Terms & Conditions for Estimates & Invoices
Effective Date: 02/01/2026
Last Updated (optional): 02/01/2026
1) Terms Incorporated by Reference / Acceptance (No Signature Required)
These Terms & Conditions are incorporated by reference into all estimates, invoices, proposals, work orders, and work authorizations issued by A C Services Elite LLC (“Contractor”). Customer’s online approval of an estimate, payment of any amount, text/email authorization, scheduling authorization, or allowing work to begin constitutes acceptance of these Terms & Conditions. No handwritten signature is required for acceptance.
2) Opportunity to Review
Customer acknowledges these Terms & Conditions are made available via link on the estimate and/or invoice prior to approval and/or payment, and Customer has the opportunity to review them.
3) Electronic Records & Proof of Authorization
Customer agrees that electronic actions and records—including online approvals, payments, email/text authorizations, invoices, and Contractor system logs—constitute valid proof of authorization and agreement to these Terms & Conditions to the fullest extent permitted by law.
4) Order of Precedence
If these Terms & Conditions conflict with written scope notes on the estimate/invoice or an approved change order, the project-specific document controls for that specific item.
5) Acceptance & Scope of Work
Customer approval authorizes Contractor to perform only the work described in the estimate/invoice (“Scope”). Any work not specifically listed is excluded and requires a written change order.
6) Estimate Validity
Estimates are valid for 30 days unless otherwise stated in writing.
7) Pricing, Taxes, Permits & Fees
Pricing is based on visible/accessible conditions at the time of evaluation. Sales tax, permit fees, disposal/recycling fees, and other required charges may apply unless explicitly included. If permits are required and not excluded, Customer authorizes Contractor to obtain them.
8) Material / Equipment Price Changes
Quoted pricing assumes current supplier pricing and availability. If supplier pricing changes prior to ordering equipment/materials, Contractor will notify Customer and revised pricing may require Customer approval before ordering.
9) Payment Terms
Service/Repair: Payment is due upon completion of work.
Install/Replacement: A deposit may be required to schedule work and order equipment. Remaining balance is due upon substantial completion/start-up unless otherwise stated in writing.
Contractor may suspend or cancel work for non-payment. Past due balances may incur late/finance charges to the maximum allowed by law. Returned payments/chargebacks may be subject to fees to the maximum allowed by law.
10) Diagnostic / Service Call Fees (When Applicable)
If a diagnostic or service call fee is listed on the estimate/invoice, it applies whether or not repairs are authorized and is due at the time of visit.
11) Change Orders / Unforeseen Conditions
If concealed or unforeseen conditions are discovered (e.g., duct damage, electrical/gas issues, code violations, drainage problems, access limitations, asbestos/mold, structural issues), Contractor will notify Customer and provide options/pricing before proceeding, unless immediate action is required for safety.
12) Scheduling, Access, Utilities & Inspections
Customer agrees to provide safe, clear access to the work area and working utilities (power/water/gas) needed to complete the work. Appointment times are estimates and may shift due to emergencies, weather, parts availability, or circumstances beyond Contractor’s control. Permit/inspection timing is subject to jurisdiction availability and is outside Contractor’s control.
13) Delays Beyond Contractor Control (Force Majeure)
Contractor is not responsible for delays or inability to perform caused by weather, supplier shortages, equipment availability, permit/inspection scheduling, emergencies, utility outages, acts of God, or other events beyond Contractor’s reasonable control.
14) Cancellation / Rescheduling (30-Day Policy)
For installation projects and/or special-order equipment, if Customer cancels within 30 days of approval or after materials/equipment have been ordered, Customer is responsible for reasonable costs already incurred, including supplier restocking fees, shipping, permits/administrative costs, and scheduling costs where applicable.
15) Equipment Orders, Returns & Removed Materials
Special-order equipment/materials may have lead times and may be non-returnable. Any supplier/manufacturer restocking fees and return shipping costs are the Customer’s responsibility when applicable. Unless otherwise agreed in writing, removed/replaced equipment or materials may be disposed of.
16) Warranties
Manufacturer Warranty:
• Equipment/parts are covered by the manufacturer’s warranty only. Coverage, exclusions, and registration requirements vary by brand.
Labor/Workmanship Warranty:
• 30 days on service/repair labor
• 1 year on installation workmanship/labor
Warranty does not cover issues caused by misuse, lack of maintenance, unauthorized repairs/alterations, acts of God, pests, corrosion, power surges, or conditions outside Contractor’s control.
17) Maintenance Requirement
Customer is responsible for routine maintenance (including filter changes and recommended annual service). Poor maintenance may reduce performance and may void or limit warranty coverage.
18) System Performance Factors
Comfort and performance depend on duct design, airflow, insulation, and building envelope conditions, which may be outside Contractor’s Scope unless specifically included.
19) Code Compliance & Upgrades
Work will be performed in accordance with applicable codes for the Scope described. Any additional code upgrades or requirements not included in the Scope (electrical, venting, platforms, condensate, duct modifications, etc.) require a change order unless explicitly included.
20) Hazardous Materials (Asbestos/Mold, etc.)
Contractor does not test for, monitor, or remediate asbestos, mold, or other hazardous materials. If hazardous materials are suspected or encountered, Contractor may stop work until the area is evaluated/handled by a qualified specialist at Customer’s expense.
21) Work Area Restoration / Cosmetic Items
Contractor will take reasonable care to protect the work area; however, drywall/paint/texture/roofing or other finish repairs are excluded unless specifically included in the Scope. Contractor is not responsible for pre-existing defects or failures in existing systems/ducts/electrical/gas lines/condensate drains.
22) Safety
Customer must disclose known hazards (unsafe wiring, pests, mold/asbestos, etc.) and secure pets. Contractor may stop work if conditions are unsafe until remedied.
23) Dispute Notice / Right to Cure
Before filing a lawsuit, initiating a chargeback, or involving a third party, Customer agrees to provide written notice describing the issue and allow Contractor a reasonable opportunity to inspect and, if appropriate, repair/resolve the issue. Emergency conditions affecting safety are excluded.
24) Chargebacks / Payment Disputes
Customer agrees to contact Contractor to attempt resolution before initiating a chargeback. Customer remains responsible for amounts properly due for completed work and for documented special-order items and incurred costs.
25) Photos / Video (Documentation + Marketing Release)
Contractor may take photos and/or video of the jobsite, equipment, and work performed for documentation, quality control, permitting, training, and warranty purposes.
Unless Customer opts out in writing prior to the start of work, Customer grants Contractor permission to use non-sensitive images/video of the project (including before-and-after media) for marketing and promotional purposes (website, social media, online listings, and printed materials). Contractor will not publish Customer’s name, exact street address, or other identifying information without separate written consent.
Opt-Out: Customer may opt out of marketing use at any time by notifying Contractor in writing (text/email). Documentation photos for warranty/permitting may still be retained.
26) Electronic Communications
Customer consents to receive communications related to estimates, scheduling, job updates, invoices, and customer service by phone, email, and text message. Message/data rates may apply. Customer may opt out of non-essential messages.
27) Testimonials & Reviews (Reposting Permission)
Customer grants Contractor permission to repost Customer’s public reviews, testimonials, and ratings for marketing purposes, provided Contractor does not include Customer’s private contact information.
28) Collections / Attorney’s Fees
If the account is referred for collection, Customer agrees to pay reasonable collection costs, including attorney’s fees and court costs as permitted by law.
29) Limitation of Liability
To the maximum extent permitted by law, Contractor’s liability is limited to the amount paid for the specific service giving rise to the claim. Contractor is not liable for indirect, incidental, or consequential damages (loss of use, comfort, or profits).
30) Privacy
Contractor uses Customer contact information for scheduling, service communications, billing, and warranty support. Contractor does not sell Customer personal information.
31) Severability
If any provision of these Terms & Conditions is found unenforceable, the remaining provisions will remain in effect.
32) Updates
Contractor may update these Terms & Conditions from time to time. The version in effect on the date Customer approves the estimate (or the date work begins, whichever occurs first) will apply to that project.
33) Legal Rights / Governing Law
Contractor reserves all rights and remedies available under California law, including lien rights where applicable. This agreement is governed by California law. Venue shall be the county where the work is performed unless otherwise required.