HVAC quoting questions, answered

Yes. A commercial proposal can list the existing plant and its condition, the new equipment by type and capacity, crane lifts, after-hours work as options, an installation programme and two or more signers at the client. The Gantt chart block for programmes is on the Business plan.

Yes, as a table block: each unit with its tag, location, type, capacity and your notes on its condition. The same table can list the units covered by a maintenance agreement. It's your survey information presented in the document; QuoteCloud doesn't read data from equipment or building systems.

Yes. Add every signer, such as an asset manager and a finance director, and each signs online. The proposal shows who has signed and who is still to sign, and you are notified as each signature comes in.

Yes. Keep your company profile, licences, insurances, methodology and terms as blocks in the content library and drag them into each proposal. On the Business plan, lock the blocks that must not change. The content library is on Essentials and up.

Yes. Edit the proposal and send it again, or on the Business plan use version history to keep earlier versions. Clients can comment on the proposal to ask for changes, and you see when they open it again.

Yes. List every unit, set out the visit schedule and add the monthly charges as repeating price items with a term, then give the agreement an expiry date. QuoteCloud doesn't bill the monthly charges or renew agreements by itself: you invoice them, and the Expiring Soon filter shows which agreements to send again.

Yes. Offer service levels, such as quarterly servicing, monthly checks or breakdown priority, as a single-choice group. The customer picks one and the monthly charge in the agreement follows. Each level lists what it includes, such as filter replacements. Price tables are on Essentials and up.

Give each agreement an expiry date. The Expiring Soon filter in your documents list shows agreements nearing their end, so the office can send a new agreement in time. Nothing renews by itself, and QuoteCloud doesn't email customers about renewals for you.

Yes, with bulk send on Essentials and up. Send one offer, such as a pre-winter heating service, to a list of customers, each receiving their own copy to accept and pay online. You see who has opened and accepted it. Bulk send has volume-based costs.

Yes. QuoteCloud runs in the browser on a phone or tablet with an internet connection. A technician can start from a repair template, add photos and mark them up, price the repair from the price book and have the customer sign and pay on the spot. There is no separate field-service app or offline mode.

Yes. A report is a QuoteCloud document built from tables, images and text: commissioning checks, readings, airflow by zone or a visit checklist, with the customer's eSignature at handover. QuoteCloud doesn't take readings or issue compliance certificates; attach your own certificate to the report as a PDF.

Yes, on the Business plan. The Forms block puts questions inside a document, so a customer can answer a pre-visit questionnaire or confirm site access before signing. Your team still enters the readings and findings in the report itself.

Yes. Set a deposit as a percentage or a fixed amount, or ask for full payment, and the customer pays by card through Stripe or with PayPal straight after signing. Payments are on Essentials and up and need your own Stripe or PayPal account. Later progress payments and final invoices come from your accounting system.

Yes. Set the payment to the full amount and the customer pays by card or PayPal right after signing the repair quote, on site or later from the email link. The document is then marked Paid. Payments are on Essentials and up.

No. Payments run through Stripe or PayPal, and QuoteCloud doesn't store card details. Transaction fees and payout times are set by your gateway. Each team in QuoteCloud can connect its own Stripe account, for example a separate one for a commercial division.

Yes, on the Business plan. Set an approval workflow on discount percentage, such as over 8%, or on total value, template, team, role or customer. A quote that meets the rule waits In Review until the named approvers approve it, and only then can it be sent.

No. Each product in the price book can carry your cost beside its price, and the cost and margin are visible only to your team. Role permissions control who can change prices. The product catalogue is on Essentials and up.

Yes. Price tables add tax at the rate you set, such as 10% (sales tax, VAT or tax as set on your account), and show subtotals, tax and the total. The deposit is calculated from the total. Line notes explain each item, such as a pipe run included up to 15 metres.

Yes. QuoteCloud has a free plan and a 14-day free trial of Essentials or Business with no credit card required. During the trial we convert one of your existing templates, such as a system quote or maintenance agreement, for free on the Essentials, Business and Enterprise plans.

In USD per user per month: Free $0 with 2 documents a month, Starter $14.95, Essentials $39, Business $59 and Enterprise with custom pricing. Price tables, the product catalogue, payments and Zapier start on Essentials; approvals, content locking, Gantt charts and native accounting and CRM integrations are on Business.

Yes. The template library has an HVAC Contract, an HVAC Proposal and an HVAC Maintenance Agreement, and HVAC businesses also adapt the Service-Level Agreement, Project Customer Acceptance Form, Equipment Rental Agreement and Home Repair Contract. Every template can be edited with your branding, wording and prices.

Yes. Import products from a CSV file, map each column to a catalogue field and check the validation before importing. Each product can carry a SKU, category, price, unit and cost, and an Active, Draft or Inactive status. The product catalogue is on Essentials and up.

Paid plans include a 45-minute training session and one free template conversion during the trial. Extra conversions, extra 60-minute training sessions and set-up for Zapier and the API are available through professional services. Enterprise includes implementation support and a dedicated account manager.

Yes. Create custom roles and teams, set who can change the product catalogue and content library, and use Template Restrictions so each team sees its own templates, such as repair quotes for the service team. Custom roles and teams are on Essentials and up.