Running an air conditioning or refrigeration business? Your quote needs more than a price.

The Fridgie Terms and Conditions template is designed for Australian air conditioning and refrigeration mechanics who want practical, plain-English terms to use with their quotes and invoices.

Use it with quoting software such as Tradify, Xero or similar, or adapt it for manual quoting. It helps set clear rules around payment, deposits, variations, extra costs, site access, hidden services, equipment ownership, defects, Australian Consumer Law, testing, HEPA filters, liability and more.

Fridgie Terms and Conditions Template for Australian Air Conditioning and Refrigeration Businesses

If you run an air conditioning, refrigeration or mechanical services business, your quote should do more than describe the job and the price.

The Fridgie Terms and Conditions template is a downloadable service agreement designed for Australian fridgies who carry out residential or commercial air conditioning and refrigeration work.

It is designed to be used with your quotes and invoices, including through quoting and accounting software such as Tradify, Xero or similar platforms.

This template helps you set clear expectations with customers before the job starts, including what is included, what is excluded, when payment is due, what happens if the job changes, who owns the equipment before payment, and what happens if there are site access issues, hidden services or defects.

Who is this template for?

This template is designed for Australian trade businesses providing air conditioning and refrigeration services, including:

• air conditioning mechanics;

• refrigeration mechanics;

• HVAC businesses;

• split system installers;

• commercial refrigeration businesses;

• residential air conditioning businesses;

• mechanical services contractors;

• maintenance and servicing businesses;

• testing and commissioning providers;

• businesses supplying or installing HEPA filters; and

• fridgies using Tradify, Xero or similar quoting software.

What work can these Terms be used for?

The Fridgie Terms and Conditions are designed for day-to-day trade work, including:

• air conditioning installation;

• refrigeration installation;

• servicing and maintenance;

• repairs;

• testing;

• commissioning;

• filter supply and replacement;

• HEPA filter-related work;

• residential jobs;

• commercial jobs; and

• quoted trade services.

They are suitable for general trade work. If your business performs high-risk, specialist or large-scale commercial work, you may need tailored legal advice and additional clauses.

What is included?

This template includes:

• a how-to guide;

• quote details to include in your quoting software;

• Fridgie Terms and Conditions;

• customer acceptance wording;

• payment and deposit clauses;

• variation and additional cost clauses;

• site access and hidden services clauses;

• defects and Australian Consumer Law wording;

• liability limitation clauses;

• PPSA security interest wording;

• testing and statement of conformity wording;

• cancellation and postponement clauses;

• dispute resolution wording;

• subcontractor wording;

• governing law wording; and

• a cover email template for sending quotes.

Key issues covered

The Fridgie Terms and Conditions template covers practical risks that air conditioning and refrigeration businesses often face, including:

• customers asking for extra work after accepting a quote;

• extra ducting, extra testing, after-hours work or additional travel;

• delays caused by site access problems or sites not being ready;

• hidden pipework, cabling, structural issues or underground services;

• asbestos, mould, contamination or hazardous materials;

• payment of deposits before ordering materials;

• progress payments and final payment;

• overdue invoices and debt recovery costs;

• ownership of equipment until payment is received;

• PPSA security interests;

• defects and customer complaints;

• Australian Consumer Law guarantees;

• limitation of liability;

• cancellation or postponement after a quote is accepted;

• testing and statements of conformity; and

• disputes with customers.

Designed to work with Tradify, Xero and similar quoting software

The template is designed so that the Terms and Conditions can be added to your quoting process.

You may be able to use the template by:

• adding the terms into your quoting software as a standard terms block;

• attaching the terms as a PDF to your quote;

• linking to the terms on a hidden or public page of your website;

• including the terms with Xero quotes;

• including the terms with Tradify quotes; or

• sending the terms manually with your quote.

The template also includes a cover email so that customers are clearly told that the quote is subject to your terms before they accept.

Why fridgies need proper terms and conditions

Air conditioning and refrigeration jobs often involve equipment, site access, customer delays, deposits, materials, testing, safety requirements and unexpected site conditions.

Without clear terms, disputes can arise about what was included, whether extra work is chargeable, when payment is due, what happens if the customer cancels, and who is responsible for issues outside your control.

This template is designed to help fridgie businesses protect themselves by making these things clear upfront.

This template may suit you if you:

• run an air conditioning business;

• run a refrigeration business;

• install split systems;

• service residential or commercial air conditioning systems;

• use Tradify, Xero or similar quoting software;

• want clear terms to attach to quotes;

• want customers to accept your terms before work starts;

• require deposits before ordering materials;

• want to charge for variations and extra costs;

• supply equipment or filters;

• need terms dealing with HEPA filters or testing;

• want clearer payment terms;

• want to protect ownership of goods until payment; or

• want practical, plain-English terms written for Australian fridgies.

Important note

This template must be customised before use. You will need to insert your business name, ABN, contact details, website details and any other relevant information.

You should also check that the way the template describes your business matches how you actually operate.

This template provides general legal information only and is not tailored legal advice.

Disclaimer

Tradie Contract Co publishes legal templates and information for tradies. We are not acting as your lawyer when you buy, download or use this template.

This template gives you general legal information only. It is not tailored legal advice for your specific situation. You use it at your own risk and should obtain legal advice if you are unsure whether it suits your business, if you work in a specialised or high-risk area, or if you need tailored clauses for large-scale commercial projects.