HVAC distributor quoting software for changeouts and installs

The changeout list

A residential changeout list is short and urgent. The contractor is often standing in the customer's yard:

• 3 ton condenser and matching air handler, "same brand as last time"
• line set 3/8 x 3/4, 25 ft
• thermostat, programmable
• 60A non-fused disconnect, whip 6 ft
• condenser pad, float switch, 1 case of foil tape

Your counter person can price it, but first has to find each SKU, confirm the matched system, check that contractor's pricing and type it up while three more contractors call. The faster quote often wins the job, so every minute spent searching is a minute the contractor spends calling someone else.

Equipment and the matched system question

Equipment lines carry the biggest dollar value and the most open questions. "3 ton condenser" without a brand or series fits several products in a typical range. Every candidate in your catalog is listed and the line is flagged; "same brand as last time" is flagged with exactly that question. I never pick a manufacturer, a series or a matched system for the contractor. When the RFQ gives a model number that is in your catalog, the line is matched and priced directly.

Technical decisions, such as whether an indoor and outdoor unit belong together, stay with your staff and the contractor. The draft makes them visible instead of hiding them in a typed quote.

The accessories that make or break the margin

Line sets, pads, disconnects, whips, pumps, filters and tape are where quotes are often incomplete or priced at the wrong level. Each is matched line by line from your catalog. Units are kept apart: a 25 ft line set, feet of copper off a coil and a case of tape are different quantities, and when the unit on the list does not match your catalog unit, the line is flagged rather than converted.

Contractor pricing and price dates

Each line is priced in a fixed order: the contractor's own price, then the customer group price, then your list price. Quantity breaks and valid from and until dates come from your price file, so equipment price increases are respected from the date you set. A category discount applies to list prices only, and an explicit surcharge field in your data is added as set. A tie or a missing price blocks the line and flags it.

If you include an inventory export, every figure carries the time it was taken and is treated as stale after 24 hours by default, so the draft does not promise a condenser that left on a truck this morning.

What comes in and what goes out

In: XLSX, CSV or TSV files, PDFs up to 10 pages including scanned pages, email text, and PNG or JPG photos. For a list written by hand in the truck, uncertain lines are flagged for a person to check. Your catalog, customers and pricing come from your ERP as CSV, XLSX or TSV exports; there is no native connection to any ERP.

Out: an A4 PDF quote with your logo for the contractor, plus a UTF-8 CSV of the approved lines. Whether your ERP can import that CSV for quotes or orders is checked during the pilot. Each export is logged, and nothing is sent without approval.

Pricing in US dollars

• Full rollout: $4,900 a month for up to 1,500 requests, or $1,690 a month for up to 500, plus $7,900 one-time onboarding.
• Team: $990 a month for 3 users and up to 200 requests.
• Starter: $490 a month for up to 20 requests.
• Paid pilot: $1,990, credited in full against the onboarding.

Team and Starter have no setup fee. A US registered company can also start with the one list check: Send one real material list. You get the draft quote back within 1 working day, free. How the paid pilot works ↗

Frequently asked questions