Breakdown and repair quotes from site
The fault, the photos and the repair options, priced from your price book, approved and paid before the parts go in.
- 5/5 on G2
- 4.2 on Capterra
- Building QuoteCloud since 2013
HVAC technicians use QuoteCloud in the browser on a phone or tablet to quote repairs on site: they add and mark up photos of the fault, price the repair and any recommended work as optional rows, and the customer signs and pays in full or a deposit by card or PayPal before the work starts.
A sample repair quote, HC-R-2291, from a fictional business, Halden Climate Co., open in the signing view on the technician's tablet: a photo of the outdoor unit marked up with the seized fan motor, the failed capacitor and oil at the service valves, then the repair options, a fan motor, run capacitor and two hours of labour, with a leak repair and a recharge kept and a coil clean left optional, $1,607.10 including tax. The homeowner, Nina Petrovic, signs on the screen, the button changes to Signed and the full amount is paid with PayPal.
Repair today, the rest as options, paid on signing
Leon's quote for Nina: the fan motor, a capacitor and two hours to fit them, then the work he recommends while the system is open as optional rows: a leak repair, a recharge and a coil clean.
Tick the coil clean or untick the recharge and the total changes in front of her. When Nina signs on Leon's tablet she pays the full amount with PayPal, before a single part goes in.
- Payment in full on signing, or a deposit if you prefer
- Signed in person on your device, or online from a link
- A certificate of authenticity and audit trail with every signature
Payments: Essentials and up · eSignatures: every plan
Deposits & payment on signingRepair 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
Approve, sign and pay
Nina Petrovic · Homeowner
Signed in person on site · 20 Oct, 10:18 am
Pay to approve the repair (100%)
$1,607.10
Paid via PayPalPay with card or PayPal
Certificate of authenticity and audit trail attached
What the customer sees before saying yes
A breakdown on the hottest day of the week. Three parts of the quote Leon wrote in Nina's driveway, each a standard QuoteCloud block.
The fault, marked up on the photo
Leon photographs the outdoor unit and labels the seized fan motor, the failed capacitor and the oil at the service valves in the built-in image editor.
Image blocks and image editor: Starter and up
Site surveys, photos & markupWhat we found
- Fan motor seized
- Capacitor failed (inside panel)
- Oil at the service valves
What he checked
Photos of the unit and of the pressures checked before the repair, so the customer sees the work behind the price, not just a total.
Commissioning & service visit reportsPhotos from today
Outdoor unit, side of the garage Pressures checked before the repair
Questions answered before she signs
The notes say what's working, why the leak matters and that a replacement can be quoted separately. Nina asks if it'll be cooling tonight, and Leon answers in a comment on the quote.
Repair or replace: system optionsNotes from the technician
- Indoor unit and controller are working normally.
- The oil at the service valves points to a small refrigerant leak: fix it while the system is open.
- Your system is 11 years old. If you'd rather replace it, we'll quote that separately.
Nina PetrovicWill it be cooling again tonight?
Leon, HaldenYes, about three hours with the leak repair.
Call-out templates for the faults you see every week
One template per common fault, with the parts your vans carry already in the price table, so the technician only fills in what's different.
No cooling
Fan motor, capacitor, contactor, leak search and recharge as ready lines, and a photo block for the outdoor unit.
No heat
Sensor, valve and defrost repairs with the parts you carry, and a note about replacing an ageing system.
Water leaking inside
Drain clearing, a condensate pump and a new drain line as optional rows, with a marked-up photo of where the water comes from.
Noise or vibration
Anti-vibration mounts, fan blades and bearings, with a photo of the bracket or slab as it was found.
Error code on the controller
Your diagnosis in the notes and the parts and labour that usually follow. QuoteCloud doesn't look up codes: your technician does.
After-hours call-out
The call-out fee and your after-hours rate as standard lines, paid in full on signing before the work starts.
Build your call-out templates in the trial
Free for 14 days, no credit card required. Send us the repair quote or job sheet you use now and we'll convert one template for you during the trial.
Sample repair quote · HC-R-2291
Signed at 10:18, paid before the parts went in.
No invoice to chase and no second visit: Nina approved the repair and the recommended work on the technician's tablet and paid in full with PayPal.
Accounting & field-service integrationsActivity
- Quote sent from siteLeon Tsui, on a tablet
- Leak repair & recharge kept+$792.00 inc. tax
- Signed on siteNina Petrovic
- Paid in full$1,607.10 via PayPal
- Job updated in ServiceM8Through Zapier
From diagnosis to paid, in one visit
Five steps a technician follows on site, in the browser on a phone or tablet.
Open the call-out template
Start from the template for the fault: no cooling, no heat, a leak or a noise.
Photograph and mark up
Add photos of the fault and label them in the image editor.
Price the repair
Parts and labour from your price book, recommended work as optional rows.
Hand over the tablet
The customer keeps or drops the options and signs on your screen, or online from a link you send.
Paid, then fixed
Full payment by card or PayPal on signing. A Zapier step can update the job in ServiceM8 or simPRO.
Repair, or replace?
Sometimes the honest answer is a new system. Leon's notes tell Nina hers is eleven years old and that a replacement can be quoted separately, if she'd rather.
The office sends that quote from your options template: three systems side by side, with your running-cost estimates and rebate information, and a deposit to book the install.
System options, running costs & rebatesChoose your system
Repair quote questions
Can the customer pay for an HVAC repair when they sign?
Yes. Ask for full payment, or a deposit as a percentage or fixed amount, 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. QuoteCloud doesn't send payment reminders or collect balances later.
Can the customer sign on my tablet?
Yes. Open the quote in the signing view on your phone or tablet and hand it over: the customer signs in person on your device. Or send the link and they sign on their own phone. Either way the signature is legally binding, with a certificate of authenticity and an audit trail.
Does QuoteCloud work offline on site?
No. QuoteCloud runs in the browser on a phone, tablet or laptop and needs an internet connection. There is no separate field-service app and no offline mode, so a technician on a site without coverage can finish the quote once they're connected.
Can I show the customer photos of the fault?
Yes. Add photos to the quote and mark them up with the built-in image editor: crop, rotate, add text, shapes, arrows, highlights or freehand drawing. Photos sit beside the price, so the customer sees what failed before approving the repair. Image blocks and the image editor are on Starter and up.
Can recommended work be optional on a repair quote?
Yes. Put the repair as standard lines and recommended work, such as a leak repair or a coil clean, as optional rows the customer ticks. The total and the payment due update as they choose. Price tables are on Essentials and up.
Does QuoteCloud diagnose faults or manage parts?
No. Diagnosis is your technician's work, and QuoteCloud doesn't look up fault codes, track van stock or dispatch jobs. It turns the diagnosis into a priced, photographed quote that is signed and paid. Job scheduling stays in your field-service app, which can connect through Zapier.
Everything an HVAC business sends
Sales, service and the set-up that keeps every document consistent.
-
Preventive maintenance agreementsEvery unit listed, repeating charges, a visit schedule and an expiry date, with seasonal service offers sent in bulk.Explore
-
Commissioning & service visit reportsCommissioning checks, maintenance visit results and refrigerant records in a report the client signs off.Explore
-
Deposits & payment on signingA deposit to book the install, or the repair paid in full, by card or PayPal the moment the customer signs.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.
- Commercial HVAC proposals: plant, VRF & fit-outsPlant replacement, VRF and tenancy fit-out proposals with staged works, a programme, approvals and two signers.
- Discount approvals & protected marginsWinter specials and big discounts checked by a director before the quote goes out, with costs never shown.
- 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.
Fixed today, paid today
Free for 14 days. No credit card required.