The first refrigerated-conversion quote usually highlights the body, insulation and unit. The decision also needs ready-vehicle weighing, axle limits, post-lining usable dimensions, power interfaces, logging and testing scope, and a plan for days when the vehicle cannot work. Until these lines share one specification, two totals may describe different jobs.
Measure usable payload first. In a hypothetical example, maximum laden mass is 3,500 kg and ready vehicle mass after conversion is 2,500 kg. If that ready-vehicle figure includes the driver, fuel, tools and all fixed equipment, 1,000 kg remains for goods, pallets and restraints: 3,500 - 2,500 = 1,000 kg. This does not remove axle, point-load or actual weighbridge checks; total and axle-by-axle limits still apply.
Show quote scope in one table
| Cost or decision line | What to measure or ask | Quote status |
|---|---|---|
| Body and insulation | Layers, thickness, doors, floor and usable interior | Included, excluded or TBD |
| Unit installation | Exact model, rated condition, drive and fitting | Included work and owner |
| Standby and wiring | Power source, interface, protection and parked operation | Who owns the connection? |
| Measurement and testing | Logger, sensor position, function and handover record | Method and evidence |
| Ready vehicle and load | Weighing, axles, goods and net payload | Is real evidence pending? |
| Running cost and downtime | Fuel/energy, maintenance, fallback and lost contribution | Assumption or measured data |
Recheck dimensions and door clearance
Insulation and lining consume space at the floor, roof, side walls and doorway. Even if the outside dimensions stay the same, usable width, length, height and passage clearance can change. The quote should show post-lining dimensions, threshold, restraint area and the actual load envelope separately.
Do not price the unit by catalogue name alone
Thermo King's North American V-800 series page describes a road compressor driven by the vehicle engine and a separate electric standby compressor. This example shows why a quote needs the exact model and operating mode. Also specify ambient conditions, target temperature, wiring, logger and handover-test responsibility.
Set boundaries for running costs
Track fuel or electricity, maintenance, consumables, sensors and unexpected repair in their own periods. Do not assign shared-tank fuel automatically to the compressor; without dedicated measurement, label any allocation as an estimate. Do not turn purchase cost into annual cost, engine hours into compressor hours or kW into kWh.
Model downtime as lost contribution
When the vehicle is in a workshop or the unit is stopped, all gross revenue is not automatically lost. Separate work that could not be performed, variable costs, available alternative capacity and extra labour. If a replacement vehicle is actually hired or another vehicle's capacity is used, record that cost; do not count the same effect as both downtime loss and fallback vehicle cost.
Compare a passive option as a separate workflow
For an insulated container or TBX-style passive option, record cold-source preparation or purchase, container and coolant mass, return collection, cleaning and handling costs. If a freezer is used, include its capacity and electricity consumption. Compare options for the same product, route and delivery conditions.
Before closing the quote, link the weighbridge record, usable dimensions, axle check, unit and standby wiring, logger/test evidence, operating records and real fallback plan in one file. Mark every open line as included, excluded or to be clarified, with an owner and evidence requirement. The cooling-unit quote items and unit brand comparison pages expand this checklist.
