For HVAC contractors
The homeowner is comparing three system quotes. Make yours the one they understand.
A system replacement usually starts with a breakdown or an ageing unit, a home visit, and a quote with a model number and a total. The homeowner then gets two more quotes with different equipment, different efficiency ratings and different warranty terms, and tries to compare them at the kitchen table. The contractor whose quote explains the options clearly — and follows up while the homeowner is still deciding — tends to get the call.
ApeiroCraft sends the quote as a link with tiered equipment options, what installation includes, warranty and maintenance terms. You see when it's opened and re-opened, the homeowner signs in the browser, and the deposit invoice comes from the accepted proposal in one click.
Where HVAC replacement quotes stall.
Apples-to-oranges quotes
Different brands, sizes, efficiency ratings and warranty terms. If your quote is a line of model numbers, the homeowner falls back on comparing totals.
The 'we'll think about it' silence
After the visit the homeowner goes quiet. Without knowing whether they've opened the quote, you either chase too early or lose the job to the contractor who called back first.
Install scope surprises
Ductwork modifications, a new pad, electrical upgrades, permit fees, removal of the old unit — if they aren't stated as included or extra, they become arguments on install day.
From home visit to install deposit, in one link.
Good, better, best — explained
Lay out two or three equipment options with what differs: efficiency, comfort features, noise, warranty length. The homeowner compares options inside your quote instead of across three.
Follow up when they're reading
The link records each open and re-open. A quote reopened the evening after another contractor's visit is the moment to call and answer questions.
Signed on the homeowner's phone
The signature records name, email, IP address and a UTC timestamp and can't be changed afterwards, so the chosen option and install scope are on record.
Deposit invoice from the signature
Convert the accepted proposal to a draft invoice with the same lines, adjust it to the chosen option and deposit, and send with your own payment link.
What an HVAC replacement proposal has to include.
Local codes and manufacturer rules decide some of this. The rest is about making sure the homeowner knows what they're signing for.
Equipment and sizing
If it's left vague
The homeowner can't tell why your system costs more than a quote with a similar-looking model.
With ApeiroCraft
Name each option's equipment, capacity and efficiency rating, and say how you sized it.
Installation scope
If it's left vague
Duct changes, line sets, pads, electrical work and haul-away are assumed to be included.
With ApeiroCraft
List what the install includes and what would be extra, with prices for likely extras.
Permits and inspection
If it's left vague
Permit fees and inspection timing come as a surprise.
With ApeiroCraft
State whether you pull the permit, whether the fee is included, and how the inspection is arranged.
Warranty
If it's left vague
Manufacturer warranty and your labour warranty are confused, and registration is forgotten.
With ApeiroCraft
Separate the manufacturer's warranty from your workmanship warranty, and say who registers the equipment.
Rebates and financing
If it's left vague
The homeowner expects you to guarantee a rebate you don't control.
With ApeiroCraft
If you mention rebates or financing, say they're subject to the provider's terms and not part of your price.
- Deposit and balance invoices from one accepted proposal.
- Pipeline of open replacement quotes, so none goes un-chased.
- Maintenance agreements sent and signed as their own proposals.
Common questions.
How do HVAC contractors usually price replacements?
Replacement work is typically a fixed price per option, covering equipment and installation, presented as tiers. Repairs are often flat-rate by task or time-and-materials. Maintenance agreements are usually an annual fee, sometimes split monthly, covering a number of tune-ups and a discount on repairs. ApeiroCraft holds the structure you use; it doesn't set prices.
What does a three-tier replacement quote look like?
A short summary of what you found on the visit; three options with equipment, capacity, efficiency and warranty; an install scope listing removal of the old unit, a new pad, line set and thermostat; exclusions for ductwork beyond a stated amount; permit included; deposit to schedule the install, balance on completion. The homeowner reopens it twice the next evening, signs the middle option, and you invoice the deposit.
When is ApeiroCraft not the right fit for an HVAC business?
It isn't field-service software: no dispatch board, technician scheduling, GPS tracking, price book, inventory, or recurring billing for service agreements. Busy shops running service calls all day need that. ApeiroCraft fits contractors who want clear replacement and installation proposals signed and invoiced, alongside whatever they use for dispatch.
Can the homeowner choose an option in the proposal?
Lay out the options in the pricing section and ask them to confirm their choice when they sign. Then adjust the invoice draft to the chosen option before sending — invoices are editable until sent.
Can I sell maintenance agreements with it?
Yes — send the agreement as its own proposal listing visits per year, what each visit covers and the term. Once signed, invoice it from the same record. ApeiroCraft won't schedule the visits; add them as tasks or use your calendar.
Make your quote the easy one to compare.
Save your good-better-best structure once and send it after every home visit.
Start freeStill deciding? Talk to the founder
Keep reading
Free template
Freelance proposal template
Any field: the client's goal, scope and exclusions, a timeline and two options to choose from.
Solution
Proposal tracking, explained
Timestamped opens on the proposal itself — not an email pixel, not a guess.
Guide
Why clients ghost proposals
The psychology behind the silence, and the exact five-touch follow-up cadence that breaks it.