How Mechanical Contractors Can Quote Air Filters More Accurately

Getting air filter quotes right is not just about listing a size and a price. For mechanical contractors, accurate quoting means understanding the system, confirming the filter specification, and allowing enough time for supply and installation without scrambling at the last minute.

A cleaner quote helps you avoid rework, reduce misunderstandings, and present a more professional scope to the client. It also makes it easier to compare like for like when you are pricing replacement filters, one-off supply, or ongoing service work.

Start with the system, not the filter size

The biggest quoting mistakes usually happen when the filter is treated as a standalone item. In practice, the filter sits inside a system with its own access, pressure drop limits, airflow requirements, and maintenance constraints.

Before you quote, confirm what the filter is doing in the system and where it sits. Ask whether it is serving a general ventilation unit, a commercial tenancy, a plant room, a make-up air system, or a process area. The answer affects what type of filter is suitable, what performance level is needed, and how the replacement work will be carried out.

It also helps to identify whether the project is tied to AS 1668.2:2024 or another site requirement. If standards or performance expectations are part of the job, confirm them with the mechanical services engineer or building owner rather than assuming the existing arrangement is correct.

Useful details to capture before pricing include:

• •Filter dimensions, including depth
• •Filter type and frame style
• •The quantity required
• •The housing or rack arrangement
• •Access restrictions for removal and fitment
• •Any observed damage, bypass, or poor sealing
• •Whether the site needs standard supply, a special order, or custom air filters

If you want a reliable reference while measuring, our guide on how to measure an air filter is a practical place to start.

Use the correct specification, not just the closest match

Many quoting problems come from matching a filter by appearance instead of by specification. Two filters can look similar and still perform differently, fit differently, or create different resistance in the system.

When reviewing an existing filter, check the frame, media, pleat arrangement, gasket or seal, and any markings on the filter itself. If the original filter has no clear markings, compare the dimensions carefully and confirm what the site actually needs before assuming a replacement.

Where the customer asks for a specific rating, make sure you are quoting to the correct standard rather than trying to convert between rating systems. MERV, EN 779 and ISO 16890 do not convert directly, so avoid treating them as interchangeable. If the site has old EN 779 references, note that G3/G4/F5-F9 are EN 779 classes that are still commonly used in Australia, even though the standard has been superseded by ISO 16890.

For higher-efficiency applications, be precise. If HEPA filters are involved, H13 is at least 99.95% efficient and H14 is at least 99.995% efficient at the most penetrating particle size under EN 1822. That detail matters when the specification has been written into the project scope.

Build lead times into the quote early

A quote is stronger when it reflects real supply timing, not just item pricing. Some filters are standard stock items, while others need to be made to order or sourced through a longer supply chain.

If the job depends on custom sizes, special media, uncommon frames, or a large mixed order, allow for production and delivery lead time in your program. That gives the client a clearer picture of what can happen and when, and it helps you avoid promising a start date that cannot be met once the filters arrive.

A good quoting process should separate the cost of the filters from the timing assumptions behind them. That might include:

• •Whether the order is stock or custom
• •Any minimum order requirements from the supplier
• •The need to confirm drawings, measurements, or samples
• •Site access windows for delivery or changeover
• •Coordination with other trades or shutdown periods

If you are managing multiple sites or recurring work, it may also be worth looking at filter servicing or commercial filter servicing so your quote reflects the ongoing maintenance model rather than a one-off supply-only approach.

Present the quote in a way clients can read quickly

Mechanical contractors often lose time answering follow-up questions that could have been avoided with a cleaner quote structure. The best quotes are easy to scan, clearly scoped, and specific about what is and is not included.

A good filter quote should make it obvious whether you are supplying supply-only, supply and fit, or a full service visit. It should also be clear whether the price includes disposal of old filters, access equipment, after-hours work, or additional labour for difficult access.

To keep the quote tidy, include:

• •The filter type and size
• •The quantity
• •The replacement basis, such as like-for-like supply or specified upgrade
• •Any assumptions about access, shutdowns, or lift requirements
• •Notes on whether the site needs inspection before final pricing
• •Delivery or lead time expectations

If the job requires a product that is not standard, link the scope to the product range or a custom build path. Our our products page and custom air filters page are useful when you need to show the client what is available without overcomplicating the quote.

Allow for inspection, condition, and site variation

Two sites with the same equipment type can still need different filter approaches. Dust load, nearby activities, access conditions, and maintenance history all affect what should be quoted.

That is why inspection frequency should be based on the system, the site conditions and the dust load, rather than a fixed calendar rule. Follow the filter and equipment manufacturer instructions, and monitor pressure drop where gauges are fitted. If the site is difficult to access, is heavily loaded with dust, or has a history of sealing issues, include that in your scope so the client understands why the quote is structured the way it is.

It is also worth checking whether any existing filters are meant to be washable. Some filters are designed to be washable - check the product instructions before you assume a wash-and-reuse approach is suitable.

For clients who ask about how often filters need changing, keep the answer practical: it depends on the system and site conditions, and the pressure drop reading is often the most useful guide where instrumentation is installed.

Make the quote easier on yourself next time

The best way to improve quoting accuracy is to standardise the information you collect before you price the job. A repeatable process makes it easier to compare jobs, reduce missed items, and avoid vague scope notes.

Before sending the quote, check that you have:

• •Measured the existing filter correctly
• •Confirmed the required rating or specification
• •Identified whether the job is standard supply or custom
• •Allowed for site access and lead time
• •Noted any special installation or removal issues
• •Clarified whether the quote is supply only or supply and fit

If you are not sure whether the filter on site is the right one to quote against, ask for photos, a sample, or an inspection before final pricing. That simple step can save a lot of back-and-forth later.

Need filters quoted properly for your next job?

Total Air Filtration is a family-owned air filter manufacturer and supplier based in Hillcrest, Brisbane QLD, and we work with contractors who need practical advice, custom sizing, and straightforward supply. If you need help scoping a job or want a quote prepared around the actual site requirements, call 07 3800 3448 or request a quote.

If you are planning a project now, you can also browse our products or get in touch through contact us.