A replacement quote is the biggest sale a small HVAC business makes, and it is usually made at a kitchen table within an hour of the diagnosis. Quoting software is the tool that turns a site survey into three priced options, presents them with financing, takes the signature and turns the accepted option into a scheduled install without retyping. This page is for the owner or comfort advisor of a US HVAC contracting business asking what the quote template has to carry, what HVAC sales proposal software adds beyond a document, and how to judge HVAC sales software on the thing that matters: whether it closes faster.
What the HVAC quote template carries
The customer and site. The equipment by model and efficiency tier. The scope: ductwork, electrical, gas, condensate, pad, lineset, thermostat, permits, disposal. The exclusions, stated plainly. The price per option, the financing per option, the warranty terms, the validity date and the payment schedule. A quote missing the exclusions is a change order waiting to happen; the quote builder on this site produces the document with all of them from your own figures.
Options built from one cost base
Good, better and best should be three tiers of equipment on the same installation scope, each priced with the same margin from the same costs. HVAC quoting software should build them from the survey in a few taps and present them side by side with a monthly payment beside each. If the comfort advisor has to build three quotes separately, the third will be skipped and the sale will be a yes or no.
The signature on the phone: what HVAC sales proposal software adds
The quote that is signed at the table is the quote that does not go to a competitor. HVAC sales proposal software should take the signature on the phone, collect the deposit, and turn the accepted option into an install on the schedule with the equipment on the order list. Ask to see the whole sequence in the demo, including what happens to the two options that were not chosen.
What HVAC sales software should tell the owner
Quotes sent, open, won and lost by advisor and by month, average ticket by tier, and the close rate on each option. Those figures tell the owner which advisor needs coaching and whether the best tier is priced to be chosen or to make the middle one look reasonable. A quoting tool that cannot report them is a document generator.
Pricing by the people who quote
Quoting software is usually part of a broader product priced per user, and the advisor's seat is often the premium one. Jobber lists Core at $49 per month for one user and $29 per month for each additional user; Housecall Pro lists Basic at $79 per month for one user. CoilDesk Pro is $29 per month for the whole crew, and the quote builder here is free on any phone.
Questions people ask about hvac quoting software
What is the difference between a HVAC quote template and a proposal?
The quote is the priced offer; the proposal wraps it in the scope, the company's credentials and the terms. In practice the best templates are proposals with the price on the first page.
Should HVAC quoting software include financing?
Yes, shown as a monthly figure beside each option. It changes which tier customers choose more than any discount.
How long should a quote be valid?
Long enough to decide and short enough that equipment prices have not moved; the validity date on the template protects you from last quarter's costs.