Getting a new air conditioning system installed is one of the biggest home improvement investments you will make, and in Florida, it is one of the most important. If you have never been through the process before, or if it has been a decade or more since your last replacement, you probably have questions about what happens, how long it takes, and what you need to do to prepare. This step-by-step guide walks you through the entire AC installation process as it works in Palm Beach County, from your first phone call to the final building inspection.

Step 1: The Initial Consultation and Home Assessment

A proper AC installation begins long before any equipment arrives at your home. The process starts with an in-home consultation where a qualified HVAC professional evaluates your home and discusses your needs.

What Happens During the Consultation

A thorough consultation typically takes 60 to 90 minutes and should include:

A walkthrough of your home to assess the current system, ductwork condition, insulation levels, window types, and overall layout.
Discussion of your comfort concerns including any rooms that are too hot or too cold, humidity issues, noise complaints, or air quality problems.
Review of your energy bills to understand your current cooling costs and identify potential savings from a more efficient system.
Assessment of your existing ductwork including checking for leaks, proper sizing, insulation condition, and whether modifications are needed.
Evaluation of electrical service to ensure your home's electrical panel can support the new equipment, especially if upgrading to a larger or higher-voltage system.

Red Flags to Watch For

Be wary of any contractor who provides a quote without visiting your home, bases the system size solely on square footage, or pressures you into an immediate decision. A professional consultation is about gathering information and educating you, not high-pressure sales.¹

Step 2: The Manual J Load Calculation

This is arguably the most important technical step in the entire installation process, and it is the step most commonly skipped by contractors who cut corners.

What Is a Manual J?

A Manual J load calculation is an engineering analysis that determines exactly how much cooling capacity your home requires. Developed by the Air Conditioning Contractors of America (ACCA), Manual J accounts for dozens of variables including:²

Square footage and ceiling heights of each room
Window sizes, types, and orientation (which direction they face)
Insulation levels in walls, ceilings, and floors
Number of occupants
Internal heat sources (appliances, lighting, electronics)
Duct location and condition
Local climate data specific to Palm Beach County
Building construction type and materials
Infiltration rate (how much outside air leaks into the home)

Why It Matters in Florida

Proper sizing is critical in Florida because an oversized system will short cycle, cooling the air quickly but shutting off before it has removed enough humidity. The result is a home that reaches the set temperature but feels clammy and uncomfortable. An undersized system will run constantly during peak heat, never quite catching up and driving up your energy bills. Both scenarios lead to premature equipment failure.³

In Palm Beach County, the cooling load calculation is particularly important because our climate is dominated by latent load (humidity) rather than just sensible load (temperature). A contractor who understands Florida's climate will size the system to handle both effectively.

Step 3: Equipment Selection

Based on the load calculation results and your consultation discussion, your contractor will recommend specific equipment options. A good contractor will present two or three options at different price points, explaining the trade-offs between them.

Key Decisions You Will Make

System type: Central AC, heat pump, or ductless mini-split
Efficiency level: Base tier (SEER2 14.3-15), mid-range (SEER2 16-18), or premium (SEER2 19+)
Compressor type: Single-speed, two-stage, or variable-speed
Brand: Based on reliability, warranty, features, and budget
Add-ons: UV lights, whole-house dehumidifiers, air purifiers, smart thermostats, surge protectors

Your contractor should explain the pros and cons of each option in plain language, including realistic estimates of energy savings, warranty details, and total installed cost with no hidden fees.

Step 4: Permits and Paperwork

In Palm Beach County, a building permit is required for AC replacement and new installation. This is not optional and is not something a reputable contractor will skip.⁴

Florida Permit Requirements

The permitting process in Palm Beach County includes:

Mechanical permit: Required for any AC system installation or replacement. The contractor pulls this permit, not the homeowner.
Electrical permit: Required if the installation involves changes to electrical wiring, a new disconnect, or panel modifications.
Documentation: The permit application typically requires the Manual J load calculation, equipment specifications, and proof of contractor licensing and insurance.

Why Permits Matter

Some homeowners are tempted to skip permits to save time or money, but this is a serious mistake. Unpermitted work can create problems when you sell your home, void your insurance coverage in the event of a claim, and result in fines from code enforcement. Perhaps most importantly, the permit process ensures your installation meets Florida's building code, which includes hurricane protection standards and energy efficiency requirements that exist for your safety and benefit.⁵

Permit costs in Palm Beach County typically range from $100 to $300 for a standard AC replacement. Your contractor should include this in their quote.

Step 5: Scheduling the Installation

Once equipment is ordered and permits are approved, your contractor will schedule the installation date. Lead times vary depending on the season, equipment availability, and contractor workload.

Typical Timeline

Off-season (November through March): Equipment is usually available within a few days to two weeks. Installation can often be scheduled within one to two weeks of signing the contract.
Peak season (April through October): Equipment lead times can extend to two to four weeks, and contractor schedules fill up quickly. Plan ahead if possible.
Emergency replacement: If your system has completely failed during summer, most reputable contractors will prioritize your installation, but you may have fewer equipment choices and less room for negotiation.

Step 6: Preparing Your Home

Your contractor should provide specific preparation instructions before installation day, but here are general guidelines to make the process smoother:

Clear the work areas: Remove furniture, belongings, and obstacles from around the indoor air handler location and the path between it and the front door. Clear at least four feet around the outdoor unit location.
Protect sensitive items: Installation involves some dust and debris. Cover nearby furniture, electronics, and valuables with sheets or plastic.
Secure pets: Keep dogs, cats, and other pets in a separate room or arrange for them to stay elsewhere during the installation. Workers will be going in and out frequently, and doors will be open.
Ensure access: Make sure the contractor can access the attic if ductwork inspection or modification is needed, and clear the path to the electrical panel.
Plan for the heat: Your home will be without cooling for several hours during the installation. In Florida's summer, this means the indoor temperature will rise significantly. Consider spending installation day elsewhere, especially if you have young children or elderly family members.

Step 7: Installation Day - Old System Removal

The installation crew typically arrives between 7:00 and 8:00 AM. The first order of business is removing your old equipment.

What the Crew Does

System shutdown: The crew disconnects the electrical power and recovers the existing refrigerant from the old system. EPA regulations require that refrigerant be properly recovered, not released into the atmosphere.⁶
Outdoor unit removal: The old condenser unit is disconnected from the refrigerant lines and electrical supply, then removed from the pad.
Indoor unit removal: The old air handler or evaporator coil is disconnected and removed. This may involve cutting and capping old refrigerant lines.
Cleanup: Old equipment is loaded onto the truck for proper disposal or recycling.

Old system removal typically takes one to two hours.

Step 8: Ductwork Inspection and Modification

With the old equipment removed, the installation crew inspects the existing ductwork. This step is critical in Florida homes where ducts often run through hot attic spaces.

Common Ductwork Issues Found During Installation

Leaky connections: Joints and seams that have separated or were never properly sealed, allowing conditioned air to escape into the attic.
Damaged insulation: Duct insulation that has deteriorated, compressed, or been damaged by animals, reducing its effectiveness in Florida's extreme attic temperatures.
Improper sizing: Ducts that are too small for the new system's airflow requirements, or too large, both of which reduce efficiency and comfort.
Sagging or disconnected runs: Flexible ductwork that has come loose from supports and is hanging or kinked, restricting airflow.
Condensation issues: Evidence of moisture on or around ductwork, indicating insufficient insulation in Florida's humid conditions.⁷

Depending on what the inspection reveals, ductwork modifications may be recommended. This can range from simple sealing and reconnection to partial or complete duct replacement. Any significant ductwork changes should be discussed with you before proceeding, along with the associated costs.

Step 9: New Equipment Installation

With the old system removed and ductwork addressed, the crew installs the new equipment.

Outdoor Unit Installation

A new concrete or composite pad is placed or the existing pad is inspected and leveled
The new condenser unit is positioned on the pad with proper clearance on all sides for airflow and service access
New refrigerant lines (called the line set) are connected between the outdoor and indoor units, or existing lines are evaluated and reused if they are in good condition and compatible with the new refrigerant
The electrical disconnect and wiring are connected

Indoor Unit Installation

The new air handler is positioned and leveled in the equipment closet or utility area
Supply and return duct connections are made and sealed
The condensate drain line is installed with a proper trap and, in Florida, typically a secondary safety drain or float switch that shuts the system down if the primary drain clogs, preventing water damage⁸
The new thermostat is installed and wired

Step 10: Electrical Connections

Proper electrical work is essential for safety and system performance:

The outdoor disconnect is verified or replaced to meet current code requirements
Wiring between the disconnect and outdoor unit is connected
The circuit breaker is verified to be the correct size for the new equipment
Low-voltage thermostat wiring is connected and tested
A whole-system surge protector may be installed to protect the new equipment from Florida's frequent lightning-related power surges

Step 11: Pressure Testing and Leak Check

Before charging the system with refrigerant, the crew performs a pressure test to verify that all connections are sealed and there are no leaks in the refrigerant circuit.

The system is pressurized with dry nitrogen to the manufacturer's specified test pressure
Pressure is monitored for a period of time (typically 15 to 30 minutes) to confirm no leaks
All connections are checked with an electronic leak detector or soap solution
The system is evacuated using a vacuum pump to remove moisture and non-condensable gases, which is critical for proper operation and refrigerant purity⁹

Step 12: Refrigerant Charging and System Startup

With the system proven leak-free, the crew charges it with the correct amount and type of refrigerant:

Refrigerant is weighed in according to the manufacturer's specifications, which are based on the length of the refrigerant lines
The system is started and allowed to run while the technician measures superheat and subcooling to verify the charge is correct
Airflow is measured across the evaporator coil to ensure it matches the manufacturer's specifications
Supply and return air temperatures are checked to verify the system is producing the correct temperature differential, typically 15 to 20 degrees in Florida's climate

Step 13: Commissioning and Performance Verification

Commissioning is the final quality check before the crew considers the installation complete:

Thermostat operation: All modes (cooling, fan, auto) are tested to verify proper operation
Safety controls: High-pressure and low-pressure safety switches are verified functional
Condensate drainage: The drain line is tested to confirm proper flow and the safety switch functions correctly
Electrical measurements: Voltage, amperage, and capacitor readings are recorded and compared to manufacturer specifications
Noise and vibration: The system is checked for unusual noises, vibrations, or other signs of installation issues
Documentation: All measurements are recorded on the startup checklist for your records and future reference

Step 14: Florida Building Inspection

Because a permit was pulled for the installation, Palm Beach County requires a final building inspection to verify the work meets code requirements.¹⁰

What the Inspector Checks

Equipment is installed per manufacturer specifications
Electrical connections meet the National Electrical Code and Florida amendments
Refrigerant lines are properly supported and insulated
Condensate drainage complies with Florida plumbing code
Equipment sizing matches the load calculation on the permit
All work complies with the Florida Building Code and local amendments

Your contractor should schedule the inspection and be present for it. If any issues are found, they are responsible for making corrections and scheduling a re-inspection at no additional cost to you.

Typical Timeline Summary

Here is a realistic timeline for the complete process:

Consultation and quote: 1 to 3 days
Equipment ordering and permit processing: 3 to 14 days (can be longer during peak season)
Installation day: 6 to 10 hours for a standard replacement, possibly two days for complex installations involving significant ductwork or electrical modifications
Building inspection: Typically scheduled within 3 to 7 business days after installation completion
Total from first call to completed inspection: 2 to 4 weeks under normal conditions

Post-Installation: What to Do After Your New AC Is Running

Register your warranty: Most manufacturers require online registration within 90 days to receive the full warranty period. Your contractor may do this for you, but verify it is done.
Set up a maintenance schedule: Plan for at least one professional tune-up per year, ideally in the spring before the heavy cooling season begins. In Palm Beach County's demanding climate, semi-annual maintenance is even better.
Learn your new thermostat: Take time to understand the features of your new thermostat, including scheduling, humidity settings, and any smart features.
Change your filter regularly: Set a reminder to check and replace your air filter every one to three months, depending on the filter type and your home's conditions.
Keep your documentation: Store your installation paperwork, warranty registration confirmation, load calculation, and startup checklist in a safe place. You will need these for warranty claims and when you eventually sell your home.¹¹

At Central Air Systems, we have been guiding Palm Beach County homeowners through the AC installation process since 1991. As a family-owned company, we take pride in doing every installation the right way: with proper load calculations, pulled permits, quality workmanship, and a thorough commissioning process that ensures your new system performs exactly as it should. If you are ready for a new AC system or simply want to understand your options, call us at 561-585-6819 or visit centralairsfl.com to schedule your free in-home consultation.

New AC Installation: What to Expect from Start to Finish