Every feature you need to close more HVAC jobs
ProposalKit is designed from the ground up for HVAC contractors. No bloated features you'll never use - just powerful tools to create proposals, send them to clients, and get them signed electronically.
Whether you are a solo technician quoting an AC install from your truck or a multi-location company managing hundreds of proposals per month, ProposalKit gives you the tools to look professional, save time, and close more deals. Here is everything included.
HVAC templates that save you hours
Stop building proposals from scratch. Choose a job type - AC installation, furnace replacement, duct cleaning, heat pump, or maintenance contract - and ProposalKit auto-fills equipment, labor costs, and descriptions based on real HVAC work. Every template is built from actual contractor pricing so your proposals are accurate from the start.
Most HVAC contractors spend 30 to 45 minutes per proposal in Word or Excel, copying line items from old jobs and manually calculating totals. With ProposalKit, you select a job type, adjust quantities and pricing to match the job, and your proposal is ready to send. The built-in tax calculator handles local rates, and the grand total updates instantly as you add or remove line items.
- 7+ pre-built HVAC job type templates with real-world pricing
- Auto-populated line items for equipment, labor, materials, and permits
- Templates for AC installs, furnace replacements, duct cleaning, heat pumps, and maintenance contracts
- Add, remove, or customize any line item to match the specific job
- Instant subtotal, tax, and grand total calculations that update in real-time
- Financing option display so homeowners can see monthly payment estimates
Get proposals signed without the paperwork
Your clients receive a clean, professional link via email. They review every detail - equipment, pricing, warranties, terms - then type their name and sign. The entire process takes under two minutes, and it works from any phone, tablet, or computer. No app downloads, no account creation, no friction.
Paper proposals get lost in kitchen drawers. Email attachments sit unopened. With ProposalKit e-signatures, your client clicks a link, reviews a professionally formatted proposal, and signs it right there. You get an instant notification the moment they accept, and a signed PDF is stored securely in your account. Homeowners appreciate how easy it is, and you close deals faster because there is nothing standing between your quote and their signature.
- No client account or app download required - just click the link and sign
- Works on any device - phone, tablet, or desktop browser
- Legally binding electronic signatures with timestamp and IP logging
- Instant email notification the moment a client signs
- Signed proposals stored securely with full audit trail
- Clients can review itemized pricing, warranties, and terms before signing
Know exactly where every deal stands
From the moment you hit send, ProposalKit tracks every interaction. See when clients open your proposal, how long they spend reviewing it, and when they sign - all from your dashboard. No more wondering if a homeowner even saw your quote.
Every proposal moves through a clear pipeline: Draft, Sent, Viewed, Accepted, or Declined. Your dashboard shows summary cards so you can see at a glance how many proposals are pending, how many you have won this month, and which ones need follow-up. When a client opens your proposal, the status updates automatically - so you know exactly when to follow up and when to give them space.
- Real-time status tracking: Draft, Sent, Viewed, Accepted, Declined
- Dashboard with proposal pipeline overview and summary cards
- Automatic view tracking - know the moment a client opens your proposal
- Total value tracking for accepted, pending, and declined proposals
- Filter and sort proposals by status, date, client, or job type
- Never lose track of a deal or forget to follow up again
Download polished proposals in one click
Generate professional PDF proposals branded with your company name, phone number, email, and license number. Every PDF includes itemized pricing with quantities and totals, warranty information, payment terms, and a signature block. Hand a printed copy to a homeowner on-site, or email it as a backup alongside your digital proposal.
Some clients still prefer paper. Property managers often need a PDF for their records. With ProposalKit, you can download a cleanly formatted PDF of any proposal in one click - whether it is a draft, a sent proposal, or a fully signed agreement. The PDF matches exactly what your client sees online, so there are no surprises. Signed proposals include the client name, signature timestamp, and acceptance status.
- Company-branded header with your business name, contact info, and license number
- Itemized pricing table with descriptions, quantities, unit prices, and line totals
- Warranty notes, payment terms, and validity period clearly displayed
- Signature block shows client name and signing timestamp on accepted proposals
- Download or email PDFs instantly from the proposal detail page
- Print-ready formatting that looks professional on paper
Send proposals without leaving ProposalKit
One-click email delivery puts your proposal in your client's inbox with a professional, branded review link. No attachments to lose, no files to manage, no separate email app to open. Hit send, and your client gets a clean email with a direct link to review and sign your proposal.
Traditional proposal workflows are messy: export a PDF, open your email, write a message, attach the file, and hope it does not end up in spam. ProposalKit skips all of that. Click send from within the proposal, and your client receives a professional email with your company name and a one-click review link. The proposal status automatically updates to Sent, and you will get a notification the moment your client opens it or signs.
- One-click send directly from the proposal builder - no separate email step
- Client receives a professional email with your company name and a branded review link
- Proposal status automatically changes to Sent the moment you send
- Real-time tracking of opens and views so you know when to follow up
- Automatic confirmation email sent to you when the client signs
- No attachments, no spam filters - just a clean link that always works
Make it yours with company defaults
Set up your company profile once - business name, phone, email, license number, default warranty notes, payment terms, tax rate, and notification preferences - and they apply to every new proposal automatically. No more retyping the same information on every quote.
Consistency matters when you are building a professional brand. ProposalKit saves your company defaults so every proposal goes out with the same warranty language, the same payment terms, and the same tax rate. When you update your phone number or license, it updates across all future proposals. You spend less time on admin and more time on the job.
- Company name, email, phone, and license number auto-applied to every proposal
- Default warranty notes and payment terms you can set once and forget
- Customizable tax rates that match your local jurisdiction
- Email notification preferences for proposal sends, views, and signatures
- All settings saved to your account and applied to every new proposal
- Update once and it applies to all future proposals automatically
Build your HVAC equipment library with real pricing
Add every unit, part, and supply you regularly quote into a searchable catalog. Store brand names, model numbers, categories, and your pricing so you can pull equipment directly into proposals without looking anything up. Your catalog grows with your business.
Most contractors waste time re-entering the same equipment specs on every proposal. With the Equipment Catalog, you add a unit once - Carrier 24ACC636, 3-ton, 16 SEER2, your cost - and it is there forever. When you build a proposal, you pull from your catalog instead of typing from memory. Pricing stays consistent across your team, and updating a price in the catalog keeps every future proposal accurate.
- Store equipment with brand, model number, category, description, and unit price
- 10 built-in categories: AC units, furnaces, heat pumps, thermostats, ductwork, and more
- Search and filter equipment by name, brand, model, or category
- Pull equipment directly into proposals with one click
- Update pricing in one place and it applies to all future proposals
- Unlimited equipment entries on all plans
Give every client their own proposal hub
Each customer gets a unique portal link where they can view all their proposals in one place. No login required. They see proposal status, total values, and can click through to review or sign any proposal. Share the link once and your client always has access to their history.
Repeat customers are the backbone of an HVAC business. Instead of digging through email threads to find last year's proposal, your client opens their portal link and sees everything - the maintenance agreement from January, the AC replacement quote from June, and the duct cleaning proposal from last week. It builds trust, looks professional, and saves both of you time.
- Unique portal link auto-generated for every customer
- No login or account creation required for clients
- Clients see all their proposals with status, date, job type, and total value
- One-click access to view full proposal details and sign
- Summary stats: total proposals, accepted count, and total value
- Copy and share portal links directly from your customer list
Show monthly payments to close bigger jobs
Toggle financing on any proposal and your client sees a monthly payment estimate right alongside the total price. Set the term length and APR, and ProposalKit calculates the monthly amount automatically. Homeowners are far more likely to approve a $189/month plan than a $12,000 lump sum.
The number one objection HVAC contractors hear is price. A full system replacement can run $8,000 to $15,000, and most homeowners do not have that sitting in a checking account. When you present financing on your proposal, you reframe the conversation from a large one-time expense to a manageable monthly cost. ProposalKit handles the math - you just toggle financing on, set the terms, and the monthly estimate appears on your proposal automatically.
- Toggle financing on or off for any individual proposal
- Configurable term lengths: 12, 24, 36, 48, or 60 months
- Set custom APR rates to match your financing partner
- Automatic monthly payment calculation displayed on the proposal
- Clients see the financing option right next to the total price
- Helps close larger jobs by showing affordable monthly payments
Invite your crew with role-based access
Add technicians, managers, and admins to your ProposalKit account. Each team member gets their own login with permissions matched to their role. Technicians can create proposals from the field, managers can review and send, and admins have full control over settings and billing.
As your HVAC company grows, you need your team creating proposals without giving everyone the keys to the kingdom. ProposalKit lets you invite team members by email, assign them a role, and control what they can access. A technician on-site can draft a proposal from their phone while the office manager reviews and sends it to the homeowner. Everyone stays on the same page without stepping on each other.
- Invite team members by email with one-click invitations
- Three role levels: Admin, Manager, and Technician
- Admins get full access to settings, billing, and team management
- Managers can create, edit, and send proposals
- Technicians can create proposals from the field
- Up to 10 team seats with easy role management