HVAC Services in Madison, WI: Hiring and Planning

Define the job and compare complete quotes

Tell the contractor whether you need diagnosis, maintenance or a replacement proposal. Describe the symptoms, when they occur and which rooms you notice them in. Photograph the equipment label and record thermostat messages. Ask what the diagnostic fee covers, whether the contractor credits it toward repairs and how you will approve additional work.

For a repair, request the diagnosis, proposed task, total price and warranty terms in writing. For replacement, ask how the contractor assessed your heating and cooling needs and selected equipment capacity. Request model numbers and separate allowances for duct changes, electrical work and permits.

Get written installation quotes for your property and compare full prices before incentives. Ask each bidder to identify exclusions and discounts that depend on program approval. Agree on access arrangements, equipment removal and the point at which you will receive operating instructions.

Check registration and permit responsibility

Wisconsin DSPS requires a person or business installing or servicing HVAC equipment to hold HVAC contractor registration unless an exception applies. Ask for the registered business name and credential information, then verify the registration with DSPS. Request insurance documentation and identify who will perform associated electrical or plumbing work. [5]

Madison allows HVAC contractors to apply online for projects without plan review, including furnace, boiler and AC replacements. Applicants choose HVAC repair or replace as the permit type. Have the contractor confirm that your scope qualifies and name the person responsible for the permit and inspections in your contract. [1]

Madison requires permit counter staff to enter applications for new buildings, additions and first-time shell-space buildouts rather than using this online HVAC route. Describe any addition or buildout when requesting a quote, and confirm the application process before agreeing to an installation date. [1]

Evaluate heat pumps with the whole home in mind

MGE recommends considering a heat pump when adding or replacing central AC or planning a heating-system replacement. Its guidance describes ducted systems that use ductwork and ductless systems with indoor units. It also describes dual-fuel heating, where a heat pump operates alongside a natural gas or LP furnace. [2]

MGE recommends assessing insulation and air sealing before installation. Ask the bidder how your home's condition, ventilation and existing distribution system affect the proposal. For dual-fuel equipment, request an explanation of when the furnace will operate and how you will control both systems. [2]

MGE says homes with an existing air conditioner typically do not need a panel upgrade to add a heat pump, but adding other electric appliances or an EV charger may require more capacity. Have the installer assess your property and identify panel or wiring work in the quote. [2]

Confirm rebate eligibility before committing

Wisconsin's HEAR program requires participants to verify gross household annual income below 150% of Area Median Income. For its ENERGY STAR electric heat pump category covering space heating and cooling, Focus on Energy publishes a maximum rebate of $8,000. You must use an IRA Registered Contractor participating as a HEAR Installer who offers the relevant equipment. [3]

HEAR caps total household assistance at $14,000. Its income table lists coverage of 100% of project costs for households below 80% AMI and 50% for households between 80% and 150% AMI, subject to program limits. Confirm your income category, eligible scope and proposed award before relying on a discount. [3]

For the separate residential heating and cooling rebate program, Focus on Energy requires eligible equipment purchase and installation during 2026 and application within 60 calendar days of installation. Check the equipment, utility and property requirements for that offering. Submission does not guarantee approval. [4]

Wisconsin HEAR category maximums for space heating and electrical upgrades

Choose your next step

Your hiring checklist

1. Photograph equipment labels and record symptoms, thermostat messages and affected rooms.
2. Ask about diagnostic fees and approval of additional work.
3. Verify contractor registration and request insurance documentation.
4. Request model numbers, proposed capacity and a written installation scope.
5. Assign permit handling and inspection coordination in the contract.
6. Compare complete prices before incentives, including duct and electrical work.
7. Confirm rebate eligibility and installer participation before paying a deposit.
8. Keep invoices, warranty documents, operating instructions and inspection records.

Frequently Asked Questions

Can a contractor apply online for a furnace replacement?

Madison lists furnace replacement as an online HVAC permit example when the project does not require plan review. The contractor selects HVAC repair or replace. Ask them to confirm your project's eligibility and include permit handling in the quote. [1]

Should I consider a heat pump when replacing my AC?

MGE recommends considering a heat pump when adding or replacing central AC. Request a proposal addressing insulation, air sealing, electrical capacity and the heating arrangement, including whether you would retain a furnace for dual-fuel operation. [2]

Will I receive the full $8,000 HEAR heat pump rebate?

The $8,000 figure is the category maximum for a qualifying ENERGY STAR electric heat pump for space heating and cooling. Your assistance depends on income qualification, eligible equipment, project costs and program limits. Confirm your proposed award before signing. [3]

What paperwork should I keep for a residential rebate?

Focus on Energy requires itemized invoices showing equipment make and model, quantity, total installed cost, purchase or installation date, and contractor contact details. For its residential heating and cooling program, submit the application within 60 calendar days of installation. [4]