The site survey is where the deal goes from “sold” to “ready to install.” Done well, it eliminates change orders.

After you’ve sold a deal, two sets of documents must be signed before the deal is fully done:

1. The financing documents (Palmetto lease, Green Sky loan, etc. — whichever you sold)
2. The install contract from Bienestar HVAC

You collect both while you’re still in the home with the homeowner. The same one-page form requests the install contract and schedules the site survey.

Complete the financing documents with the homeowner. Lease signed, loan funded, or cash deposit collected — whichever applies.

Once financing is signed, fill out this form:

submit.nyheatandacpros.com

Save it to your phone. You’ll use it on every deal.

The form is one page. It asks for:

• Customer name, email, phone, and address
• Jurisdiction flag — especially Yonkers / Westchester
• Total project cost before rebate (your sticker price)
• Total units installed
• Payment type — cash / lease / other
• Any additional work (decommissioning, sub-panel, removals, etc.)
• Site survey date and time preference
• Your consultant info
• Notes (anything the install team needs to know)

As soon as you submit the form:

1. Jonathan gets notified immediately
2. He sends the install contract directly to the homeowner’s email
3. The homeowner signs it via DocuSign
4. Once the install contract is signed, you can leave the house
5. The site survey gets locked in based on the date you picked on the form

Step	Status
Financing documents signed	✅
Install contract request submitted via the form	✅
Install contract signed by homeowner (DocuSign)	✅
Site survey scheduled	✅
Utility bill photo(s), electric panel photo(s), and boiler/mechanical photo if decommissioning	✅
You can leave the home

Until all boxes are checked, the deal isn’t done. Don’t leave early.

For multi-family homes or homes with multiple meters, collect every bill — first floor, second floor, basement, etc. For electrical, photograph every breaker box/panel you see. For decommissioning, also photograph the boiler and relevant mechanical area.

Job type	Survey needed?
Decommissioning	Always
Non-decommissioning + confident consultant + accurate Newtonian layout	Often skippable
Under 5 units + non-decommissioning + confident consultant	Typically not needed

The submission is what Con Edison reviews to decide if the home is adequately heated and cooled by the new system.

Use blue tape to mark where each unit will go. Get the homeowner’s verbal approval on every location before moving on.

Always lead with outside walls — driveway side ideal. This avoids interior piping runs.

“Can we put it on this wall? It’s an outside wall so we don’t have to route piping through the home.”

If the homeowner pushes back on a location, find an alternative outside wall before falling back to interior routing.

Keep outdoor condensers as close as practical to their indoor heads. The target is within 15 feet. Longer runs can reduce efficiency, so if a homeowner requests a far-away condenser location, flag the tradeoff before agreeing.

For semi-detached homes:

• Third floor → put on its own single-zone condenser (it’s the hottest floor)
• Basement → put on its own single-zone condenser
• Keep these separate from the rest of the system

Note open slots, panel amperage. See Electrical & sub-panel. When in doubt, quote with a sub-panel.

If the panel situation is unclear, do not guess in the home. Text clear photos of every panel/breaker box to Jonathan or the electrical reviewer and get direction before promising the homeowner there is no electrical adder.

• Confirm boiler condition
• Confirm boiler/oil tank scope — oil decom always includes a full tank removal plus an electric water heater swap (see Oil decommissioning)
• Confirm any existing units’ refrigerant type — see R32 vs 410A

Use the Newtonian app for accurate room-by-room layouts. At minimum, indicate:

• Left side or right side of the home
• Unit locations per room

We don’t put units on roofs. See Roof installs for why and how to redirect.

The install team’s field manager arrives first on install day and does a second walkthrough with the homeowner before any work starts. This gives the homeowner one more chance to change a unit location.

This second walkthrough is real reinforcement — the survey isn’t the only chance to lock in placements.

If the consultant is confident in unit count and sizing, and the layout was entered accurately in the Newtonian app, the survey can often be skipped on:

• Non-decommissioning jobs
• Under 5 units
• No unusual constraints

Decommissioning jobs always need a survey.

Site surveys can usually be accommodated on weekdays, weekends, and holidays, but the requested time is still a preference. Operations may ask for an hour earlier or later to keep crews efficient by borough or route. Set that expectation before the homeowner treats the preference as a fixed appointment.