HVAC and refrigeration wholesaler quoting software for engineer lists

An install list as it arrives

An air conditioning engineer pricing two split systems for an office might send:

• 2 x 3.5 kW wall units with outdoor units, brand as before
• 1/4 and 3/8 pair coil, 15 m, 2 off
• wall brackets x2, condensate pumps x2
• trunking 80x60, 6 lengths, plus bends
• flare nuts, tape, armaflex 3/8
• R32, 1 cylinder

A refrigeration engineer's list for a cold room repair looks different again: a solenoid valve, a sight glass, a drier, 3 lengths of 7/8 copper, a controller. Both have the same problem at your counter. Someone has to find each item in a technical range, check sizes, pick the account price and type it all up, while the engineer waits to price the job.

Metric, imperial and coil sizes

HVAC and refrigeration ranges carry both metric and imperial copper, straight lengths and coils, and pair coils in fixed lengths. The same "3/8" can mean a coil, a length or an insulation bore. I match on the words and sizes in your own catalogue, and when a line fits more than one product, every candidate is shown and the line waits for a choice.

Units are kept apart: a 15 m pair coil, metres of copper off a coil and a 3 m length are different quantities. If the unit on the list does not match the unit in your catalogue, the line is flagged instead of converted on a guess.

Units, kits and accessories

"Brand as before" or "3.5 kW wall unit" leaves the model open. That line is flagged with the question, and the candidates from your range are listed if your catalogue description makes them clear. I never pick a manufacturer or a model on the engineer's behalf. Accessories such as brackets, pumps and trunking are matched line by line from your catalogue in the same way.

Refrigerant is priced like any other line from your own data. Any check your counter makes before releasing refrigerant stays with your counter; I only prepare the draft and a person approves it.

Account prices and price dates

Each line is priced in a fixed order: the customer's own price, then the customer group price, then your list price. Quantity breaks and valid from and until dates are read from your price file, so a unit price that changed with a manufacturer increase is not quoted from the old row. A category discount applies to list prices only. A tie or a missing price blocks the line and flags it.

If you include stock, every figure carries the time it was taken and is treated as stale after 24 hours by default, which matters for units that are often on back order.

Alongside your system

There is no native connection to merchant or ERP systems. You export your catalogue, customers and prices as CSV, XLSX or TSV, or load product data from BMEcat XML. Lists come in as spreadsheets, PDFs of up to 10 pages, email text, or PNG and JPG photos; for a list written by hand in the van, uncertain lines are flagged for a person to check. The approved quote comes out as an A4 PDF with your logo plus a UTF-8 CSV, and whether your system can import that CSV is checked during the pilot.

Pricing

Starter: £390 a month for up to 20 requests. Team: £790 a month for 3 users and up to 200 requests. Both have no setup fee. Full rollout: £1,290 a month for up to 500 requests or £3,900 a month for up to 1,500, plus £5,950 onboarding including the £1,490 paid pilot. How the paid pilot works ↗

Frequently asked questions