Good, Better, Best HVAC Quotes, Signed Before the Truck Leaves
Your tech finds a failed compressor on a 14-year-old system. Instead of one number and a "let me know", the homeowner gets three options: repair it, replace it, or replace it with a higher-efficiency system. They pick one and sign on their phone, and you take a deposit before you order the equipment.
Included in Pro and Enterprise · No separate HVAC plan
The one-option problem
When a system is on its last legs, the easiest thing for a tech to say is the cheapest thing: "We can get it running for now." Sometimes that's the right call. Often the homeowner would rather replace it before the next heat wave, and nobody gave them the choice.
Three written options fix that without turning your tech into a salesperson. The tech lays out the choices honestly, and the homeowner decides. And because the options are written down and signed, nobody argues in August about what was agreed in June.
How HVAC Shops Use Three Options
Repair Calls on Older Equipment
- Good: replace the failed part
- Better: replace it and the parts likely to go next
- Best: replace the system
System Replacements
- Good: like-for-like replacement
- Better: a higher-efficiency system
- Best: a higher-efficiency system with indoor air quality equipment
The Visits After
Quote the repair today and offer your maintenance agreement for the visits after. Once the homeowner is a member, their next quote picks up member pricing on its own.
You name each option, so it can say "Repair", "Replace" and "Replace and upgrade" instead of generic tiers, and you can mark the one you recommend. Every line comes from your pricebook, so the numbers match whoever is quoting.
Signed Before the Truck Leaves
On the Homeowner's Phone
Your tech calls in the findings, and the office sends the quote while the tech is still there. The homeowner opens the link on their own phone, goes through the options with your tech, picks one and signs.
In Person
If the person who quotes is on site, such as an owner who still runs calls or a comfort advisor, they open the quote, choose "Customer signs here" and hand over the screen.
Later, After a Talk
Want to talk it over first? The link keeps working until the quote's valid-until date, and you're told the moment they open it, accept it or decline it.
Straight to a Job
Once it's signed, one click creates the install job, and the final invoice bills the signed option at the signed price and tax, plus anything extra you find on site.
A deposit before you order the equipment
Equipment is the expensive part. Put the deposit on the quote as a fixed amount or a percentage, and accepting the quote issues the deposit invoice. Customers who use your customer portal pay it online by card or bank transfer, and it comes off the final invoice as a credit.
State rules on deposits vary. California, for example, caps the down payment on home-improvement work at $1,000 or 10% of the contract price, whichever is less. Check your own state's rules before you set yours, and read how much deposit to ask for.
HVAC Quote Questions
Can I show three system options on one quote?
Yes. A quote can carry up to three options, such as repair, like-for-like replacement and a higher-efficiency system. You name each one, mark the one you recommend, and the homeowner accepts one.
Where do the prices come from?
Your pricebook: services, labor and materials, each with a name, a unit and a price. A service with included materials brings those lines onto the quote with it.
Can the homeowner sign before my tech leaves?
Yes. Send the quote from the office while your tech is there, and the homeowner opens the link on their own phone and signs. If the person who builds your quotes is on site, they can capture the signature in person on their own screen.
Can my techs build quotes on their phones?
Not today. Owners, managers and dispatchers build and send quotes in the web app. Technicians can open a quote to see what the homeowner agreed to.
Can I take a deposit for the equipment?
Yes, as a fixed amount or a percentage, when online payments are turned on for your account. Deposits are switched off while Stripe Tax collects your sales tax. Check your state's rules on deposit amounts before you set yours.
What happens after they sign?
You are told, and one click turns the quote into a job at the homeowner's address. The final invoice bills the signed option at the signed prices and tax, plus any extras added on site, with the deposit taken off.
Is there a separate HVAC plan?
No. Quotes are included in Pro and Enterprise for every trade.
Give Your Next Homeowner Three Ways to Say Yes
Quote it, sign it, dispatch it, invoice it and sell the maintenance agreement, in one app.
14-day free trial · Nothing charged until the trial ends · Quotes are included on Pro and Enterprise