10 Best HVAC Proposal Software Tools in 2026 (Compared)

Quick Answer

Read on for a full breakdown of each tool, including strengths, limitations, and pricing.

What Is HVAC Proposal Software?

HVAC proposal software helps heating, ventilation, and air conditioning contractors create professional-looking quotes and job proposals without starting from scratch every time. Instead of juggling spreadsheets, Word documents, and handwritten notes, you get a single tool that handles equipment pricing, labor estimates, optional financing, and customer-facing presentations.

The best tools go further. They let you build proposals on a phone or tablet right at the customer's kitchen table, collect e-signatures before you leave the home, and track exactly when a homeowner opens or ignores your bid. For HVAC businesses that close deals in person, that speed can be the difference between winning and losing a job.

In this guide we compare ten popular options across the criteria that matter most to HVAC contractors: HVAC-specific templates, e-signatures, mobile support, equipment catalogs, financing integration, and price.

Feature Comparison Table

The table below summarizes how the top HVAC proposal tools stack up on the features contractors care about most. Scroll right on mobile to see every column.

ProposalKit

ProposalKit is built from the ground up for HVAC contractors. Where other platforms bolt proposal features onto a broader field-service suite, ProposalKit treats the proposal as the main event. That means every template, workflow, and integration is designed around the way HVAC sales actually happen: on-site, equipment-heavy, and often involving financing conversations.

Strengths

• Pre-built HVAC proposal templates with good-better-best option tiers
• Built-in equipment catalog with manufacturer pricing
• Financing calculator embedded directly in proposals
• Mobile-first design that works offline on tablets
• Real-time proposal tracking and open notifications
• E-signatures with legally binding audit trail

Limitations

• Newer platform, so the integration ecosystem is still growing
• Not a full field-service management suite (dispatching, invoicing handled elsewhere)

Explore every feature on the ProposalKit features page or jump straight to pricing to see which plan fits your team.

Sales Builder Pro

Sales Builder Pro by iMobileSupport is one of the most widely used HVAC proposal tools in North America. It is designed specifically for HVAC and home-services sales reps who present proposals on-site, with a focus on speed — their tagline promises a complete, professional proposal in five minutes or less.

Strengths

• Fast proposal creation with pre-loaded equipment and pricing
• Good-better-best option presentation designed for in-home HVAC sales
• Built-in financing integration with multiple lenders
• iPad and tablet optimized — works well at the kitchen table
• HVAC-specific templates and workflows out of the box
• Widely adopted, so many HVAC contractors are already familiar with it

Limitations

• Primarily iOS-focused — Android support is limited
• Interface can feel dated compared to newer tools
• Pricing tiers are tied to user count, which can add up for larger teams
• Not a full field-service management tool — dispatching and invoicing done elsewhere

Sales Builder Pro is an excellent pick for HVAC companies that do a high volume of in-home equipment replacement sales and want a proven, dedicated proposal tool. If you are also evaluating newer alternatives with more modern UX, compare it side by side with ProposalKit before committing.

Airship

Airship is an HVAC and trades proposal platform that puts a heavy emphasis on presenting financing and incentive options to homeowners. The idea is that showing monthly payment options alongside equipment options makes it easier for customers to say yes — and Airship builds that workflow directly into the proposal experience.

Strengths

• Financing and incentive presentation built into the proposal flow
• Clean, modern customer-facing proposal interface
• Designed for HVAC, plumbing, and electrical contractors
• Utility rebate and tax credit display included
• Digital acceptance with e-signatures

Limitations

• Pricing is not publicly listed — requires a demo to get a quote
• Heavier focus on financing presentation than on equipment catalog depth
• Smaller user community compared to tools like Sales Builder Pro or ServiceTitan

Airship is worth evaluating if financing is a major part of your sales process and you want a tool that surfaces monthly payment options automatically. Contractors who sell high-ticket equipment replacements and rely on financing to close deals will find the built-in incentive presentation valuable.

FieldPulse

FieldPulse is an all-in-one field service management platform built for growing home services companies. It covers scheduling, estimates, invoicing, and team management in one place — making it a strong choice for HVAC companies that want to consolidate their software stack without the complexity of ServiceTitan.

Strengths

• All-in-one platform: estimates, scheduling, invoicing, and payments
• Tiered pricing options let you present good-better-best on estimates
• Built-in pricebook with services and materials
• Strong mobile app for field techs and office staff
• Customer portal for digital approval and communication
• Competitive pricing for the feature set — better value than ServiceTitan at small scale

Limitations

• Proposal presentation is functional but not as polished as dedicated tools like Airship or Sales Builder Pro
• No built-in financing calculator for in-home presentations
• HVAC-specific templates require some setup and customization

FieldPulse is a great fit for HVAC companies with two to fifteen employees who want a single platform to run their business. If proposals are your primary pain point and you already have scheduling and invoicing covered, a dedicated proposal tool may still serve you better.

OnCall Air

OnCall Air is an HVAC-focused sales platform with a strong reputation in the industry, particularly among contractors who prioritize the in-home customer experience. It is built around the idea that a well-presented proposal on a tablet — with photos, options, and financing — closes more jobs than a paper bid or a PDF.

Strengths

• HVAC-specific with equipment replacement workflows built in
• Good-better-best option builder with photos and feature comparisons
• Digital proposals with e-signature and real-time open tracking
• Built-in financing options presented to homeowners during the sales call
• Strong customer-facing design — proposals look polished on a tablet or phone
• Well regarded in the HVAC community — widely discussed in contractor forums

Limitations

• Pricing is not publicly listed — requires a demo
• Focused on the proposal and sales side; does not replace a full FSM tool
• Some users report the equipment catalog setup takes time to configure initially

OnCall Air is consistently recommended by experienced HVAC contractors on forums like Reddit's r/ProHVACR. It sits in the same category as Sales Builder Pro and ProposalKit — purpose-built for HVAC proposals, not a general tool adapted for the trade. If your team does a lot of in-home system replacement sales, it is worth a demo.

Jobber

Jobber is one of the most popular field-service management platforms for small to mid-size trades businesses. It covers scheduling, quoting, invoicing, and customer communication in a single dashboard.

Strengths

• All-in-one platform: CRM, scheduling, quoting, invoicing
• Clean, intuitive mobile app for field techs
• Built-in payment processing and follow-up automation
• Good onboarding and support resources

Limitations

• Proposals lack HVAC-specific features like equipment catalogs or good-better-best option builders
• No built-in financing presentation for homeowners
• Quote templates are generic across all trades

Jobber is a strong choice when you need a single tool for your entire business, but its proposal capabilities are a supporting feature, not the headline. Contractors who want deeper proposal customization may find themselves exporting to Word or PDF anyway.

ServiceTitan

ServiceTitan is the enterprise-grade platform for large home-services companies. If your HVAC business runs multiple trucks across multiple locations, ServiceTitan delivers powerful pricebook management, marketing tracking, and proposal presentation tools.

Strengths

• Comprehensive pricebook with dynamic markup and margin controls
• Built-in proposal presentation mode with good-better-best layout
• Deep reporting and revenue attribution across marketing channels
• Financing integrations with major lenders

Limitations

• Typically $300–$600/month or more depending on team size and contract terms
• Complex setup with a steep learning curve
• Overkill for solo technicians or small shops with fewer than five employees

ServiceTitan excels at scale. But if you are a one-to-three person shop, the onboarding cost and monthly spend may not make sense. For smaller teams, an HVAC-focused proposal tool paired with a lightweight CRM often delivers better value.

Housecall Pro

Housecall Pro positions itself as the go-to software for growing home-service businesses. It combines dispatching, online booking, payments, and a basic quoting module in a user-friendly package.

Strengths

• Easy to learn with minimal onboarding
• Built-in postcard and email marketing tools
• Solid mobile experience for field work
• Online booking page for customer self-scheduling

Limitations

• Estimate builder is simple; no tiered option presentations
• Limited proposal customization and branding controls
• Equipment catalog and HVAC-specific features are minimal

Housecall Pro is great for service calls and maintenance agreements, but its quoting module was not designed for large equipment replacement proposals where you need multiple options, photos, and financing details.

PandaDoc

PandaDoc is a well-known document automation platform used across dozens of industries. Its drag-and-drop editor, e-signature support, and CRM integrations make it a versatile choice for any business that sends proposals.

Strengths

• Polished document editor with flexible layouts
• Strong e-signature and document tracking
• Integrates with Salesforce, HubSpot, and other major CRMs
• Content library for reusable blocks and clauses

Limitations

• Zero HVAC-specific templates, catalogs, or workflows
• No equipment database or financing calculator
• Mobile experience is document-centric, not field-friendly
• You build everything from scratch or adapt generic templates

For a deeper look at why HVAC-specific tools outperform generic document platforms, read our HVAC proposal software vs PandaDoc comparison.

Google Docs & Manual Methods

Many HVAC contractors still write proposals in Google Docs, Microsoft Word, or even on paper carbonless forms. The price is right (free), and there is zero learning curve. But the trade-offs are significant once you are sending more than a handful of proposals per month.

Strengths

• Free or near-free
• No software to learn
• Complete control over formatting

Limitations

• No e-signatures, tracking, or analytics
• Every proposal is built from scratch or copy-pasted
• Unprofessional appearance compared to dedicated tools
• No equipment pricing database or automatic calculations
• Easy to make errors in pricing or terms

If you are just getting started and send fewer than five proposals a month, manual methods work. But if you want to look professional and save hours every week, even a free HVAC template is a step up. Check out our free HVAC proposal template to see the difference structure makes.

Which Tool Is Right for You?

There is no single best tool for every HVAC business. The right choice depends on your team size, budget, and how central proposals are to your sales process. Here is a quick decision framework:

• Solo technicians who sell on-site need a mobile-first, HVAC-focused tool that lets them present options and collect signatures at the kitchen table. ProposalKit, Sales Builder Pro, or OnCall Air are purpose-built for this. See how ProposalKit works for solo techs.
• Small shops (2–10 employees) that also need scheduling and invoicing in one tool should look at Jobber, Housecall Pro, or FieldPulse. If proposals are your primary pain point, pair a dedicated proposal tool with your existing software.
• Financing-heavy sales teams should evaluate Airship or OnCall Air — both surface monthly payment options prominently during the in-home presentation.
• Large operations (10+ trucks) may need an all-in-one platform like ServiceTitan, or a best-of-breed proposal tool like ProposalKit or Sales Builder Pro paired with their existing FSM software.
• Budget-conscious startups should start with a free template, then upgrade once proposal volume justifies the cost.

Frequently Asked Questions