Quoting Agent
Size, match, price, present, and follow up just like your comfort advisor.
Works using
+ 
+ 
No new system.No integrations.
quoted while they're still deciding ↗
- Cooling load38,400 BTU/h
- Heating load61,200 BTU/h
- Size3.5 ton
- ReturnAdd 1 × 20×25
- Good · 14.3 SEER2 AC + 80% furnace11,480.00
- Better · 16 SEER2 heat pump + 96% furnace14,960.00
- Best · variable-speed, communicating19,740.00
- Return air upgrade (all options)890.00
How long does the install take?
One day for all three options. The crew arrives at 8 and you'll have heat and AC that evening.
- 01Visit notes
- 02Load calc
- 03Equipment
- 04Options
- 05Follow-up
Instant quotes. Win more deals.
The first good quote usually wins the job. Your agent sends it while the customer is still deciding.
- Request sits in the inbox
- Quote goes out Tomorrow, maybe
- Deal lost. The homeowner booked whoever sent options first.
With your agent✦ Instant- Picked up the moment it lands
- Drawn, priced, approved, sent before dinner
- First in the inbox. Deal won.
Quoting for HVAC contractors is messy
- Unsold estimates. Sent once, never followed up
- Evenings at the truck. Building options by hand
- Wrong match. Coil and condenser not rated together
- Old distributor price. Margin gone on install day
An agent that handles the messy parts your way.
- 01Load calc firstSize it right, not like the old one
- 02Rated matchesCoil and condenser together
- 03Three optionsGood, better, best every time
- 04Rebates & financingThe monthly number sells
- 05Follow-upWhere most jobs are won
Every quote, by hand. Agents should!
- ManualAgent Visit notes
- ManualAgent Nameplate photo
- ManualAgent Load calc
- ManualAgent Pick equipment
- ManualAgent Check the match
- ManualAgent Distributor price
- ManualAgent Pricebook options
- ManualAgent Rebates
- ManualAgent Financing
- ManualAgent Send estimate
- ManualAgent Follow up
No new system. No integrations.
You're not buying software. You're adding an agent that uses the software you have.
- Your screens It uses your CAD, quoting system and inbox with keyboard, mouse and screen.
- Nothing to connect No API projects, no new software, no data migration. Your systems stay as they are.
- Built by talking Explain your process like you'd train a new hire. It learns by doing a real quote.
- You approve Drawings, prices, discounts, sends. Wherever you want a person, it stops and asks.
- Every run on record Screenshots, values read, prices used and who approved, for every quote.
Hand the whole quote to an agent
- Reads visit notes
- Runs the load calc
- Matches equipment
- Prices options
- Advisor approves
- Sends the estimate
- Answers questions
- Follows up
Agent does itYou decide
Any drawing in. CAD out.
Hand sketch, PDF print, photo or fax. The agent redraws it in your CAD before it quotes.
What advisors send
- Floor plan sketch
- Room measurements
- Nameplate photos
- Builder PDF
- Duct notes
- Phone photos
- Cooling load38,400 BTU/h
- Heating load61,200 BTU/h
- Size3.5 ton
- ReturnAdd 1 × 20×25
Any format in. CAD out. The advisor’s sketch and photos become a room-by-room load calculation, so the system is sized, not guessed. How sketch-to-CAD works →
Five steps. One quote.
One job, start to finish: The Brennan home, aC + furnace replacement, 2,200 sq ft.
- 01
It sizes the system
Square footage, windows, insulation, ducts. A real load calc, not a guess.
Load calculation · Brennan- Cooling load38,400 BTU/h
- Heating load61,200 BTU/h
- Size3.5 ton
- ReturnAdd 1 × 20×25
Load calc · 2,200 sq ft, 2 floors
- 02
It matches the equipment
Rated combinations only. Checked against the directory.
Distributor portal · pricebookItem From Price 3.5-ton 16 SEER2 heat pump Distributor $3,912 Matched coil + 96% furnaceUp 4% this month Distributor $3,480 Install, split system Pricebook $5,450 Return air upgrade Pricebook $890 - 03
It builds the options
Good, better, best from your pricebook. Rebates and financing shown.
ServiceTitan · EstimateQuote EST-55120The Brennan homeDraftDescription Qty Unit Amount Good · 14.3 SEER2 AC + 80% furnace 1 sys 11,480.00 Better · 16 SEER2 heat pump + 96% furnace 1 sys 14,960.00 Best · variable-speed, communicating 1 sys 19,740.00 Return air upgrade (all options) 1 ea 890.00 Utility rebate shown separately · financing from $189/moBetter: $15,850.00 - 04
It sends it tonight
From your field software, while the old unit is still loud.
Gmail · New messageToKate Brennan
SubjectYour three options from today's visit
Hi Kate, thanks for having Luis out today. Here are your three options. The middle one fixes the hot upstairs and is the quietest for the price.
Brennan estimate EST-55120.pdf
Send - 05
It follows up
Day 2, day 5, day 10. Answers what the estimate already says.
Text message · The Brennan homeHow long does the install take?
One day for all three options. The crew arrives at 8 and you'll have heat and AC that evening.
Answered from: Estimate EST-55120, page 2
HVAC contractors: every step
What the agent does, where you decide, and the rules it checks.
you decide every green box
- Visit notes & photos
- Read nameplates & notes
- Enough to size?No → ask the advisor
- Run the load calc
- Pick matched systems
- Rated match found?No → advisor picks
- Price at distributor
- Build good / better / best
- Add rebates & financing
- Margin above floor?No → manager decides
- Advisor approves options
- Send estimate from field software
- Answer customer questions
- Asks for a discount?Yes → manager decides
- Follow up day 2, 5, 10
- Sold. Book the install
Agent does it You decide Rule check
Built around how you quote
Not a template. Your steps, your price book, your approvals.
- 01
Explain it once
Talk or type, like training a new hire. Hand over your SOP, price book and a few past quotes.
When a request comes in, first check: enough to size? If not, ask the advisor.
Quoting SOP.pdf Price book 2026.xlsx 3 past quotes - 02
Watch it work
It works a real job on your screen. You correct it the way you'd correct a person.
Use the 2026 price book, not last year's.
Got it. Switched to 2026 and re-priced 4 lines.
Read requestDrawingPricing - 03
Save your process
A written procedure and a flowchart. Every run follows the version you approved.
- Read nameplates & notes
- Enough to size?
- Run the load calc
- Pick matched systems
- Rated match found?
- Price at distributor
Change anything. Any time.
Any step, any rule, any approval. Say what changed. Approve the new version.
- Pick matched systems
- Check this customer's historyAdded
- No rated match?Changed
- Send estimate from field software
- Advisor approves optionsRepeat customers: skip
- Margin above floor?
Add a step after “Pick matched systems”: check this customer's history and flag anything unusual.
Step added
New rule: No rated match → advisor picks.
Rule changed
Repeat customers under the limit don't need my approval anymore.
Approval changed
Saved as version 4. You approved it. The next run follows it. The last runs keep the version they ran on.
Your rules. Exactly.
Written once in plain English. Followed every time.
- No rated match? Advisor picks
- Distributor price up 3%? Update and flag
- Customer asks for discount? Manager decides
Never, on any run
- Promise a rebate amount not listed
- Size by the old unit
- Discount without approval
- Book an install date on its own
Approvals, where you want them
It stops and asks you.
What it built, what it checked, what looks off and what it suggests. Approve, edit, reject, or take the wheel.
from your desk or your phone ↘
Send the Brennan options?
Your advisor approves every replacement estimate.
Agent suggests: Approve and sendOne item needs a look. Everything else checked out.
ESTIMATE EST-55120 · Brennan · 3 options
Load calc3.5 ton · 38,400 BTU/h cooling
Better16 SEER2 heat pump · rated match
Coil + furnace$3,480 · up 4% this month
Return upgradeAdded to all options
Margin, Better46% · floor 40%
Better option$15,850.00
Review notes
- All three systems are rated combinations
- Distributor price changed since the pricebook update
- Rebate amount from the utility's current list
Your team, before and after
| Today | With your agent | |
|---|---|---|
| Estimate sent | Tomorrow, maybe | Before dinner |
| Your advisor | Typing in the truck | On the next call |
| Follow-up | When remembered | Day 2, 5, 10 |
| Equipment price | Last quarter | Today's |
One quote, start to finish
if you wish to see it in action!
Conceptual walkthrough with sample data and a fictional company, not a recording of a customer's run. Screens of third-party software are recreated for illustration; product names belong to their owners.
How many hours can you get back?
Your volume, your times, your labor cost. Estimates, not results.
Estimates × (minutes today − minutes with the agent) ÷ 60 × hourly cost
These are example assumptions, not results. Example for a residential replacement team: minutes cover the load calc, options, pricing, the estimate and follow-up. Use your own numbers.
Questions owners ask us
Does it work in ServiceTitan or Housecall Pro?
It works the same screens your advisors use, under their login. We have no partnership with those vendors; we confirm the exact steps on your version before a pilot.
Does it run a real load calculation?
It enters the house details into the load software you already use and reads the result. If the advisor's notes are missing something the calc needs, it asks before it sizes.
How does it pick equipment?
From your preferred lines and the sizes your rules allow, and only rated combinations. If no rated match exists for the size, the advisor decides.
Can it follow up with customers?
Yes, on your schedule and in your words. It answers what the estimate already covers and passes discount requests, new options and scheduling to your team.
Which estimate should we build first?
Bring one visit's notes and the estimate you sent.
no new system. no integrations. ↗