At $1 million+ in revenue, your HVAC business stops running on instinct and starts running on systems. One of the most expensive gaps at that stage: inconsistent proposals.
How can you close that gap? Identifying the best HVAC proposal software. Every technician should have a live pricebook, tiered good/better/best options, a financing presentation, and e-signature capabilities. They’ll get the close at your client’s kitchen table, not three days later after the customer went with a competitor's quote.
In this guide, we’ll help you compare the top options available in 2026, with pricing, features, and clear guidance on which tools fit which types of HVAC operations.
TL;DR Comparison Table
Don’t feel like reading the full article? Here’s the high-level overview.
| Software | Best For | Key Features | Starting Price |
|---|---|---|---|
| Simpro® | $1M+ commercial/mixed HVAC | End-to-end FSM, WIP reporting, live supplier catalogs | Custom (demo) |
| OnCall Air | HVAC replacement sales teams | AHRI matching, 2-min proposal builds | From $129/mo |
| Airship | ServiceTitan users, PE-backed ops | AI homeowner story, rebate automation | Custom (demo) |
| Service Fusion | 1–50 techs, unlimited users | Unlimited users, no annual contract | Depends on tier |
| Proposify | Sales teams with existing FSM | Proposal analytics, win/loss tracking | From $19/user/mo |
| PandaDoc | CRM-first sales teams | E-sign compliance, CRM integrations | From $19/user/mo |
| BuildOps | Commercial HVAC contractors | Commercial project management | Custom |
| FieldEdge | QuickBooks-priority operations | Real-time QuickBooks sync, service agreements | ~$100–$125/user/mo |
| Housecall Pro | Small residential (1–20 techs) | Mobile-first, easy setup, embedded financing | From $59/mo |
| Jobber | Multi-trade, client comms focus | Client Hub online approvals, good/better/best quotes | From $29/mo (1 user) |
Compare the Best HVAC Proposal Software
Not all proposal tools are built the same. Some are standalone apps that layer on top of existing field service management (FSM) platforms. Others are FSM platforms with quoting built in. And a handful are general document tools, adapted for the trades.
These tools were selected based on top reviews, contractor community discussions, and how they map to HVAC companies of different scales.
The evaluation criteria we used include:
- Mobile app quality
- Proposal templates
- Good/better/best presentation
- E-signature capability
- Customer communication tools
- Pricing options
- Schedule and dispatch integration
- Overall fit for residential vs. commercial HVAC companies
Let’s explore each tool and how we determined each one’s “best for” assessment.
Top HVAC Proposal Software Choices for 2026
These tools represent the most-referenced options in contractor communities and industry reviews. Each summary covers what the tool is, who it's built for, and where it fits.
Simpro: The Best All-in-One HVAC Proposal Software for Contractors
Simpro is a full FSM platform built for trade businesses, including HVAC companies managing both service and project-based work. Most proposal tools focus on the customer-facing experience. Simpro connects quoting to every operational layer of your business: scheduling, dispatch, procurement, inventory, and financial reporting.
The real value lies in operational connection, especially for HVAC companies with over $1 million in revenue, doing commercial work, or running multiple technicians across job types.
When a tech closes a quote in the field via Simpro Mobile, approval automatically pushes materials to the Required Stock tab for procurement. There's no re-entry, no delay, and no margin lost to manual handoffs.
Key features for HVAC proposals:
- Service quotes and project quotes created from the office or the field via mobile app
- Assemblies and templates that bundle materials and labor into standardized quote structures, enabling consistent good/better/best tiering across technicians
- Live Supplier Catalogs, integrated into quotes for always-current material costs
- Load calculation data imported from engineering software for CSV, directly into quotes
- Mobile e-signature and PDF delivery
- Form Builder with dynamic fields and conditional logic for professional proposal output
- Breakdown Table for real-time estimated vs. actual cost visibility and profit margins
- Win/loss analysis, technician activity reporting, and full work-in-progress (WIP) reporting tied to quote data
- Integrations with QuickBooks, Xero, Sage, HubSpot, Podium, and more
Related: Learn more about estimating software from Simpro and Simpro for HVAC.
Pricing is custom, depending on what you need from the tool — and omitting what’s irrelevant. You can request Simpro pricing here.
Where it fits: HVAC contractors with $1 million+ revenue, commercial and mixed residential/commercial operations, and multi-tech teams that need consistent quoting connected to scheduling and financials.
Sound like you? Schedule a demo now!
Where it doesn't: Not designed for solo operators or lightweight, residential-only operations looking for a quick mobile proposal app.
OnCall Air
OnCall Air is an HVAC-specific proposal tool — not a full FSM — built for replacement sales teams. It generates interactive, customer-facing proposals in as little as two minutes using a drag-and-drop system builder, with automatic AHRI match data, real-time supplier pricing, integrated financing, and proposal tracking.
Pricing starts at $129/month for up to 15 proposals, with no annual contract required. It layers on top of whatever FSM you're already using.
Key features for HVAC proposals:
- Drag-and-drop system builder with automatic AHRI match data
- Real-time supplier pricing and inventory from connected distributors
- Integrated financing with monthly payment estimates
- Proposal tracking — see which options customers viewed and when
- Automated follow-up for cold leads
- Sales performance and consultant effectiveness reporting
Where it fits: High-volume residential replacement HVAC contractors using ServiceTitan or another FSM who want a conversion-optimized proposal experience without switching platforms.
Where it doesn't: Operations needing a full FSM, those conducting commercial HVAC work, or multi-trade businesses.
Airship
Airship is a standalone HVAC proposal platform built primarily for ServiceTitan users. Its differentiators include AI-driven homeowner briefings, automated rebate matching, a load calculation integration, and side-by-side system comparison proposals. Users report a 30–50% increase in average tickets and a 20% higher close rate.
Pricing requires a consultation. It's residential-first and significantly less valuable if you're not on ServiceTitan.
Key features for HVAC proposals:
- Side-by-side system comparison proposals with visuals and value highlights
- Integrated financing with real monthly payment display
- Automated rebate matching and pre-filled rebate forms
- AI-driven homeowner "story" — pre-visit briefings that surface customer motivations
- Load calculation integration and energy savings calculator
- Automated follow-up reminders for stalled proposals
Where it fits: ServiceTitan users, private equity-backed HVAC operators, and multi-location platforms focused on residential replacement sales performance and proposal consistency across techs.
Where it doesn't: Operations not on ServiceTitan (integration is the core value driver), commercial HVAC, or businesses that need full FSM functionality.
Service Fusion
Service Fusion is an all-in-one FSM with one notable pricing differentiator: unlimited users on every plan. This is valuable for growing HVAC companies where per-technician pricing is a concern. Some advanced proposal features require the highest level (Pro) plan.
Reviews from HVAC contractors are generally positive for ease of use, though the visual proposal experience is less polished than OnCall Air or Airship.
Key features for HVAC proposals:
- Estimate creation, with multiple option formats
- Custom documents module for multi-page branded proposals (Pro plan)
- E-signature (Pro plan)
- Job photo uploads for proposal context
- Customer web portal for proposal viewing and approval
- Flat-rate integration via Profit Rhino
Where it fits: HVAC companies with 1–50 technicians that need a capable FSM without per-user pricing penalties.
Where it doesn't: Operations that need a polished customer-facing visual proposal experience, or detailed analytics and reporting — especially compared with enterprise platforms.
Proposify
Proposify is a general-purpose proposal and document management platform — not trades-specific. What it brings is strong analytics: You can see who opened your proposal, how long they spent on each section, and when they came back. Proposify customers average a 36% close rate, compared to the industry average of approximately 20%.
It requires a separate FSM for everything outside the proposal itself. Pricing starts at $19/user/month (annual) with a 10-send monthly cap.
Key features for HVAC proposals:
- Drag-and-drop proposal builder with interactive pricing tables and e-signatures
- Document analytics: open tracking, time-on-section, return visit data
- CRM integrations (HubSpot, Salesforce, Pipedrive)
- Automated follow-up reminders
- Pre-signed agreement option to reduce approval friction
- Team approval workflows and user permissions
Where it fits: HVAC sales teams with an existing FSM that want dedicated proposal analytics and a data-driven approach to improving conversion rates and win/loss visibility.
Where it doesn't: Proposify isn’t built for mobile quoting, and it requires a separate platform for scheduling, dispatch, and invoicing. Integrations and advanced analytics require the costlier Team plan.
PandaDoc
PandaDoc is a document workflow and e-signature platform adapted for various industries, including HVAC. It offers proposal templates, interactive pricing tables, legally compliant e-signatures, and CRM integrations. PandaDoc’s automation helps sales reps save time via CRM-connected proposal generation.
It's not field-service-aware. No pricebook, no mobile quoting for techs, no FSM integration. Pricing starts at $19/user/month for unlimited documents.
Key features for HVAC proposals:
- HVAC proposal templates with drag-and-drop customization
- Interactive pricing tables with custom themes
- Legally binding e-signatures (ESIGN and UETA compliant)
- Real-time document tracking and notifications
- CRM integrations with HubSpot, Salesforce, and Pipedrive
- Video embedding in proposals
Where it fits: HVAC sales teams that operate primarily from a CRM and need clean, compliant document workflows and e-sign — particularly for commercial sales cycles with longer approval chains.
Where it doesn't: Field technicians building and presenting proposals on-site. No pricebook, no HVAC-specific tools, and no FSM integration means it can't replace or connect to your scheduling and dispatch operation.
BuildOps
BuildOps is an FSM built for commercial HVAC and mechanical contractors. Its quoting tools are designed around scope-of-work proposals for multi-phase commercial jobs, with live pricing, digital approval tracking, and service agreement integration. Real-time reporting on open proposals and conversion rates makes it useful for commercial sales managers tracking pipeline health. Pricing isn’t publicly listed.
Key features for HVAC proposals:
- Custom scope-of-work proposal templates for commercial jobs
- Live pricing integration with equipment and parts libraries
- Digital signature and approval tracking
- Connected workflows: Approved proposals automatically generate jobs and link to invoices
- Real-time reporting on open proposals and conversion rates
- Asset tracking and service agreement integration
Where it fits: Commercial HVAC contractors managing complex multi-site projects, multi-phase service contracts, and commercial sales pipelines.
Where it doesn't: Residential service contractors or smaller commercial operations where the platform's scope is more than the workflow requires.
FieldEdge
FieldEdge is an FSM with a strong pricebook and maintenance agreement focus. It includes a built-in database of HVAC parts with alternative product suggestions at multiple price points, making it useful for on-site upsell presentations. Real-time QuickBooks sync is its clearest differentiator.
Pricing isn't publicly listed, but user reports suggest approximately $100/office user and $125/technician/month, with an average setup of four to five weeks.
Key features for HVAC proposals:
- Built-in parts database with alternative product suggestions at multiple price points
- Visual price presentations for on-site customer decision-making
- Quotes and invoicing with real-time QuickBooks sync
- Service agreement tracking, management, and automation
- Customer history and equipment tracking tied to proposals
- Mobile app for field quoting
Where it fits: HVAC contractors that require QuickBooks integration and prioritize service agreement management as a core part of the business model.
Where it doesn't: Operations that need polished visual proposal design, strong analytics, or a platform that won't require extended setup time.
Jobber
Jobber is an FSM built for multi-trade service businesses. Its quoting tools include good/better/best tiered presentation, image galleries, customer reviews, and a Client Hub where customers can view and approve proposals online.
Pricing starts at $29/month (one user, no quoting), with team quoting available from the Connect plan at approximately $149/month annually. Full features top out at $529/month.
Key features for HVAC proposals:
- Good/better/best tiered quotes with pre-selected recommended options
- Online proposal viewing and approval
- Image galleries (up to 10 images) and customer review integration
- Automated quote follow-ups via email
- One-click quote-to-job conversion
- Mobile quoting via iOS and Android apps
Where it fits: Small to midsize HVAC companies — especially those running multiple trades — that want solid customer communication and online approvals without a heavy FSM footprint.
Where it doesn't: Operations that need strong inventory management, robust maintenance agreement workflows, or deep HVAC-specific quoting tools. Those capabilities are limited compared to full FSM platforms.
Housecall Pro
Housecall Pro is a mobile-first platform built for small residential contractors. Setup is fast, the mobile app is clean, and it's among the most user-friendly options for solo operators or small crews.
The Sales Proposal Tool — which includes good/better/best presentation, financing options, and flat-rate visual pricing — is only available on the Max plan at $299/month annually. Per-user pricing scales steeply beyond the base plan, making it expensive for teams of 10 or more.
Key features for HVAC proposals:
- Good/better/best option presentation with equipment images and pricing breakdowns
- Mobile-first proposal creation from the job site
- Financing options embedded in proposals
- Flat-rate pricebook with visual pricing for customer presentations
- Automated follow-up reminders for unapproved proposals
- Integrated scheduling and dispatch on approval
Where it fits: Small residential HVAC contractors prioritizing ease of use, fast setup, and mobile-first workflows.
Where it doesn't: Teams of 10 or more, or any operation doing commercial or project-based HVAC work.
How to Choose the Best HVAC Proposal Software
These software tools fall into two groups: full FSM platforms with built-in proposal capabilities, and standalone proposal apps that integrate with an existing FSM.
If you don't have an FSM yet — or you're ready to consolidate — a full FSM with built-in quoting is almost always the right direction. You get scheduling, dispatch, invoicing, and proposals in a single system, which eliminates double-entry, protects profit margins, and gives you reporting across the job life cycle. Simpro, ServiceTitan, Housecall Pro, and Service Fusion all fall into this category.
If you're already on an FSM and want to improve your sales process — particularly for residential replacement — standalone tools like OnCall Air and Airship layer on top of your FSM platform and improve the customer-facing proposal experience. They're purpose-built for closing equipment replacement jobs on the first visit.
Other factors to consider:
- Business model: A residential service company and a commercial HVAC contractor have different quoting needs. Residential-first tools (Housecall Pro, OnCall Air) aren't built for multi-phase commercial bids. Commercial tools (BuildOps, Simpro) are better suited for that complexity.
- Team size: Per-user pricing structures become expensive fast. Service Fusion's unlimited-user model or Simpro's project-based pricing may work better for larger teams than per-technician models.
- Integration requirements: If you're on ServiceTitan, integrate directly via Airship and OnCall Air. If QuickBooks is critical, FieldEdge has the tightest sync. Simpro integrations include QuickBooks, Xero, Sage, and HubSpot.
- Good/better/best capability: Whatever tool you choose, it needs to make tiered pricing effortless. See Simpro's full breakdown of good/better/best HVAC proposals and how to structure tiers effectively.
- Financing presentation: Presenting financing moves close rates from 38% to 49% on installation jobs. Leading with monthly payments (rather than total project cost) drives a 42% financing adoption rate vs. 21% when total cost is shown first. Your proposal tool should display this automatically, not as an afterthought.
Related: Make sure you understand HVAC pricing and HVAC profit margins before standardizing your pricebook.
Why Simpro Is the Best HVAC Proposal Software for Contractors and Businesses
Most proposal tools solve the front end by creating a cleaner customer-facing experience. Simpro solves the back end — and that's where HVAC companies make or lose money.
When a technician closes a job in the field without a connected system, three things tend to go wrong:
- Materials get ordered late
- Margin tracking happens after the fact (if at all)
- The owner has no real-time visibility into whether the job is profitable.
With five technicians, those gaps are manageable. With 15, they're a growth ceiling.
Simpro connects proposals to every other part of your operation. When a quote converts, materials push to procurement automatically. The Breakdown Table gives you estimated vs. actual cost in real time. WIP reporting shows you where you stand financially on every open job.
And because Simpro uses standardized Assemblies and a live Supplier Catalog, every technician — your top performer and your newest hire — is quoting from the same pricebook at current costs. That operational consistency gives you a proposal system, not just a proposal app. HVAC profit margins become visible, not theoretical.
Simpro's build proposals workflow is designed for HVAC operations with over $1 million revenue. These teams are big enough that one inconsistent quote damages customer relationships. They’re complex enough that commercial job types require multi-cost-center quoting and phase tracking. The Simpro platform supports project management from the quote stage through invoicing, with service agreements, scheduled maintenance, and maintenance agreement workflows built in.
The result: 24,000+ businesses on the platform, 30% productivity gains reported by users, and a sales team that can present, close, and process approvals without returning to the office.
If your HVAC business has outgrown simple proposal apps and needs a platform that connects quoting to the full operation — scheduling, dispatch, inventory, invoicing, and financials — schedule a demo to see how Simpro handles it.
Find the HVAC Proposal Software That’s Right for You
The best HVAC proposal software for contractors depends on your growth stage and the problem you're trying to solve.
Small residential operations with a handful of techs will find Housecall Pro or Jobber accessible and easy to deploy. HVAC replacement sales teams on ServiceTitan can get a meaningful close rate lift by layering OnCall Air or Airship on top. Commercial HVAC contractors managing complex multi-phase jobs need a platform like BuildOps or Simpro.
For HVAC companies past the $1 million mark — particularly those running commercial work, multiple technicians, or service and project jobs — Simpro is the right platform. It connects proposals to procurement, scheduling, and financial reporting in a way that unlocks consistent, profitable growth.
Related: See how Simpro’s project management software keeps projects on track and on budget.
Best HVAC Proposal Software FAQs
What should an HVAC proposal include?
A professional HVAC proposal should include the scope of work, equipment specifications, labor costs, material costs, warranty terms, and financing options. For replacement jobs, it should present tiered good/better/best options that give the customer meaningful choices around efficiency levels, equipment brands, and add-ons like indoor air quality products or extended warranties. Make sure to offer e-signatures with follow-up — proposals with e-signature close 4x more often and 40% faster.
How do I close more HVAC jobs with better proposals?
Close rates possess three key factors: Numerous options (contractors offering four or more choices close 52% of jobs, vs. 42% for those offering fewer); financing with visible monthly payment estimates; and following up within two days. Winning proposals get acted on quickly — or close probability drops sharply. Proposal software automates follow-up reminders and tracks which options customers viewed.
How does Simpro handle HVAC proposals?
Simpro handles HVAC proposals as part of its FSM platform. Technicians build service quotes or project quotes from standardized templates and Assemblies, using a live Supplier Catalog for current material pricing. Proposals can be presented on-site via Simpro Mobile, approved with e-signature, and converted to jobs without manual re-entry.
The platform's Breakdown Table tracks estimated vs. actual costs in real time, creating margin visibility at the proposal stage. For HVAC contractors managing residential service calls and commercial projects, Simpro handles both workflows within a single system.
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