5 Best HVAC Quoting Software

HVAC quoting software is a tool that calculates and builds estimates for heating, cooling, and ventilation jobs. It stores your labor rates, material costs, equipment prices, and markups, then uses that data to generate accurate quotes in minutes. Instead of doing math manually or guessing, the software standardizes pricing, pulls in real-time costs, and creates a professional proposal you can send to a customer immediately.

Key Takeaways

• HVAC quoting software streamlines the estimating process and automates calculations for labor, materials, and equipment.
• Mobile access allows technicians to create and update quotes on-site, improving efficiency and customer satisfaction.
• Integrated payment processing and online approvals accelerate cash flow and reduce administrative work.
• Choosing the right software, like DepositFix, ensures accurate, professional proposals and a seamless workflow from quote to invoice.
• Advanced features such as reporting, CRM integration, and recurring service management help HVAC businesses grow and operate more efficiently.

What Is a HVAC Quoting Software

HVAC quoting software is a digital system designed to create accurate, consistent estimates for heating, cooling, and ventilation work. It centralizes all the pricing elements your business relies on, labor rates, material costs, equipment lists, parts catalogs, markup rules, discounts, and tax settings, and uses them to automatically calculate a complete quote. 

This removes guesswork and eliminates manual math, ensuring every estimate is based on the same standardized data. Many tools also include real-time cost updates from suppliers, customizable quote templates, and mobile access so technicians can build or update quotes directly from the field. 

Beyond creating estimates, modern HVAC quoting software often connects with scheduling, invoicing, inventory, and CRM systems, allowing you to convert an approved quote into a scheduled job or work order without re-entering information. 

The result is a faster, more accurate quoting process that helps you win more jobs, avoid pricing mistakes, and present a more professional experience to customers.

As of 2024, 63% of HVAC contractors are using some form of field service management software. Among those, firms using comprehensive digital solutions report 32% higher productivity and 28% faster invoice-to-payment cycles compared with firms relying on manual processes.

Why Do HVAC Businesses Need a Quoting Software

HVAC businesses need quoting software because pricing jobs manually leads to slow turnaround times, inconsistent estimates, and avoidable errors. A quoting tool centralizes your labor, materials, and equipment data so every estimate is fast, accurate, and aligned with your pricing model. It also improves professionalism and helps your team close more jobs with less back-and-forth.

The benefits include:

• Faster, more accurate estimates: Automated calculations combine labor, materials, equipment, and markups instantly, eliminating the math errors and delays that come with spreadsheets or handwritten notes.
• Standardized pricing across your team: Every person who creates a quote pulls from the same approved price list and markup rules, preventing inconsistent pricing that can confuse customers or reduce margins.
• More professional proposals: Custom templates, branded designs, and itemized breakdowns help you present cleaner, more credible quotes that reflect well on your business and increase customer confidence.
• Real-time material and equipment pricing: Integrations with supplier catalogs or your internal price lists ensure quotes always use the most current costs, protecting your profits as prices fluctuate.
• On-the-go quoting for field technicians: Mobile access lets technicians build or update estimates during the appointment, reducing callbacks, speeding up approvals, and improving customer experience.
• Higher close rates: Quick turnaround and clear pricing give your business a competitive edge, allowing you to secure the job before slower competitors even respond.
• Reduced pricing disputes: Transparent, well-organized line items show exactly what the customer is paying for, reducing misunderstandings, complaints, and back-and-forth negotiations.
• Better profit visibility: Margin calculations and cost breakdowns built into the software allow you to see your profit per job before sending the quote, helping you avoid underpricing and make smarter decisions.
• Seamless workflow from quote to job: Once a customer approves the estimate, the system can automatically create a work order, schedule a technician, or generate an invoice, removing redundant data entry.
• Improved tracking and version control: Every revision, update, note, and customer approval is saved, making it easy to review job history, track sales performance, or reference past quotes.
• Faster training for new staff: With templates, standardized pricing, and guided forms, even new technicians or office staff can generate accurate quotes without extensive onboarding.
• Stronger customer experience: Quick quotes, clean layouts, and transparent costs make customers feel informed and respected, increasing repeat business and referrals.

5 Best HVAC Quoting Software

Choosing the right HVAC quoting software can significantly improve how your business prices jobs, communicates with customers, and manages approvals. The tools below stand out for accuracy, ease of use, and the features HVAC teams rely on most. Here are the 5 best HVAC quoting software options to consider.

DepositFix

DepositFix is a contractor-focused quoting, invoicing, and payment-processing tool built for service businesses, including HVAC, plumbing, electrical, and more. It’s designed to handle the full cycle: from building an estimate/quote, to invoicing, to collecting payments, even recurring billing or milestone-based payments. It’s especially strong if you want a simple, unified system that reduces administrative overhead and gets paid faster.

Key Features:

• Customizable estimates & invoices — Build professional, branded proposals and invoices tailored to labor, materials, tax, markup, and project scope.
• Automated billing and invoice generation — Convert approved quotes into invoices automatically, including support for deposits, milestone invoicing, or recurring services.
• Integrated payment processing (card / ACH / online payments) — Accept payments directly through the platform, reducing delays and eliminating paper-based billing hassles.
• Pay-by-link / text-to-pay & card-on-file / auto-billing options — Gives flexibility to customers and helps you collect payments faster with minimal friction.
• Cloud-based collaboration, invoice tracking & financial reporting — Allows your team to access the same estimates/invoices in real time, track payment status, and monitor cash flow without messy spreadsheets.

Best for: HVAC or field-service businesses, that want an all-in-one quoting, invoicing, and payment solution; businesses focused on cash flow, fast payment collection, and minimal back-office work.

ServiceTitan

ServiceTitan is a comprehensive HVAC (and home-service) management platform that goes beyond quoting. It combines price-books, quoting/estimating, CRM, dispatching, scheduling, job costing, invoicing, essentially covering the full lifecycle from lead to invoice. It’s built for growth and complexity, especially when you manage many technicians, various job types (residential + commercial), and want deep visibility into operations and profitability.

Key Features:

• Integrated estimating with up-to-date pricebook — Allows accurate quotes based on current labor and material costs, reducing margin risk.
• Mobile app for field techs with real-time quoting — Technicians can build and present quotes on-site, with access to inventory, pricebook, and customer history.
• Dispatching & scheduling tools (drag-and-drop, route optimization) — Efficiently assign jobs and manage travel time for technicians.
• CRM + customer & job history tracking — Keep track of jobs, customer history, invoices — useful for upsells, maintenance contracts, repeat clients.
• Job costing & profitability tracking — Real-time breakdowns of labor, material, equipment, overhead, and profit per job for better financial oversight.

Best for: Growing or large HVAC companies, or contractors who handle a mix of residential and commercial jobs. If you need advanced dispatching, detailed job costing, and want to manage your entire operation, from lead to payroll, within one platform, ServiceTitan is often the best fit.

Jobber

Jobber is a field-service management software that includes quoting, scheduling, invoicing, and customer management, all wrapped in a clean, easy-to-use interface. It’s especially good for small to medium HVAC businesses or contractors who want to simplify their workflow without heavy overhead. It allows quotes to be created in the field and converted into jobs, with customer-facing portals for approvals and payments.

Key Features:

• Mobile quoting and instant conversion to jobs — Create estimates on-site, let customers review and approve, then turn them into scheduled jobs with one click.
• Interactive, add-on service line items & optional packages — Offer maintenance plans, upgrades or optional add-ons directly in the quote so customers can choose what they need.
• Automated follow-up reminders for quotes and invoices — Helps you stay on top of pending proposals and outstanding payments without manual tracking.
• Online customer portal for approvals and payment — Customers can approve quotes or pay invoices online — improves convenience and speeds payment.
• Scheduling, dispatching, invoicing and payment processing integrated — Lets you manage the full job cycle, from lead, to quote, to job, to invoice and payment, in one system.

Best for: Small to mid-sized HVAC contractors or service providers who want a simple but full-featured system that covers quoting, job scheduling, invoicing, and payments, without the complexity and cost of enterprise-level solutions.

FieldEdge

FieldEdge is an HVAC service software platform that supports quoting/estimating, mobile invoicing, job management, and customer service operations. Its strength lies in giving field technicians tools to update work orders, send invoices from the field, and integrate field data with back-office operations. It’s positioned between a light, simple tool (like Jobber) and a full-blown enterprise system (like ServiceTitan).

Key Features:

• Mobile CRM & work order / invoicing from the field — Technicians can update job status, add notes or photos, and invoice customers immediately after service.
• Interactive job management with job-specific forms and customer history — Helps track equipment, serial numbers, job notes, and past service history per customer.
• Quote-to-work-order workflow — Generate estimates/quotes, convert accepted ones into work orders and then invoices, all within same system.
• Customer portal / payment integration — Lets customers view invoices/quotes and pay online or approve service, improving cash flow and customer experience.
• Dispatching, scheduling, and service call management — Helps manage technician assignments, routes, job scheduling, keeping operations organized.

Best for: Small to mid-size HVAC companies or service contractors who want a balanced system: more powerful than simple estimating tools, but without the complexity or cost of heavy enterprise platforms. Good for teams that want field flexibility, organized service calls, and integrated invoicing/payment.

QuoteWerks

QuoteWerks is a quoting and CPQ (configure-price-quote) software often used by contractors, dealers, and sales teams to build detailed proposals. While it’s not marketed strictly as HVAC-specific, its flexibility, integration with distributors/pricebooks, and robust quoting functionality make it useful for HVAC contractors, especially for projects that require precise material takeoffs, multiple equipment options, and detailed line-item breakdowns.

Key Features:

• Advanced product configuration and pricebook integration — Lets you build quotes based on real supplier/distributor catalogs, assuring accurate material pricing and product options.
• Detailed, itemized proposals — Good for ductwork, HVAC systems, equipment replacements or large installs that require clarity on parts, labor, markup, and options.
• Integration with CRM and distributor systems — Helps sync contacts, customer data, and supplier pricing — streamlining quote-to-order workflow.
• Flexible quoting for complex jobs — Supports add-ons, optional configurations, variable quantities — well suited for larger or custom HVAC jobs.
• Efficient proposal management and tracking — Helps manage multiple quote versions, store historical bids, and track which quotes converted to jobs.

Best for: HVAC contractors or mechanical contractors who often handle complex installations, system replacements, custom ductwork, or large commercial jobs. Also good if you want to integrate quoting with your existing CRM or supplier networks.

What Features to Look for When Choosing an HVAC Quoting Software

When choosing HVAC quoting software, focus on features that improve accuracy, speed up the estimating process, and make it easier for customers to approve your proposals. The right tool should simplify your workflow from the first estimate all the way to invoicing and payment.
When choosing an HVAC quoting software, look for these features:

• Accurate labor, material, and equipment cost calculations: Ensures every quote reflects real job costs and automatically applies labor rates, material lists, equipment prices, taxes, and markups without manual math.
• Customizable quote templates and branded proposals: Lets you build professional, consistent estimates with your logo, colors, item descriptions, warranty notes, and disclaimers included.
• Mobile quoting for technicians in the field: Allows techs to build, edit, and send quotes directly from a phone or tablet during the appointment, reducing delays and boosting close rates.
• Real-time pricebook or supplier catalog updates: Keeps materials and equipment costs current so your quotes stay accurate even when prices fluctuate due to supply issues or seasonal changes.
• Ability to create optional packages and add-ons: Helps you present “Good, Better, Best” options, upsell maintenance plans, or suggest upgrades without pushing customers too hard.
• Quote tracking, reminders, and automated follow-ups: Sends alerts when a customer opens a quote, reminds them to approve it, and helps you stay on top of pending proposals without manual tracking.
• Easy conversion from quote to job, invoice, or work order: Eliminates double entry and turns approved estimates into scheduled jobs or invoices with one click.
• Integrated payment processing or online approvals: Lets customers review quotes, sign digitally, and pay deposits or invoices online, reducing friction and speeding up cash flow.
• Customer portal for reviewing and approving quotes: Gives customers a clear place to view quotes, ask questions, and approve work, improving transparency and trust.
• Profit and margin visibility before sending the estimate: Shows your expected profit per job so you can adjust pricing and avoid underbidding, especially on larger installs.
• Integrations with CRM, scheduling, or accounting tools: Helps keep your data synchronized across dispatching, invoicing, customer records, and bookkeeping, cutting down on admin work and errors.

Why DepositFix Is Considered the Best HVAC Quoting Software

DepositFix stands out as the best HVAC quoting software because it combines accurate estimating, seamless invoicing, and integrated payment processing in a single platform. Unlike other tools that only handle quotes or job management, DepositFix provides a complete solution for field-service businesses, helping HVAC contractors save time, reduce errors, and improve cash flow. Its user-friendly interface and mobile capabilities make it ideal for both office staff and technicians in the field, ensuring that quotes, invoices, and payments are handled efficiently from start to finish.

Benefits of Using DepositFix:

• Faster, more accurate quoting: Eliminates manual calculations and ensures every estimate is consistent.
• Improved cash flow: Integrated payments and pay-by-link options reduce delays in getting paid.
• Professional presentation: Branded proposals and clean templates increase customer trust and approval rates.
• Seamless workflow: Quotes convert into invoices and work orders without extra data entry.
• Enhanced visibility: Track quotes, revisions, approvals, and payments all in one place for better business insights.

With its combination of robust features, ease of use, and focus on streamlining the quoting-to-payment process, DepositFix delivers unmatched efficiency and reliability, making it the top choice for HVAC contractors looking to grow their business. Book a free demo and see it in action.

Conclusion

Choosing the right HVAC quoting software can transform the way your business handles estimates, approvals, and payments. With tools like DepositFix, ServiceTitan, Jobber, FieldEdge, and QuoteWerks, contractors can streamline workflows, reduce errors, and deliver professional, accurate quotes faster than ever. The best software not only calculates labor, materials, and equipment costs but also offers mobile quoting, real-time price updates, automated follow-ups, and seamless integration with invoicing and scheduling systems.

Among these options, DepositFix stands out for its all-in-one approach, combining quoting, invoicing, and payment processing in a single platform. Its user-friendly interface, mobile capabilities, and cloud-based tracking make it ideal for small to mid-sized HVAC businesses looking to improve cash flow, save time, and enhance the customer experience. Ultimately, investing in the right quoting software helps HVAC businesses win more jobs, maintain consistent pricing, and operate more efficiently, giving you a competitive edge in a fast-paced market.

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