Commercial HVAC proposals for plant, VRF and fit-outs
Existing plant and its condition, the replacement by stage, crane lifts and after-hours works, a programme, approval before it goes out and two signers.
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Mechanical services contractors use QuoteCloud for commercial HVAC proposals: the existing plant and its condition, new equipment by capacity, installation by stage, options such as after-hours works, a Gantt programme, approval on total value before sending and several signers. Gantt charts and approvals are on the Business plan.
A sample commercial proposal by a fictional business, Halden Climate Co., for Bellbird Property Group: a roof plan with three rooftop packaged units on their curbs. One unit per weekend, a crane hook lowers over each old unit (19, 19 and 17 years old) and a new 65 kW unit replaces it, while an eight-week programme strip marks weekends 1 to 3 in weeks 4 to 6. In front, the proposal's approval panel: In Review because the total value is greater than $100,000, approved by Ingrid Solberg, commercial projects manager, and pending with Will Ashby, director, on the Business plan; proposal total $265,265.00 including tax.
A plant replacement proposal, section by section
HC-C-0731 for Bellbird Property Group: three rooftop units at 42 Orchard Lane, replaced while the building stays open.
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PM writes
The building and the brief
A cover with the building, who it's for and a valid-until date of 60 days, then the brief in one paragraph: three units, one per weekend, refrigerant recovered, commissioned with an air-balance report.
Halden Climate Co.Commercial proposal HC-C-0731 Sample · fictional businessCommercial proposal
Rooftop plant replacement, 42 Orchard Lane
Replacement of the three rooftop packaged units serving Levels 1 to 5, one unit per weekend so the building stays open, with crane lifts on Saturdays, recovery of the old refrigerant and commissioning with an air-balance report.
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From the survey
What's on the roof today
The existing plant as a table block: tag, capacity, the floors it serves, its age, a condition chip and the action. Equipment by type and capacity; the final selection goes in your submittal.
Existing plant Surveyed 2 Oct 2026
Tag Unit Age Condition Action PAC-1 Packaged unit, 60 kWLevels 1–2 19 years Poor Replace PAC-2 Packaged unit, 60 kWLevel 3 19 years Poor Replace PAC-3 Packaged unit, 60 kWLevels 4–5 17 years Fair Replace EF-1 Toilet exhaust fanAll levels 8 years Good Service Condition from Halden's survey. Equipment is described by type and capacity; the final selection is confirmed in the submittal.
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Client chooses
Equipment, installation, then options
Equipment and installation in their own sections with subtotals: crane lifts and road closures per unit, mechanical, electrical, decommissioning and refrigerant recovery, commissioning. After-hours tie-ins, coastal coating and a first year of maintenance sit apart as options the client ticks. Tick one and the 10% deposit follows.
Price tables: Essentials and up
Your price book and installation extrasProposal pricing
Item Qty Rate Amount Equipment $145,800 Packaged unit, 65 kW, high efficiencyReplaces PAC-1, PAC-2 and PAC-33 ea $48,600 $145,800.00 Installation $85,550 Crane lifts & road closuresOne Saturday per unit3 lift $6,800 $20,400.00 Mechanical installationCurbs, duct connections, condensate1 lot $38,500 $38,500.00 Electrical, isolators & controlsReconnect to the existing controls1 lot $14,900 $14,900.00 Decommission & refrigerant recoveryOld units removed, refrigerant recovered3 ea $1,850 $5,550.00 Commissioning & air balancingWith a commissioning report1 lot $6,200 $6,200.00 Options Tick to add 1 lot $9,800 $9,800.00 3 ea $2,400 $7,200.00 1 yr $8,400 $8,400.00 - Subtotal
- $241,150.00
- Tax (10%)
- $24,115.00
- Total
- $265,265.00
- Plus, monthly
- $0.00/mo
- Deposit on acceptance (10%)
- $26,526.50
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PM writes
The programme the facility manager plans around
An eight-week Gantt chart: submittal and lead time, one lift per Saturday, after-hours tie-ins as an optional bar, commissioning and the handover milestone.
Gantt charts: Business plan
Project plans with QuoteCloudReplacement programme
StageW1W2W3W4W5W6W7W8Submittal & equipment lead time Week 1 to 3PAC-1 lift & install Week 4 to 4After-hours tie-ins optional Week 4 to 6PAC-2 lift & install Week 5 to 5PAC-3 lift & install Week 6 to 6Commissioning & air balancing Week 7 to 8Handover & report Week 8 -
Assumptions
Assumptions in writing
Saturday lifts with the road closure arranged by Halden, cooling kept on the floors not being worked on, existing curbs reused where they're sound. What the price depends on, before anyone signs.
Assumptions
- Crane lifts on Saturdays, with the road closure permit arranged by Halden.
- Tenants keep cooling on the floors not being worked on.
- Existing roof curbs reused where the survey shows they're sound.
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Two signers
The asset manager signs, then finance
Hamish Grant has signed; Leah Okonjo, the finance director, signs the same proposal in her own signature block. The 10% deposit on acceptance is paid by card through Stripe once the proposal is signed.
Payments: Essentials and up
Accept, sign and pay
1 of 2 signed
- Hamish GrantAsset manager Signed14 Oct, 11:20 am
- Leah OkonjoFinance director Awaiting signature
Deposit on acceptance (10%)
$26,526.50
Paid via StripePay with card or PayPal
Certificate of authenticity and audit trail attached
Three kinds of commercial work, one proposal style
Plant replacement, a VRF fit-out and the maintenance that follows, each from its own template on your letterhead.
Existing plant Surveyed 2 Oct 2026
| Tag | Unit | Age | Condition | Action |
|---|---|---|---|---|
| PAC-1 | Packaged unit, 60 kWLevels 1–2 | 19 years | Poor | Replace |
| PAC-2 | Packaged unit, 60 kWLevel 3 | 19 years | Poor | Replace |
| PAC-3 | Packaged unit, 60 kWLevels 4–5 | 17 years | Fair | Replace |
| EF-1 | Toilet exhaust fanAll levels | 8 years | Good | Service |
Condition from Halden's survey. Equipment is described by type and capacity; the final selection is confirmed in the submittal.
Proposal pricing
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Equipment | $145,800 | ||
Packaged unit, 65 kW, high efficiencyReplaces PAC-1, PAC-2 and PAC-3
|
3 ea | $48,600 | $145,800.00 |
| Installation | $85,550 | ||
Crane lifts & road closuresOne Saturday per unit
|
3 lift | $6,800 | $20,400.00 |
Mechanical installationCurbs, duct connections, condensate
|
1 lot | $38,500 | $38,500.00 |
Electrical, isolators & controlsReconnect to the existing controls
|
1 lot | $14,900 | $14,900.00 |
Decommission & refrigerant recoveryOld units removed, refrigerant recovered
|
3 ea | $1,850 | $5,550.00 |
Commissioning & air balancingWith a commissioning report
|
1 lot | $6,200 | $6,200.00 |
| Options Tick to add | |||
| 1 lot | $9,800 | $9,800.00 | |
| 3 ea | $2,400 | $7,200.00 | |
| 1 yr | $8,400 | $8,400.00 | |
- Subtotal
- $241,150.00
- Tax (10%)
- $24,115.00
- Total
- $265,265.00
- Plus, monthly
- $0.00/mo
- Deposit on acceptance (10%)
- $26,526.50
Old plant out, new plant in, by stage
The condition of what's there, then equipment, crane lifts, installation and recovery in sections, with the options the owner can add. Built for asset managers who compare the method as well as the number.
- Existing plant table with age and condition
- Sections with subtotals; options as ticked rows
- 10% deposit on acceptance via Stripe
Fit-out proposal
VRF air conditioning, Level 3 tenancy fit-out
A heat-recovery VRF system for the new Level 3 tenancy: ceiling cassettes in the offices, ducted units in the two boardrooms and a controller for each zone, installed alongside the fit-out builder's programme.
Fit-out pricing
| Item | Qty | Rate | Amount |
|---|---|---|---|
| VRF system | $78,220 | ||
Heat-recovery outdoor unit, 45 kWOn the existing roof plant deck
|
1 ea | $38,900 | $38,900.00 |
Ceiling cassette units, 3.6 kWOffices and open-plan
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10 ea | $2,150 | $21,500.00 |
Ducted indoor units, 7.1 kWBoardrooms 1 and 2
|
2 ea | $3,650 | $7,300.00 |
Branch selector boxesHeating and cooling at the same time
|
4 ea | $1,480 | $5,920.00 |
Central & zone controllersOne controller per zone
|
1 lot | $4,600 | $4,600.00 |
| Installation | $32,300 | ||
Refrigerant pipework & insulationRiser to Level 3, ceiling runs
|
1 lot | $18,400 | $18,400.00 |
Condensate drainsTo the tenancy waste points
|
1 lot | $3,900 | $3,900.00 |
Electrical & isolatorsFrom the tenancy board
|
1 lot | $6,800 | $6,800.00 |
Commissioning & handover documentsIncluding the commissioning report
|
1 lot | $3,200 | $3,200.00 |
| Options Tick to add | |||
| 1 ea | $4,850 | $4,850.00 | |
| 1 lot | $5,600 | $5,600.00 | |
| 1 yr | $4,800 | $4,800.00 | |
- Subtotal
- $115,370.00
- Tax (10%)
- $11,537.00
- Total
- $126,907.00
- Plus, monthly
- $0.00/mo
- Deposit on acceptance (10%)
- $12,690.70
A tenancy fit-out alongside the builder's programme
A heat-recovery VRF system for Quillon Legal: an outdoor unit on the plant deck, ceiling cassettes, ducted units for the boardrooms, branch selector boxes and a controller per zone, with a 24/7 comms room split as an option.
- Indoor units by type and capacity, quantities editable
- Installation priced around the fit-out builder
- Comms room split and after-hours works as options
Equipment covered 10 units · surveyed 12 Nov
| Tag | Unit | Visits | Cover |
|---|---|---|---|
| DU-1 | Ducted system, 14 kWReception & waiting | Quarterly | Full |
| SS-1–6 | High-wall splits, 2.5 kW × 6Consult rooms 1–6 | Quarterly | Full |
| SS-7 | Split system, 3.5 kW, 24/7Comms room | Monthly | Priority |
| EF-1–2 | Exhaust fans × 2Treatment room & toilets | Every 6 months | Full |
| FA-1 | Fresh-air unitRoof | Every 6 months | Full |
Units and tags from Halden's survey. Repairs found at a visit are quoted separately before any work starts.
Choose your service level
Keep the plant you installed
The equipment list carried into a maintenance agreement with service levels per month, a visit schedule and an expiry date. The client signs it; you invoice the monthly charge.
- Every unit listed with how often it's serviced
- Service levels as a single choice
- Nothing renews or bills by itself
Method, compliance and capability, written once
The value in an implementation: your commercial content approved by a director, saved in the content library and dropped into every proposal, so a PM never copies last year's Word file.
- Capability statementCommercial projects and team
- Method: occupied buildingsStaging, tenant notices, after hours
- Crane lifts & road closuresLift plan and permits
- Refrigerant handlingRecovery and records Locked
- Licences & insurancesCompany block Locked
- Safety on the roofSafe work method summary Locked
- Commissioning & air balanceWhat the report covers
- Terms of tradeCommercial terms Locked
- 1CoverBellbird Property Group · valid 60 days
- 2About Halden From library
- 3Existing plantTable from the survey
- 4Method From library
- 5Lifts & road closures From library
- 6Pricing & optionsPrice table from the catalogue
- 7ProgrammeGantt chart, 8 weeks
- 8Refrigerant handling Locked block
- 9Safety Locked block
- 10Licences & insurances Locked block
- 11Commissioning From library
- 12Terms & signatures Locked block
Write it once
Method, lifts and commissioning wording saved as blocks every PM reuses.
Content library: Essentials and up
Lock what must not change
Refrigerant handling, safety, insurances and terms go out exactly as approved.
Content locking: Business
Export for the tender
Export the proposal as a PDF when a builder or portal needs a file; you upload it yourself.
PDF export: Starter and up
Try it with your own commercial proposal
Free for 14 days, no credit card required. Send us your current template and we'll convert one for you during the trial.
Approved inside Halden before Bellbird sees it
A $265,000 proposal shouldn't leave the office on one person's say-so. An approval workflow on total value puts it In Review until the commercial projects manager and the director have both approved it; until then it can't be sent.
This is the panel Will Ashby sees: why it was triggered, who has approved and what's waiting on him. Once he approves, the proposal goes to the asset manager and the finance director, who each sign in their own signature block.
- Triggers on total value, discount percentage, template, team, role or customer
- All named approvers can be required
- Several signers on one document, each with a legally binding eSignature
Approval workflows: Business plan
Discount approvals & protected marginsDocument workflow
In ReviewTriggered when Total value greater than $100,000
- Ingrid SolbergCommercial projects managerApproved
- Will AshbyDirectorWaiting
Must be approved by all approvers before it can be sent.
- Approval request sent by Ingrid Solberg
- Approved by Ingrid Solberg
Approval workflow · Business plan
From roof survey to signed proposal
How a mechanical services PM puts a commercial proposal together in QuoteCloud.
Survey the plant
Record each unit's tag, capacity, age and condition, and photograph the roof, as you do now.
Start from the template
Open your commercial template; capability, method, safety and terms come in from the content library.
Price by stage
Add equipment and installation from the catalogue in sections, and the options the client can tick.
Plan the programme
Lay out lead time, lifts, commissioning and handover in a Gantt chart (Business plan).
Approve, then send
The proposal goes In Review on total value; once approved, send it to both signers.
Commercial HVAC proposals: questions answered
Can a commercial HVAC proposal include a programme?
Yes. Add a Gantt chart block with each stage and milestones, such as equipment lead time, crane lifts, commissioning and handover. Optional works can show as their own bars. Gantt charts are on the Business plan.
Can proposals be approved internally before they're sent?
Yes, on the Business plan. An approval workflow can trigger on total value, discount percentage, template, team, role or customer, and the proposal waits In Review until the approvers approve it. All named approvers can be required.
Can two people at the client sign the same proposal?
Yes. Add each person as a signer with their own signature block, such as the asset manager and the finance director. Each signs with a legally binding eSignature, and the document records who signed and when.
Can I reuse my method statement and insurances in every proposal?
Yes. Save them as blocks in the content library (Essentials and up) and drag them into each proposal. On the Business plan you can lock company blocks so they're used but not edited.
Does QuoteCloud handle progress claims on commercial jobs?
No. QuoteCloud can take a deposit on acceptance by card through Stripe or PayPal when the proposal is signed. Later progress claims are invoiced from your own accounting or job management system.
Everything an HVAC business sends
Sales, service and the set-up that keeps every document consistent.
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Preventive maintenance agreementsEvery unit listed, repeating charges, a visit schedule and an expiry date, with seasonal service offers sent in bulk.Explore
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Discount approvals & protected marginsWinter specials and big discounts checked by a director before the quote goes out, with costs never shown.Explore
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Commissioning & service visit reportsCommissioning checks, maintenance visit results and refrigerant records in a report the client signs off.Explore
- Ducted & multi-zone system quotesZones and room-by-room notes, three systems to choose from, installation extras and the deposit on signing.
- Split & multi-split system quotesOne room or the whole house: each head sized and priced, single or multi-split options, pipe runs and brackets.
- System options, running costs & rebatesGood, better and best systems side by side, with your running-cost estimates, warranties and rebate and finance information.
- Equipment price book & installation extrasSystems by capacity, labour, pipe runs, brackets, pumps and electrical in one catalogue, with your cost and margin hidden.
- Site surveys, photos & markupRoof space, outdoor unit position and switchboard photos, marked up and placed in the quote the customer reads.
- Breakdown & repair quotes from siteThe fault, the photos and the repair options, approved and paid on the spot before the parts are fitted.
- Deposits & payment on signingA deposit to book the install, or the repair paid in full, by card or PayPal the moment the customer signs.
- Accounting & field-service integrationsWon installs to Xero or QuickBooks, and jobs to ServiceM8, simPRO and other field-service apps through Zapier.
- HVAC templatesReal QuoteCloud templates for HVAC contracts, proposals, maintenance agreements and handover sign-off.
- QuoteCloud implementation for HVAC businessesYour price book loaded, quote and agreement templates converted, approvals set and the team trained.
- FAQAnswers to the questions HVAC installers, service teams and mechanical contractors ask most.
Win the plant replacement, on method and price
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