HVAC Proposal Software That Connects with QuickBooks
Create professional HVAC proposals in ProposalKit and sync accepted jobs to QuickBooks for invoicing. Stop retyping customer details, line items, and pricing into your accounting software. One proposal, one entry, zero double work.
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The double entry problem every HVAC contractor knows
You already use QuickBooks for your books. But your proposals live somewhere else. That gap costs you time and money every single week.
Wasted time on data entry
You type the customer name, address, equipment list, and pricing into your proposal. Then you type it all again into QuickBooks when the job is accepted. That is 10 to 15 minutes per job, every job.
Pricing errors between systems
You quoted $4,800 for an AC install but entered $4,080 into QuickBooks by mistake. Now your invoice is wrong, your revenue is off, and the homeowner is confused.
Lost or delayed invoices
The job is done, but nobody created the invoice in QuickBooks yet. A week goes by, then two. You are doing the work but not getting paid on time because billing falls through the cracks.
Messy books at tax time
When proposals and invoices do not match, your accountant spends hours reconciling. Some jobs were invoiced under the wrong amount. Others were never invoiced at all.
How ProposalKit + QuickBooks work together
From proposal to payment, your data flows in one direction with no retyping required.
Build Your Proposal
Create a detailed HVAC proposal in ProposalKit with equipment, labor, materials, and pricing. Use templates or build from scratch.
Send and Get Signed
Email the proposal to the homeowner. They review it on their phone or computer and sign electronically in minutes.
Sync to QuickBooks
When a proposal is accepted, the customer info, line items, and pricing sync to QuickBooks as a new invoice. No retyping.
Track Payment
The invoice lives in QuickBooks where you track payments, send reminders, and keep your books clean for tax time.
Connect your QuickBooks Online account from the Integrations page in your dashboard. Accepted proposals automatically create invoices with customer info and line items.
What data flows between ProposalKit and QuickBooks
Here is exactly what syncs between your proposal software and your accounting software.
Why HVAC contractors need QuickBooks-compatible software
QuickBooks is great for accounting. But it was not built for creating HVAC proposals. You need a tool that handles proposals and talks to QuickBooks so you are not running two disconnected systems.
Eliminate double data entry
Enter job details once in your proposal. When the customer signs, that same data creates the invoice in QuickBooks automatically. No copying, no pasting, no retyping.
Invoice the same day the job is signed
When a homeowner signs your proposal, the invoice is already in QuickBooks. No delay between closing the deal and billing for it. Faster invoicing means faster payment.
Accurate job costing
When your proposal pricing matches your invoice exactly, your profit margins are real. No more discrepancies between what you quoted and what you billed.
Clean books at tax time
Every accepted proposal has a matching invoice in QuickBooks with the same line items and amounts. Your accountant does not have to reconcile mismatched records at year end.
What you can do today
You do not need to wait for the auto-sync to start using ProposalKit alongside QuickBooks. Here is how contractors are using them together right now.
Create proposals and collect e-signatures
Use ProposalKit for everything before the invoice: building proposals, sending them to homeowners, tracking views, and collecting electronic signatures.
Export PDFs and customer data
When a proposal is accepted, export it as a PDF with all customer details, line items, and pricing. Use that PDF to create a matching invoice in QuickBooks in minutes.
Join the auto-sync waitlist
Be the first to know when the direct QuickBooks integration launches. Waitlist members get early access and can shape the feature with their feedback.
Frequently asked questions
Common questions about using ProposalKit with QuickBooks.
Does ProposalKit work with QuickBooks Online and Desktop?
The integration currently supports QuickBooks Online. QuickBooks Desktop support is planned for a future release. You can also export proposals as PDFs and enter them into either version of QuickBooks manually.
How does the QuickBooks sync work?
Connect your QuickBooks Online account from the Integrations page in your ProposalKit dashboard. Once connected, accepted proposals automatically create invoices in QuickBooks with the customer info, line items, and pricing. You can also manually trigger a sync for any accepted proposal.
Can I export my proposals to enter into QuickBooks manually?
Yes. Every proposal in ProposalKit can be exported as a PDF with all the details you need: customer info, line items, quantities, and pricing. You can use this PDF to create a matching invoice in QuickBooks as an alternative to the automatic sync.
What other integrations does ProposalKit support?
ProposalKit supports Stripe for payment collection, QuickBooks Online for accounting, plus PDF export, e-signatures, and email delivery. We are building integrations with Google Calendar and other tools HVAC contractors use daily.
Is there an extra cost for the QuickBooks integration?
The QuickBooks integration is included in ProposalKit's Professional and Business plans at no extra charge. There is no add-on fee or per-sync cost.