An HVAC price book for systems, labour and extras
Systems by capacity, labour, pipe runs, brackets, pumps and electrical in one catalogue, imported from your price list, with your cost and margin kept from the customer.
- 5/5 on G2
- 4.2 on Capterra
- Building QuoteCloud since 2013
HVAC businesses keep their systems, labour rates and installation extras in QuoteCloud's product catalogue, with SKUs, categories, prices and their own cost and margin. Price lists import from CSV with column mapping, superseded models are marked inactive, and quotes add items in a click while customers never see costs.
A sample price book for a fictional business, Halden Climate Co., in QuoteCloud's product catalogue: a banner shows a CSV import that updated 64 items and marked 3 inactive, then items filtered by Systems, Labour, Extras and Service, each with a SKU, price, unit, cost, margin and status. For example a 14 kW ducted inverter system at $12,380 costing $8,940, a licensed technician at $98 per hour costing $62, an extra pipe run at $85 per metre costing $38 and a condensate pump at $290 costing $165; a quarterly split service is in Draft and a superseded 14 kW ducted system is Inactive. Cost and margin are for the team only.
A new supplier price list on Monday
Equipment prices move every time a supplier list does. Update the price book once, and every designer and technician quotes the next job from the new prices.
Save the list as CSV
The supplier's list, or your own costing sheet, with one row per system, part or labour rate.
Map the columns
Match each column to a catalogue field: SKU, name, category, price and cost.
Check the validation
The import is checked before anything is saved, so a missing price or a bad row shows up first.
Retire old models
Mark superseded systems Inactive, and keep new ones in Draft until their price is right.
Quote from the new prices
The next quote adds systems, labour and extras from the updated price book.
Extras the survey finds, priced the same way
The Hadleys' ducted quote, priced from the book: the system, two technicians by the hour, ductwork and pipework, electrical, then the extras Rosa found on the survey as optional rows.
Three metres of pipe beyond the standard 15 m at $85 a metre, the old unit out of the roof space, a service platform. Tick or untick one and the total and deposit follow. The customer sees the price and the reason; never your cost.
- Items added from the catalogue by name, several at a time
- A quantity and a line note on every extra
- Extras as optional rows the customer can tick
Product catalogue and price tables: Essentials and up
Ducted & multi-zone system quotesYour 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
Extras, grouped the way a survey finds them
Name each extra once, give it a unit and a price, and it's quoted the same way by everyone. A starting list for an HVAC price book:
Access
Roof-space service platform (each), crane lift (per lift), after-hours work (per job), scaffold or elevated work platform hire.
Pipework
Extra refrigerant pipe run (per metre beyond your standard length), pipe cover duct (per run), wall penetrations.
Electrical
Dedicated circuit, outdoor isolator, controller cabling, by your licensed electrician (each or per job).
Drainage
Condensate pump (each), extended drain line (per metre), tundish where the drain can't fall to the garden.
Removal
Remove the old system (each), refrigerant recovery by a licensed technician, disposal of old ductwork.
Mounting
Wall brackets, anti-vibration mounts, a roof stand or a slab for the outdoor unit (each).
Import your price list during the trial
Free for 14 days, no credit card required. Bring your price list as a CSV and quote your next install from it.
What changes when the price book is one catalogue
The jobs an HVAC office does every week, done from a spreadsheet and done from QuoteCloud's product catalogue.
Sample price book · team view
Extras are where margin leaks.
Price every extra from the book and the margin on a job is known before the quote goes out, not after the install.
Discounts checked before they eat the margin
A winter install special is fine; a 10% discount on a quote with thin margins needs a second look. Set a rule once and any quote with a discount over 8% waits In Review until a director approves it.
The approver sees the whole quote and approves or declines it, and only then can it be sent. Costs and margins stay in the price book, never in front of the customer.
- Triggers on discount percentage, total value, template, team, role or customer
- Every named approver can be required
- Hidden cost and margin columns in the catalogue
Approval workflow: Business plan
Discount approvals & protected marginsDocument workflow
In ReviewTriggered when Discount greater than 8%
- Will AshbyDirectorWaiting
Must be approved before it can be sent.
- Winter install discount of 10% added by Rosa Calder
- Approval request sent to Will Ashby
Approval workflow · Business plan
Price book questions
Can I import my HVAC price list into QuoteCloud?
Yes. Save the list as a CSV, import it into the product catalogue, map its columns to fields such as SKU, name, category, price and cost, and check the validation before it's saved. Run the import again when the next list arrives. The product catalogue is on Essentials and up.
Do customers see my costs and margins?
No. Each catalogue item can hold your cost beside its price, and QuoteCloud works out the profit and margin for your team. Costs and margins are hidden from the customer, who sees only the prices and line notes in the quote.
Does QuoteCloud update prices from my suppliers automatically?
No. QuoteCloud has no supplier or distributor price feeds and doesn't track stock. You update the price book by importing a CSV or editing items, and every new quote then adds items at the updated prices. Superseded models can be marked Inactive in the same pass.
How do I price extras such as extra pipe or a crane lift?
Add each extra to the catalogue once, with its price, unit and a note, for example an extra pipe run per metre or a crane lift per lift. On the quote, set the quantity and add the reason in the line note, and make it an optional row if the customer decides.
Can I stop technicians changing prices?
Yes. Role permissions for the catalogue control who can add, edit or import products, and product categories can be assigned to teams. Custom user roles and teams are on Essentials and up, so the office can own the price book while technicians quote from it.
What happens to old models in the price book?
Mark a superseded system Inactive, and keep new items in Draft until their price and details are ready. Items can be selected in bulk to duplicate, set to Draft or delete, so the price book stays current without starting again.
Everything an HVAC business sends
Sales, service and the set-up that keeps every document consistent.
-
QuoteCloud implementation for HVAC businessesYour price book loaded, quote and agreement templates converted, approvals set and the team trained.Explore
-
Discount approvals & protected marginsWinter specials and big discounts checked by a director before the quote goes out, with costs never shown.Explore
-
Ducted & multi-zone system quotesZones and room-by-room notes, three systems to choose from, installation extras and the deposit on signing.Explore
- 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.
- 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.
- FAQAnswers to the questions HVAC installers, service teams and mechanical contractors ask most.
Price every HVAC job the same way
Free for 14 days. No credit card required.