QuoteCloud implementation for HVAC businesses
Your price book loaded, install, agreement, repair and report templates converted, roles and approvals set, payments and Zapier connected, and the team trained.
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- Building QuoteCloud since 2013
A QuoteCloud implementation for an HVAC business covers the price book (CSV import), templates for installs, repairs, maintenance agreements and reports, the content library, roles for sales, service and the office, approvals on Business, Stripe or PayPal, Zapier links to ServiceM8 or simPRO, and training. One template conversion is free during the trial; onboarding and professional services cover the rest.
A sample product catalogue for a fictional business, Halden Climate Co., just after its October price list was imported from a CSV file (64 items updated, 3 marked inactive): ducted inverter systems of 14 and 12.5 kW, a 2.5 kW high-wall split, a licensed technician's hourly rate, extra pipe run by the metre, a condensate pump, a quarterly service per split in Draft and a superseded 14 kW system marked Inactive, each with its SKU, category, price, unit, cost and margin.
An HVAC rollout, in seven steps
A sample plan for a fictional 20-person business with residential designers, a commercial team, a service team and an office. Plan it for your quieter months, so it's in place before the busy season.
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Phase 1, Weeks 1–2
Import the price book
- You bring
- Your supplier and labour price list as a spreadsheet: systems by type and capacity, labour rates, installation extras and service items, with your cost for each.
- QuoteCloud gives you
- A CSV import with column mapping and validation into the product catalogue: SKUs, categories, price and cost with margin, and Active, Draft or Inactive status.
- Done when
- Every system, extra and service item in a quote comes from one price book.
Product catalogue: Essentials and up
Equipment price book & installation extras -
Phase 2, Weeks 1–3
Convert the four templates that matter
- You bring
- Your Word or PDF install quote, maintenance agreement, repair quote and commissioning or visit report.
- QuoteCloud gives you
- One template converted free during the trial on Essentials, Business or Enterprise; more conversions are a paid add-on, per template. Or start from the real HVAC templates.
- Done when
- Designers, technicians and the office each start from a branded template.
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Phase 3, Week 3
Build the library and lock the terms
- You bring
- Your workmanship warranty, exclusions, refrigerant-handling wording, company profile and the rebate and finance information you give customers.
- QuoteCloud gives you
- Company content in library folders, added to any document, with the warranty and terms locked so they can't be edited in a quote.
- Done when
- Nobody rewords the warranty on site.
Content library: Essentials · locking: Business
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Phase 4, Week 3
Set roles for sales, service and the office
- You bring
- Who quotes installs, who quotes commercial work, who quotes repairs, who maintains the price book and who sends the agreements.
- QuoteCloud gives you
- Custom roles and teams, role permissions for the catalogue, product categories assigned to teams, and Template Restrictions so each team sees its own templates.
- Done when
- The service team quotes from service items; only the office edits prices.
Custom roles and teams: Essentials and up
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Phase 5, Week 4
Set the approval rules
- You bring
- Your discount limit for residential installs and the value at which a commercial proposal needs a director.
- QuoteCloud gives you
- Approval workflows on discount percentage, total value, template, team, role or customer that hold a document In Review until it's approved.
- Done when
- A 10% winter discount can't go out until the director approves it.
Approval workflow: Business
Discount approvals & protected margins -
Phase 6, Weeks 4–5
Connect payments and your job app
- You bring
- Your Stripe or PayPal account, your field-service app and your accounting system.
- QuoteCloud gives you
- Deposits or full payment on signing; Zaps to ServiceM8 or simPRO from Essentials; native Xero, QuickBooks Online and CRM integrations on Business.
- Done when
- A signed install creates the job, and the deposit is already paid.
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Phase 7, Weeks 5–6
Pilot, train each team, go live
- You bring
- One live install quote and one repair, and a lead from sales, service and the office.
- QuoteCloud gives you
- A 45-minute training session on paid plans, extra 60-minute sessions as a paid add-on, and the user guide's step-by-step articles.
- Done when
- Every quote, agreement and report leaves the business from QuoteCloud.
Sample planning, not a promise: your timing depends on how many templates you convert, the size of your price book and the systems you connect.
The four templates to convert first
Most of what an HVAC business sends comes from four documents. Converting them first covers sales, service and the office.
Choose your system
Your quote
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Your system | |||
Ducted 14 kWThe system you choose above
|
1 ea | $12,380 | $12,380.00 |
| Installation | $7,769 | ||
Installation, two licensed techniciansTwo days on site
|
28 hr | $98 | $2,744.00 |
Ductwork, outlets & return airInsulated flexible duct, 9 outlets, 2 return-air grilles
|
1 lot | $3,120 | $3,120.00 |
Refrigerant pipework & drainUp to 15 m, insulated, with condensate drain
|
1 lot | $860 | $860.00 |
Dedicated circuit & isolatorBy our licensed electrician
|
1 ea | $980 | $980.00 |
Refrigerant handling & recoveryLicensed recovery from the old system
|
1 ea | $65 | $65.00 |
| Installation extras Tick to add | |||
| 3 m | $85 | $255.00 | |
| 1 ea | $480 | $480.00 | |
| 1 ea | $360 | $360.00 | |
| 1 ea | $290 | $290.00 | |
| 1 yr | $320 | $320.00 | |
- Subtotal
- $21,244.00
- Tax (10%)
- $2,124.40
- Total
- $23,368.40
- Plus, monthly
- $0.00/mo
- Deposit to book your install (20%)
- $4,673.68
The system quote with three options
Rebuilt with a zones table, good, better and best systems as a single-choice group and installation extras as optional rows, all priced from the imported price book.
- Systems, labour and extras from the catalogue
- Deposit on signing set in the template
- Locked warranty and exclusions
Your service plan
| Service | How often | Per month |
|---|---|---|
| Service, ducted system & 6 splits | Quarterly | $210.00 |
| Comms room split, monthly check | Monthly | $55.00 |
| Exhaust fans & fresh-air unit | Every 6 months | $35.00 |
| Filter replacement, consult rooms | Quarterly | $40.00 |
- Monthly
- $340.00
- Term
- 12 months · $4,080
- D
- J
- F
- M
- A
- M
- J
- J
- A
- S
- O
- N
Visit schedule Standard · Dec 2026 – Nov 2027
| Service | Dec | Jan | Feb | Mar | Apr | May | Jun | Jul | Aug | Sep | Oct | Nov |
|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Ducted system & splitsQuarterly | 1 visit | none | none | 1 visit | none | none | 1 visit | none | none | 1 visit | none | none |
| Comms room splitMonthly | 1 visit | 1 visit | 1 visit | 1 visit | 1 visit | 1 visit | 1 visit | 1 visit | 1 visit | 1 visit | 1 visit | 1 visit |
| Exhaust & fresh airEvery 6 months | 1 visit | none | none | none | none | none | 1 visit | none | none | none | none | none |
| Filters, consult roomsQuarterly | 1 visit | none | none | 1 visit | none | none | 1 visit | none | none | 1 visit | none | none |
| Visits | 4 | 1 | 1 | 3 | 1 | 1 | 4 | 1 | 1 | 3 | 1 | 1 |
Visits booked before 8 am or after 6 pm so the consult rooms stay open.
The agreement with repeating charges
Every unit listed, the monthly charges as repeating price items and the visit schedule as a table block, with an expiry date so the office sees it in Expiring Soon.
- Service levels as a single-choice group
- Charges set out in the agreement, invoiced by you
- Nothing renews by itself
What we found
- Fan motor seized
- Capacitor failed (inside panel)
- Oil at the service valves
Repair options
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Repair today | $741 | ||
Outdoor fan motorGeneric motor to suit your unit
|
1 ea | $420 | $420.00 |
Run capacitorReplaced with the motor
|
1 ea | $85 | $85.00 |
Licensed technicianFit, test and clean up
|
2 hr | $118 | $236.00 |
| Recommended while we're here Tick to add | |||
| 1 lot | $380 | $380.00 | |
| 1 lot | $340 | $340.00 | |
| 1 ea | $160 | $160.00 | |
- Subtotal
- $1,461.00
- Tax (10%)
- $146.10
- Total
- $1,607.10
- Plus, monthly
- $0.00/mo
- Pay to approve the repair (100%)
- $1,607.10
The repair quote a technician sends from site
A short template a technician fills in on a phone or tablet: marked-up photos, the repair from the service items and recommended work as optional rows, paid in full on signing.
- Runs in the browser, with a connection
- Image editor: Starter and up
- Card or PayPal payment: Essentials and up
Commissioning checks Tested by Leon Tsui, licensed technician
7 pass1 recorded
| Check | Reading | Result |
|---|---|---|
| Refrigeration | ||
| Pressure test with dry nitrogen | Held 30 min, no drop | Pass |
| Evacuation | Below 500 microns | Pass |
| Refrigerant charge | Factory charge plus 3 m of extra pipe | Recorded |
| Air & controls | ||
| Supply air, cooling mode | 12.6 °C at the outlets | Pass |
| Zones 1–4 | Open and close from the controller | Pass |
| Return-air filter | Fitted and labelled | Pass |
| Electrical & drain | ||
| Circuit and isolator | Tested and labelled | Pass |
| Condensate drain | Water test, falls to the gutter | Pass |
Refrigerant work by licensed technicians under Halden's refrigerant trading authorisation (sample number). Any compliance certificate your state requires is issued by Halden and attached to this report as a PDF.
Handover accepted
Claire Hadley · Homeowner
Signed on handover · 7 Nov, 3:40 pm
Handover
- System
- Ducted 14 kW, 4 zones
- Checks
- 7 passed, 1 recorded
- Warranty
- Registered
- First service
- May 2027
Certificate of authenticity and audit trail attached
The report signed at handover
Your commissioning checklist as a table block, the readings your technician records and the homeowner's signature at handover. The same template, trimmed, becomes the visit report.
- Checks and readings entered by your team
- Signed in person or online
- No compliance certificates issued by QuoteCloud
Start your rollout with the trial
Free for 14 days, no credit card required. Import your price list, send us your install quote to convert, and train the team on a paid plan.
Help from the QuoteCloud team when you want it
A small installer can set up with the trial and the training session. A business with sales, service and commercial teams often wants more hands; these are the services to ask about.
Onboarding services
One template converted during the trial and a 45-minute training session on paid plans, to get the first install quotes and agreements out.
Onboarding servicesProfessional services
More template conversions, extra 60-minute training sessions for each team, and consultancy and set-up for Zapier, the API and other platforms. Ask us for prices.
Professional servicesPremium support
Premium 24×7 support with guaranteed SLAs as a paid add-on. Enterprise includes implementation support and a dedicated account manager.
Premium supportThe user guide
Hundreds of step-by-step guides for authors and admins, from importing products to setting up an approval workflow.
QuoteCloud user guide
What changes for each person in the business
The value of the rollout, role by role, for the same fictional business.
Roles and approvals in place before the busy season
Most HVAC businesses set two rules: a discount limit on residential installs and a value limit on commercial work. Here, Ingrid's rooftop plant proposal is over $100,000, so it waits for her approval and the director's.
Roles decide the rest: designers and technicians quote, the commercial team owns its templates, and only the office changes prices in the catalogue or unlocks the library.
- Triggers on discount percentage, total value, template, team, role or customer
- Every named approver can be required
- Role permissions for the catalogue and the content library
Approval workflow: Business · custom roles: Essentials and up
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
What each plan includes for an HVAC business
Essentials and Business start with a 14-day free trial and no credit card. What you can set up depends on the plan (USD per user per month, from the pricing page).
- Starter ($14.95): image blocks and the image editor for marked-up survey and repair photos, PDF export and eSignatures.
- Essentials ($39): price tables and the product catalogue, the content library, custom roles and teams, bulk send, deposits through Stripe or PayPal, Zapier, Make and the API, one free template conversion during the trial and a 45-minute training session.
- Business ($59): everything in Essentials, plus approval workflows, content locking, Gantt charts for commercial programmes, the Forms block, version history and native CRM and accounting integrations.
- Enterprise (custom pricing): implementation support, a dedicated account manager, premium 24×7 support, single sign-on and a custom URL.
- Add-ons on paid plans: extra template conversions, extra 60-minute training sessions and premium support. Ask us for prices.
Rollout questions from HVAC businesses
How long does it take to set up QuoteCloud for an HVAC business?
It depends on your templates, price book and integrations. Start with one install quote and one maintenance agreement during the trial, then add repair quotes, reports, approvals and Zapier links. The six weeks in our sample plan are planning, not a promise; plan the rollout for your quieter months.
Can we import our HVAC price list?
Yes. Import products from a CSV file, map each column to a catalogue field and check the validation before you import. Each product can carry a SKU, category, price, unit and your cost, with the margin visible only to your team. The product catalogue is on Essentials and up.
Can QuoteCloud help us set up?
Yes. One template conversion is free during the trial on Essentials, Business and Enterprise, and paid plans include a 45-minute training session. More conversions, extra 60-minute training sessions and set-up for Zapier and the API are available through professional services; ask us for prices.
Can sales, service and the office have different access?
Yes. Create custom roles and teams, set role permissions for the product catalogue and the content library, assign product categories to teams and use Template Restrictions so each team sees its own templates. Custom roles and teams are on Essentials and up.
Do technicians need a separate app?
No. QuoteCloud runs in the browser on a phone, tablet or laptop with an internet connection, so technicians use the same account to send repair quotes and reports from site. There is no separate field-service app or offline mode.
When should we set up approvals and integrations?
After the price book and templates, so the rules apply to the documents you'll actually send. Approval workflows and native accounting and CRM integrations are on the Business plan; Zapier links to ServiceM8 or simPRO and Stripe or PayPal payments work from Essentials.
Is there a dedicated account manager?
On the Enterprise plan, which includes implementation support and a dedicated account manager. On Essentials and Business you have the free template conversion, the training session, email support and the user guide, with professional services and premium support as paid add-ons.
Everything an HVAC business sends
Sales, service and the set-up that keeps every document consistent.
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Equipment price book & installation extrasSystems by capacity, labour, pipe runs, brackets, pumps and electrical in one catalogue, with your cost and margin hidden.Explore
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HVAC templatesReal QuoteCloud templates for HVAC contracts, proposals, maintenance agreements and handover sign-off.Explore
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Accounting & field-service integrationsWon installs to Xero or QuickBooks, and jobs to ServiceM8, simPRO and other field-service apps through Zapier.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.
- Site surveys, photos & markupRoof space, outdoor unit position and switchboard photos, marked up and placed in the quote the customer reads.
- Commercial HVAC proposals: plant, VRF & fit-outsPlant replacement, VRF and tenancy fit-out proposals with staged works, a programme, approvals and two signers.
- Preventive maintenance agreementsEvery unit listed, repeating charges, a visit schedule and an expiry date, with seasonal service offers sent in bulk.
- Breakdown & repair quotes from siteThe fault, the photos and the repair options, approved and paid on the spot before the parts are fitted.
- Commissioning & service visit reportsCommissioning checks, maintenance visit results and refrigerant records in a report the client signs off.
- Deposits & payment on signingA deposit to book the install, or the repair paid in full, by card or PayPal the moment the customer signs.
- Discount approvals & protected marginsWinter specials and big discounts checked by a director before the quote goes out, with costs never shown.
- FAQAnswers to the questions HVAC installers, service teams and mechanical contractors ask most.
Ready before the busy season
Free for 14 days. No credit card required.