Apply to Austin Energy before you install. Austin Energy says commercial HVAC retrofit and replacement rebates must be applied for before installation, new construction must apply before the certificate of occupancy, and rebates are not paid retroactively. If the equipment is already ordered and scheduled without an application, the rebate path may already be gone.
This checklist covers what to confirm, what to collect, and who does what, before a purchase order is signed.
1. Confirm the project fits the program
Austin Energy's commercial HVAC page applies to customers with commercial electric service. Start with these facts about the property and the job:
- Property address and the Austin Energy commercial account number.
- Type of work: replacement, retrofit, or new construction. Each has its own timing rule.
- Systems affected: make, model, capacity, location, and current condition.
- ECAD status. Buildings over 10,000 square feet must comply with the Energy Conservation Audit and Disclosure ordinance unless exempt or outside city limits.
- Operating hours. Rebated equipment must operate weekdays from 3 to 6 p.m., June through September. Schools and houses of worship are exempt from this rule.
- Multifamily properties applying for commercial rebates must also meet multifamily program rules and must not be on the city's Repeat Offender Program.
Why this matters: a project that fails one of these is a no before the equipment is even reviewed.
2. Hold the purchase order until the application is in
Sequence matters more than anything else on this list. If you are still deciding whether to repair or replace, read HVAC repair, replacement, and rebates first. Austin Energy may also schedule pre-installation and post-installation site visits to verify the existing and new equipment, so the old unit has to be available to inspect.
Use this check before anyone authorizes work:
| Question | Why it matters |
|---|---|
| Is the application submitted before installation? | Austin Energy does not pay retrofit or replacement rebates retroactively. |
| Is the proposed equipment AHRI-rated? | Austin Energy requires AHRI ratings for rebated HVAC equipment. |
| Does the written scope match the application? | The rebate is tied to the equipment listed. |
| Who receives the rebate? | The payee has to be set up correctly before payment, not after. |
| Can inspectors reach the existing equipment? | A pre-installation visit may be needed before removal. |
Emergency replacements. Austin Energy evaluates emergency replacements case by case. If a system has failed, call the program before assuming the rebate is lost or assuming it is safe.
3. Collect the records before the application stalls
Austin Energy puts incomplete applications on hold and may cancel them after 90 days. Collect these before submitting:
- Austin Energy commercial account number and the authorized contact.
- Manufacturer spec sheets and AHRI certificates for the proposed equipment.
- Quote or invoice that matches the equipment in the application.
- Photos of existing equipment, if Austin Energy requests them.
- Payee information (see section 5).
- Site access details: roof access, escort rules, tenant hours, and shutdown limits.
Keep all of it in one project folder with the utility correspondence. When a question comes up, the property can show what was proposed and when.
From the field: "Applications often stall on the AHRI certificate. If a supplier substitutes a model after the quote, the certificate has to match the new model number. Put the quote and the certificate side by side before you submit."
CG's project leads
On a typical commercial job, our team pulls the spec sheets and AHRI certificates, builds the application, photographs the existing equipment and schedules the site visits. The property provides the account number, an authorized contact, site access rules and the signed payee letter. Agreeing on that split at the start cuts down the back-and-forth once the application is filed.
4. Know the rules that affect the amount
Austin Energy sets incentives by technology, unit size, and efficiency. The amount itself belongs on the program page, but several rules shape it and are worth knowing early:
- Rebates are based on 10-year incremental savings over a baseline.
- The minimum rebate is $25.
- Rebates are capped at 50% of the job cost.
- A 30% bonus is available to local small businesses, 501(c) nonprofits, and houses of worship on Rate 1 or Rate 2 (under 300 kW). With the bonus, the cap rises to 80% of job cost.
- Total rebates are capped at $300,000 per site per fiscal year, which runs October through September.
- Funding is first-come, first-served.
Austin Energy also offers a Small Business Bundle for qualifying small business customers. Ask the program which path applies.
Why this matters: an owner planning a large capital project across several buildings should know about the per-site cap and the October fiscal year before splitting work across two budgets. Our guide to budgeting for HVAC and energy rebates shows how to keep rebates separate from owner cash.
5. Settle who gets paid
Austin Energy allows the rebate to go to the account holder, a parent organization, the property owner, a tenant with a letter from the owner, or the contractor. A contractor can receive the payment only if it is a registered City of Austin vendor, is registered in Austin Energy's rebate system, and has an authorization letter from the customer.
CG Service Pros collects the rebate directly from Austin Energy at the end of the project. The property signs the authorization letter during pre-approval. Our proposal then shows the full project price, the estimated rebate assigned to CG, and the balance the property pays. If a site visit changes the approved amount, we review the difference with you before close-out.
From the field: "Treat the rebate estimate as an estimate until Austin Energy approves it. Budget on the balance, and keep the payee letter in the same folder as the purchase order so nobody has to hunt for it at close-out."
CG's project leads
6. Make the scope match the application
A commercial replacement often includes more than the unit: controls, electrical, permits, crane or curb work, disposal, and work around occupied space. Those items change cost and schedule even when they do not change the rebate.
Ask your contractor to write down:
- The equipment being removed and the equipment proposed, with AHRI references.
- Work included and work that needs separate approval.
- Conditions that must be met before installation starts.
- Who handles photos, application documents, inspection scheduling, and close-out records.
- What happens if field conditions change the equipment after the application is filed.
If the installed equipment ends up different from the application, tell Austin Energy before the work moves ahead.
7. Plan the inspections and close-out
Austin Energy requires the customer or contractor to schedule pre-installation and post-installation site visits. Name the person who can open the roof hatch or mechanical room, the allowed hours, and any escort rules. Properties with tenants, patients, or customers should build those limits into the schedule.
For close-out, keep the approved scope, AHRI documents, invoices, photos, and inspection notes together. That record will not guarantee payment, but it makes any utility question quick to answer.
The one-page checklist
- Replacement, retrofit, or new construction identified.
- Austin Energy commercial electric service confirmed.
- ECAD status checked for buildings over 10,000 square feet.
- Equipment runs weekdays 3 to 6 p.m., June through September (or the site is exempt).
- Application submitted before installation, or before the certificate of occupancy for new construction.
- Equipment AHRI-rated, with spec sheets attached.
- Written scope matches the application.
- Payee chosen and authorization letter signed.
- Inspection access arranged for before and after installation.
- One person owns the project records.
If any line is unclear, pause the order and get it answered first.
Frequently Asked Questions
Can I get an Austin Energy commercial HVAC rebate after installation?
No. Austin Energy requires the application before installation for retrofits and replacements, and before the certificate of occupancy for new construction. Rebates are not retroactive. Emergency replacements are evaluated case by case.
What documents does Austin Energy need for a commercial HVAC rebate?
The commercial account number, contact information, manufacturer spec sheets and AHRI certificates, a quote or invoice, photos when requested, and payee information.
Is there a cap on Austin Energy commercial rebates?
Yes. Rebates are capped at 50% of job cost, or 80% for sites that qualify for the 30% bonus, and at $300,000 per site per fiscal year.
Who qualifies for the 30% bonus?
Local small businesses, 501(c) nonprofits, and houses of worship on Austin Energy Rate 1 or Rate 2 with demand under 300 kW.
Can the contractor receive the rebate?
Yes, if the contractor is a registered City of Austin vendor, is registered in Austin Energy's rebate system, and has an authorization letter from the customer. CG Service Pros is set up this way and collects the rebate directly from Austin Energy.
What happens if my application is incomplete?
Austin Energy places incomplete applications on hold and may cancel them after 90 days.
Next step
CG Service Pros was named Austin Energy's 2024 Contractor of the Year. If a commercial HVAC replacement is on your list, bring the equipment list, the account number, and any existing quotes to a pre-approval review before you order. Start on our Austin commercial rebates page.
Sources
Program details checked November 2, 2026:
