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HVAC Quoting Software for Replacement and Install Sales (2026)

Sherman Hsieh

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Last updated: October 7, 2026 · Independent buyer’s guide · We do not sell rankings or coverage.

HVAC quoting software for replacement sales lets a comfort advisor build a proposal with several system options in the home, show a monthly financing payment next to each price, collect a signature and deposit, and turn the accepted option into an install job and an invoice. ServiceTitan, Housecall Pro, Jobber and FieldEdge include this inside a wider field service platform, while OnCall Air focuses on the proposal itself. For install sales, the differences that matter are how each product handles tiered options, financing fees, rebates and the hand-off from a sold proposal to the job.

How a replacement proposal differs from a repair quote

A repair quote is usually one price for one task, taken from a flat-rate price book, which our guide to HVAC flat-rate pricing software covers. A replacement proposal typically carries three or four complete systems, each combining outdoor and indoor equipment, thermostat, labor, permit and disposal, and each priced for cash and for financing. The homeowner may sign on the spot, compare bids for a week or apply for financing first, so your software has to track the proposal, follow up and expire the price after a set period.

The replacement proposal workflow, step by step

1. Build the options from current equipment pricing

Each option should be assembled from price book items rather than typed in. ServiceTitan builds proposals from templates with labels such as Good, Better and Best. Options can be progressive, where each includes the one below it, or additive, where the customer combines them (ServiceTitan, July 11, 2026). Utility rebates usually depend on an outdoor and indoor combination listed in the AHRI directory, and OnCall Air lists AHRI matchups and live distributor pricing among its standard features (OnCall Air, no date shown).

2. Keep refrigerant options current

The EPA’s Technology Transitions rule, effective July 27, 2026, allows residential and light commercial air conditioning and heat pump equipment manufactured in or imported into the United States before January 1, 2025 to continue to be installed (Federal Register, May 26, 2026). If you still hold R-410A stock, keep separate templates for those systems and for low-GWP equipment so advisors do not quote inventory you no longer have.

3. Show financing next to each option

ServiceTitan’s GoodLeap integration lets you offer up to ten plans under a default rule, set spend thresholds that make other plans available on larger jobs, and limit plans by business unit, job type and state. On Good, Better and Best proposals, it calculates each option’s “as low as” payment from the highest tier that option qualifies for (ServiceTitan, July 16, 2026).

Jobber and Housecall Pro both use Wisetack. Jobber shows an “as low as” monthly figure on quotes between $500 and $65,000 and charges your business a flat 3.9% of each financed amount (Jobber, October 1, 2026). Once Wisetack approves a Housecall Pro account, financing appears on all estimates and invoices within the set dollar range (Housecall Pro, January 21, 2026).

Take care if you reuse those payment figures in marketing. Under Regulation Z, an advertisement that states the amount of any payment must also state, as applicable, the down payment, the repayment terms and the annual percentage rate (eCFR, 12 CFR 1026.24, current as of October 5, 2026).

4. Present rebates without promising money you do not control

A manufacturer rebate you deduct at the point of sale becomes a line on your invoice. A utility rebate is usually paid to the homeowner after installation. The 2026 NHSaves form in New Hampshire, for example, calculates heat pump rebates per ton from AHRI cooling capacity divided by 12,000, requires a paid invoice showing indoor and outdoor model numbers, and pays six to eight weeks after approval (NHSaves, March 2026). Show that kind of rebate as an estimate below the price, not as a deduction from what the customer owes you.

The IRS states that the Energy Efficient Home Improvement Credit, which allowed up to $2,000 a year for qualifying heat pumps, applies to improvements made through December 31, 2025 (IRS, April 28, 2026). Remove it from proposal templates and brochures.

None of the platforms we reviewed documents a built-in database of utility rebate programs. ServiceTitan’s rebate guidance covers the accounting: add a negative-quantity “Manufacturer Rebate” service to the invoice, map it to an expense account and record the manufacturer’s later credit, which ServiceTitan notes is often less than the rebate you gave. The workflow needs account configuration and applies to QuickBooks Desktop users only (ServiceTitan, July 11, 2026).

5. Capture the signature, the deposit and the cancellation notice

Housecall Pro asks the customer to sign when approving an option and to agree to do business electronically, then emails both parties a PDF recording the signer’s name, IP address and timestamp (Housecall Pro, July 15, 2026). It can require a deposit, as a flat amount or a percentage, before approval, and copies estimates with paid deposits to new jobs automatically (Housecall Pro, July 13, 2026).

The FTC Cooling-Off Rule covers most sales of $25 or more made at the buyer’s home. The seller must hand over a completed notice of cancellation in duplicate and tell the buyer orally of the three-business-day right to cancel. A repair visit the customer requested is excluded, but additional goods or services sold during that visit are not, which covers a replacement sold after a diagnostic call (eCFR, 16 CFR Part 429, current as of October 5, 2026). Many states add their own rules, so have an attorney review the template your software sends.

6. Convert the sold proposal to a job and an invoice

In ServiceTitan, a technician who sells an estimate either adds the items to the current job invoice or saves it as sold, and the office books the install from a Sold Estimates list, splitting it into several jobs if needed (ServiceTitan, July 11, 2026). Jobber converts an approved quote to a job in one click, carrying over line items and pricing, and can collect a deposit in the same approval flow (Jobber, no date shown). For the broader category, see our guide to field service management software.

How the main products compare

Capabilities come from each vendor’s own pricing page or help center, and each vendor sells the product described. Prices were checked on October 7, 2026.

ServiceTitan

ServiceTitan documents the deepest proposal workflow we reviewed, including dynamic pricing by region or season, a Recommended flag on the option you want to sell, and tracking that links recorded sales conversations to sold estimates (ServiceTitan, July 11, 2026). Its pricing page lists Starter, Essentials and The Works without prices (ServiceTitan, no date shown), and financing and rebate accounting both require setup by ServiceTitan staff.

Housecall Pro

Housecall Pro lists Basic at $59 per month billed annually ($79 month to month) with one user, Essentials at $149 ($189) with five users, and MAX at $299 ($329) with eight users. MAX includes the Sales Proposal Tool, which Housecall Pro values at $40 per month, and consumer financing is listed on every plan (Housecall Pro, August 26, 2026). Its HVAC Package lists the proposal tool on Essentials and MAX and the Pipeline follow-up tool on MAX only (Housecall Pro, September 1, 2026), so confirm which version you are buying.

Jobber

Jobber lists Core at $29 per month billed annually, Connect at $99, Grow at $149 and Plus at $399, with automated quote follow-ups from Connect and optional add-ons from Grow (Jobber, no date shown). It presents choices as optional line items rather than complete system packages, which suits add-ons such as an air purifier better than three different systems.

FieldEdge, Tradify, OnCall Air and Workiz

FieldEdge’s Proposal Pro tool for good, better, best and budget options is included in Elite and can be added to Select and Premier (FieldEdge, April 24, 2026). Tradify publishes $47, $51 and $61 per user per month, with quote options on Pro and Plus (Tradify, no date shown), and says accepted quotes convert to a job or invoice (Tradify, no date shown). OnCall Air lists a Starter price of $69 per month with unlimited users and says quotes under $1,000 do not count toward usage, but it does not show how usage changes the bill (OnCall Air, no date shown). Workiz lists consumer financing on all plans but does not publish prices (Workiz, no date shown).

Worked example: what financing and rebates do to your margin

Illustration: a contractor quotes a heat pump replacement with three options. All figures are illustrative except Jobber’s published 3.9% Wisetack fee and the NHSaves per-ton formula.

• The Better option is priced at $12,400. Equipment costs $4,600 and labor, materials and permit $2,300, for a job cost of $6,900. Paid in cash, gross profit is $5,500, or 44.4%.
• The contractor deducts a $500 manufacturer instant rebate, so the customer owes $11,900. The manufacturer later credits the contractor only $400.
• The customer finances $11,900, and the 3.9% fee is $464.10.
• The contractor receives $11,435.90 from the lender plus the $400 credit, or $11,835.90. Gross profit is $4,935.90, which is 41.5% of what the customer pays.
• The system’s AHRI cooling capacity is 34,800 Btu/h, or 2.9 tons. At an illustrative $250 per ton, the homeowner may later receive $725 from the utility, which the proposal should show as an estimate, not a price reduction.

The customer sees the same sale either way, but your margin falls by almost three points. Software that reports margin per option net of financing fees and rebate shortfalls helps you set prices and spend thresholds that keep financed jobs profitable.

Three buyer scenarios

An owner-operator with two installers selling ten replacements a month. You need multi-option proposals, financing and a deposit at signing more than sales analytics. Trial Housecall Pro with the Sales Proposal Tool and Jobber Grow, and build one real three-option proposal in each before deciding.

A 40-technician residential company with dedicated comfort advisors. You need consistent templates, financing rules by job size, close rates per advisor and a clean hand-off to install scheduling. ServiceTitan and FieldEdge Elite are the likely shortlist, so ask both for a written quote that includes financing setup and the proposal module.

A contractor happy with its field service system but not its proposals. A dedicated tool such as OnCall Air can sit alongside your current system. Confirm how sold proposals flow back into scheduling and accounting before adding another subscription.

When you do not need dedicated quoting software

If you sell only a few replacements a month, mostly to repeat customers, a well-built template in your accounting system may be enough. If your installs are mainly new construction bid through general contractors, quote-to-cash tools fit that model better than in-home proposals. Either way, keep the cancellation notice and rebate figures current. If you also sell maintenance plans, see our guide to HVAC service agreement software.

How we researched this

We reviewed vendor help centers and pricing pages for ServiceTitan, Housecall Pro, Jobber, FieldEdge, Tradify, OnCall Air and Workiz, and the current federal rules on in-home sales, credit advertising, refrigerants and the 25C credit. The pages ranking for this topic are mostly vendor product pages, so we focused on what they leave out: financing fees, rebate accounting and cancellation rights. No vendor paid for inclusion.

Related guides

• Commercial HVAC Service Software: What Mechanical Contractors Need Beyond Residential Tools
• HVAC Inventory Management: Truck Stock, Warehouse Parts and the Software That Tracks Them

Frequently asked questions

What is the best HVAC quoting software for a small company?

For a small residential company, Housecall Pro and Jobber are the most common choices with published pricing. Housecall Pro includes its proposal tool on MAX, while Jobber offers optional line items from Grow at $149 per month billed annually. Build one real proposal in each trial before you choose.

How much does HVAC proposal software cost?

Published prices run from $29 per month billed annually for Jobber Core to $399 per month billed annually for Jobber Plus. Tradify charges $47 to $61 per user per month, and Housecall Pro MAX costs $299 per month billed annually with eight users. ServiceTitan, FieldEdge and Workiz do not publish prices. Financing fees, card fees and extra users cost more.

Can HVAC quoting software show monthly financing payments?

Yes. ServiceTitan shows an “as low as” payment per option through GoodLeap, and Jobber and Housecall Pro do the same through Wisetack. Your business usually pays a fee on financed amounts, which Jobber publishes as 3.9%.

Do I need to give a three-day cancellation notice on HVAC replacement sales?

In most cases, yes. The FTC Cooling-Off Rule covers sales of $25 or more made at the buyer’s home and requires a completed notice of cancellation in duplicate. A repair visit the customer requested is excluded, but a replacement sold during that visit is not.

Can I still offer the 25C tax credit on heat pump proposals?

No, not for new installations. The IRS states the credit applies to improvements made through December 31, 2025, so update any template or brochure that still mentions it.

How do I account for manufacturer rebates?

A common approach is to add the rebate as a negative invoice line mapped to a rebate expense account, then record the manufacturer’s payment or credit against it. ServiceTitan documents this for QuickBooks Desktop users and notes the credit is often less than the rebate you gave.

Sources

• ServiceTitan (vendor), Estimates and Proposals in ServiceTitan Max, July 11, 2026. help.servicetitan.com
• ServiceTitan (vendor), Use GoodLeap Financing Integration in ServiceTitan, July 16, 2026. help.servicetitan.com
• ServiceTitan (vendor), Manage rebates in ServiceTitan, July 11, 2026. help.servicetitan.com
• ServiceTitan (vendor), Pricing, no date shown, checked October 7, 2026. servicetitan.com
• Housecall Pro (vendor), Pricing and plans, August 26, 2026. housecallpro.com
• Housecall Pro (vendor), HVAC Package Overview, September 1, 2026. help.housecallpro.com
• Housecall Pro (vendor), E-Signatures on Estimates, July 15, 2026. help.housecallpro.com
• Housecall Pro (vendor), Collect Deposits on Estimates, July 13, 2026. help.housecallpro.com
• Housecall Pro (vendor), Wisetack Consumer Financing: Signing Up, January 21, 2026. help.housecallpro.com
• Jobber (vendor), Pricing, no date shown, checked October 7, 2026. getjobber.com
• Jobber (vendor), Quotes feature page, no date shown. getjobber.com
• Jobber (vendor), Jobber and Wisetack consumer financing integration, October 1, 2026. help.getjobber.com
• FieldEdge (vendor), Pricing plans, April 24, 2026. fieldedge.com
• Tradify (vendor), Pricing, no date shown, checked October 7, 2026. tradifyhq.com
• Tradify (vendor), HVAC quoting software app, no date shown. tradifyhq.com
• OnCall Air (vendor), Pricing, no date shown, checked October 7, 2026. oncallair.com
• Workiz (vendor), Pricing, no date shown, checked October 7, 2026. workiz.com
• Federal Trade Commission, 16 CFR Part 429, Cooling-Off Period for Sales Made at Homes, eCFR current as of October 5, 2026. ecfr.gov
• Consumer Financial Protection Bureau, 12 CFR 1026.24, Advertising (Regulation Z), eCFR current as of October 5, 2026. ecfr.gov
• US Environmental Protection Agency, Phasedown of Hydrofluorocarbons: Reconsideration of Certain Regulatory Requirements Promulgated Under the Technology Transitions Provisions of the American Innovation and Manufacturing Act of 2020, Federal Register, May 26, 2026. federalregister.gov
• Internal Revenue Service, Energy Efficient Home Improvement Credit, April 28, 2026. irs.gov
• NHSaves, 2026 New Hampshire Electric HVAC rebate form, March 2026. nhsaves.com

Prices are vendor list prices in USD as published on the dates shown and exclude payment processing, financing fees and implementation. Confirm current pricing with each vendor.

1398 Overall Score

Sherman Hsieh

CEO & Editor-in-Chief, Business-Software.com
Independent analysis of enterprise software — ERP, CRM and more

Sherman Hsieh is the founder, CEO, and editor-in-chief of Business-Software.com. He leads the site's independent, buyer-focused coverage of ERP, CRM, and other business systems, including vendor-neutral comparisons, pricing analysis, and implementation guidance. Before founding Business-Software.com, Sherman was an executive at Siebel ...