges by system type and state, see our heat pump cost guide. To estimate your own numbers, try our heat pump cost calculator.
Red flags
- A price given over the phone or after a five-minute look, with no measurements.
- Sizing the new system “the same as the old one” without any calculation.
- Pressure to sign today to “lock in” a rebate or price.
- No written contract, or a contract without model numbers and warranty terms. ENERGY STAR advises signing a written proposal that specifies costs, model numbers, schedule, and warranty before work starts.
- Someone offering to file a government rebate for you in exchange for personal or financial information. Some state energy offices have warned about rebate scams; see the warning on our California rebates page.
- Large cash-only deposits.
After the install
- Keep the final invoice, model and serial numbers, and the permit sign-off together. Rebate programs often ask for them.
- Confirm the equipment is registered for the full manufacturer warranty.
- Ask the installer to walk you through the thermostat, filter location, and backup heat settings.
- Put annual maintenance on your calendar. Our heat pump maintenance checklist lists what to do.
Frequently asked questions
Can I buy a heat pump and have someone else install it?
Sometimes, but many contractors will not install customer-supplied equipment or will not warranty the labor, and many rebate programs require the equipment to be bought and installed by a participating contractor. Ask before you buy.
How many quotes should I get for a heat pump?
At least three written, itemized quotes for the same scope of work, so you can compare equipment, efficiency, warranties, and what is included.
Is the brand or the installer more important?
The installer usually matters more. ENERGY STAR highlights proper sizing, correct airflow, the right refrigerant charge, and duct testing as keys to quality installation, and all of them depend on the contractor.
Can I install a mini-split myself?
Some single-zone mini-splits are sold as DIY kits, and some utilities allow DIY installs for rebates, but rules vary. Check the warranty terms, local permit requirements, and rebate rules before buying.
What should a heat pump contract include?
Total cost, exact model numbers, the work included (ductwork, electrical, permit), the schedule, and warranty terms, signed before work begins.
Sources
- ENERGY STAR: 10 Tips for Hiring a Heating and Cooling Contractor
- ENERGY STAR: HVAC Quality Installation
We don’t sell heat pumps or take referral fees from contractors. If something here looks out of date, let us know.