The work is done. Now collect the money.
Rebate paperwork is tedious, deadline-bound, and absolutely worth doing right. Here's the process, the documents, and the mistakes that get claims rejected.
Three kinds of rebate, three kinds of 'apply'
Point-of-sale
The discount happened at purchase, through a registered contractor — launched HEAR-funded state programs work this way. Nothing to file afterward; just keep the paperwork.
Utility rebates
Apply after install, usually via a portal, usually within a set window. This page's walkthrough is mostly about these.
State program rebates
Process varies — some contractor-filed, some homeowner-filed, some tied to assessments. Your state page is the map.
The federal tax credit is over — plan accordingly
The 25C federal tax credit — the "30% up to $2,000 heat pump credit" still advertised on plenty of websites — was terminated for equipment placed in service after December 31, 2025. The IRS goes by the placed-in-service date, not when you bought it: a unit purchased in 2025 but installed in 2026 does not qualify. If your install was completed and running by the end of 2025, claim it on Form 5695 with your 2025 return; this filing season is the last wave.
For everyone installing in 2026: your money is in state programs, utility rebates, and — where your state has launched them — IRA rebate programs. Anyone (including a contractor) telling you otherwise is working from stale information.
Four steps from invoice to check
Find your program and its window
Start from your state page and open the actual program site. Confirm two things before anything else: the program is still open (funding runs out), and the application window — many programs require claims within a set number of days after installation. If your contractor said they'd file, confirm in writing what they filed and when.
Assemble the document kit
Itemized invoice showing model and serial numbers, proof of payment, the AHRI certificate number for the equipment, the permit and final inspection sign-off, and your contractor's program registration details. Whole-home programs may also want the pre- and post-work assessment reports. If the crew is still in your driveway, get all of this now — it's much harder to collect later.
Create the portal account and apply
Most state and utility programs run online portals. Enter the install details exactly as they appear on the invoice — mismatched model numbers are a top rejection reason — and upload the kit. Save the confirmation number and a PDF of the submitted application.
Track it and answer fast
Programs commonly come back once with a request for a missing document. Respond quickly — some requests carry their own deadlines. Point-of-sale rebates need nothing further (the discount already happened); mailed checks and bill credits typically arrive weeks after approval.
The document kit connects to the final-payment walkthrough in what to expect during the work — the moment to collect most of it is before the crew leaves.
Why claims bounce
Almost every rejection traces to a decision made before or during install — which is why stage-5 paperwork is really a stage-3 hiring topic.
Non-participating contractor
Many programs pay only for work by registered contractors. This is the checkpoint to hit before hiring, not after — it's on the installer question list.
Missing AHRI number
The equipment combination must match a certified rating. It's on the paperwork your installer has; get it on the invoice.
Applied outside the window
Install date starts the clock in many programs. If you're reading this months after install, check your program's window today.
Equipment below the efficiency floor
Programs set minimum efficiency tiers. This is decided at purchase time — another reason the rebate conversation happens before you sign the quote.
No permit close-out
Programs that require permits want the final inspection, not just the permit number. Unfinished paperwork on the contractor's side becomes your rejection.
Rebate paperwork questions
Can I still get the federal tax credit for my 2026 installation?
No. The federal 25C Energy Efficient Home Improvement Credit was terminated for property placed in service after December 31, 2025. The IRS uses the placed-in-service date — equipment bought in 2025 but installed in 2026 does not qualify. For 2026 installs, the money is in state, utility, and (where launched) IRA rebate programs instead.
My install was placed in service in 2025 — what do I do?
You claim it on IRS Form 5695 with your 2025 tax return — this filing season is the last wave for the credit. Keep the manufacturer certification and your invoice with your tax records.
Who applies for the rebate — me or the contractor?
It depends on the program design. Point-of-sale programs (like launched HEAR-funded programs) work through the contractor as an upfront discount; most utility rebates are homeowner applications after install. Ask who files what before work starts, and get it in the contract.
What if my contractor wasn't registered with the program?
In most cases the rebate is lost for that project — programs verify registration at the time of work. It's worth a call to the program administrator (some allow retroactive registration), but the honest advice is preventive: confirm registration before hiring.
How long do rebate checks take?
Point-of-sale discounts are instant. Portal-based rebates typically process in weeks, and mailed checks follow approval by more weeks — timelines vary widely by program. If a program publishes a processing window, believe it; if it's been longer, use your confirmation number to check status.
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Planning the next phase already?
A retrofit is a sequence, not a one-off. See what your state pays toward whatever comes next — and this time, know the paperwork before you start.
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