Best Proposal Software for HVAC Companies (2026)
After looking hard at the tools HVAC contractors use to send proposals, I'd put QuoteIQ first for 2026, and I'll say up front that I co-founded it and run it in my own business, All American Pressure Cleaning. It builds good-better-best proposals, collects e-signatures and offers customer financing on every plan, starting at $29.99 a month with no per-user fees. Here are all eight, and where each one beats mine.
TL;DR
QuoteIQ — from $29.99/mo, no per-user fees. Options estimates, e-signatures and financing come on every plan.
OnCall Air — from $69/mo. Built only for HVAC replacement sales, with AHRI matchups.
Housecall Pro — Basic is $79/mo, but the sales proposal tool sits on Max at $329/mo.
Jobber — Core is $49/mo, and optional line items arrive at Grow, $199/mo.
ServiceTitan and FieldEdge — quote-only pricing, built for larger shops.
Service Fusion and PandaDoc — Service Fusion for unlimited users at a flat rate, PandaDoc if all you need is documents.
How I Picked These
I'm a contractor and the co-founder of QuoteIQ, so read this ranking as my position, not a lab report. I weighed what matters when a homeowner is staring at a big system replacement: can I show three options, get a signature from a phone, offer financing, and follow up if they go quiet. I also weighed what each tool costs a crew with five or ten techs, because per-user fees add up fast. Competitor figures come from each vendor's own pricing page, checked October 2026, on standard monthly billing rather than annual-prepaid. Where a vendor hides its price behind a demo, I say so instead of guessing. The field is crowded: IBISWorld counts 120,461 heating and air-conditioning contractor businesses in the U.S. in 2026, and the Bureau of Labor Statistics counts 440,900 HVAC mechanics and installers, with about 40,600 openings a year and 11% projected growth through 2035. With that many shops chasing the same homeowners, the proposal is where jobs get won.
Quick Comparison
Software | Starting Price | Best For |
QuoteIQ | $29.99/mo, no per-user fees | Small and mid-size crews |
$69/mo, unlimited users | Replacement sales | |
$79/mo, proposals on $329 | Residential crews | |
$49/mo plus $29 per extra user | Solo techs | |
Quote only | Large operations | |
Quote only | Pricebook-driven shops | |
$245/mo, unlimited users | Bigger crews | |
$19/seat/mo | Documents only |
1. QuoteIQ — Best Overall Proposal Software for HVAC Companies
What it is
QuoteIQ is the field service CRM I co-founded, and proposals are built into the estimate instead of bolted on. An Options Estimate lays out good, better and best tiers, and a branded proposal adds your company story, photos, documents and customer reviews on top.
Pricing
Plans run Essentials $29.99, Beginner $74.99, Pro $149.99, Elite $299 and Max $699 a month, with no per-user fees. E-signatures and consumer financing through Affirm, Klarna and Afterpay come on every plan, and the trial runs 14 days on all of them. Branded proposals cost 100 IQ Credits per estimate on Essentials, Beginner and Pro, and are included on Elite and Max.
Where it fits
Small and mid-size HVAC crews that want estimates, signatures, deposits, scheduling and invoicing in one app with a flat price as the team grows. You can book a demo here.
Tradeoffs
It is not an HVAC-only equipment tool. You build your own price book, and it doesn't pull live distributor pricing or run AHRI matchups the way OnCall Air does. Branded proposals also draw IQ Credits below Elite. For a wider look at the category, see my HVAC quoting software roundup.
Now I’m done in minutes—fast, accurate, and easy! — Tomika Charmaine (App Store review)
2. OnCall Air — Best for HVAC Replacement Sales
What it is
OnCall Air is a sales-proposal platform built only for HVAC, not a full field service system. It handles interactive quotes, AHRI matchups, live distributor pricing and inventory, financing integrations and automated follow-ups.
Pricing
OnCall Air's published pricing starts at $69 a month, with a $49 discounted rate shown, unlimited users and no annual contract. The bill moves with proposal volume, and quotes under $1,000 don't count toward it.
Where it fits
Replacement-heavy shops with comfort advisors who need equipment-matched proposals in minutes.
Tradeoffs
You still need other software for scheduling, dispatch and invoicing, and a usage-based bill is harder to forecast than a flat plan. Here is how OnCall Air describes its platform.
3. Housecall Pro — Best for Residential Crews With Room in the Budget
What it is
Housecall Pro is a mobile-first field service app for residential trades, and its pricing page lists a sales proposal tool with visual comparisons.
Pricing
On its pricing page, Basic is $79 a month for one user, Essentials is $189 for five, and Max is $329 for eight users plus $35 for each extra. The sales proposal tool is listed on Max. Consumer financing is listed on all plans.
Where it fits
Residential service companies that already run dispatch and invoicing in the same app and can justify the Max plan.
Tradeoffs
Proposals only unlock at the top tier, so the real entry cost for visual proposals is $329, not $79. My Housecall Pro vs QuoteIQ comparison has the rest.
4. Jobber — Best for Solo Techs
What it is
Jobber is a general home-service platform that covers quotes, scheduling and invoicing for many trades, HVAC included.
Pricing
Jobber's pricing lists Core at $49 a month, Connect at $139 and Grow at $199, each with one user included and $29 for every extra user. Plus is $499 for five users. Quote follow-up automation starts at Connect, and optional line items show up at Grow.
Where it fits
Owner-operators and small crews who want clean, simple quotes with online approval.
Tradeoffs
Per-user fees climb with every tech you add, and the option-style quoting HVAC upsells rely on sits on Grow. See my Jobber vs QuoteIQ breakdown.
5. ServiceTitan — Best for Large HVAC Operations
What it is
ServiceTitan is the enterprise platform most big HVAC companies know, with dispatching, call booking, a pricebook and mobile estimates.
Pricing
ServiceTitan's pricing page doesn't publish prices. It uses a per-technician model across Starter, Essentials and The Works tiers and sends you to a demo. Treat any dollar figure you see elsewhere as reported, not vendor-confirmed.
Where it fits
Larger shops with dedicated office staff and the budget for a full implementation.
Tradeoffs
No published price, and more setup than a small crew wants. My ServiceTitan vs QuoteIQ comparison goes deeper.
6. FieldEdge — Best Pricebook-Driven Proposals
What it is
FieldEdge is a field service system with a pricebook and flat-rate pricing on every tier, plus a Proposal Pro feature.
Pricing
FieldEdge doesn't show prices, so you request a demo. Its tiers are Select, Premier and Elite. Quotes are single-option on Select and multi-option on Premier and Elite, and Proposal Pro is included on Elite and offered as a custom add-on below it.
Where it fits
Established shops that want a flat-rate pricebook driving every quote.
Tradeoffs
Multi-option proposals require Premier or higher, and you can't price it without talking to sales.
7. Service Fusion — Best Flat Monthly Rate for Bigger Crews
What it is
Service Fusion is a field service platform with unlimited users on every plan.
Pricing
Service Fusion's pricing is month-to-month at $245 for Starter, $382 for Plus and $627 for Pro. Estimates come on every plan. E-signature is an add-on on Starter and Plus and included on Pro.
Where it fits
Crews with a dozen or more techs, where unlimited users beats per-seat fees.
Tradeoffs
The entry price sits far above the rest of this list, and getting e-signature included means the $627 plan.
8. PandaDoc — Best for Document-Only Needs
What it is
PandaDoc is a general proposal and e-signature tool, not an HVAC or field service product.
Pricing
PandaDoc's pricing lists Starter at $19 per seat a month and Business at $49, plus a free plan that includes e-signatures.
Where it fits
A shop that already has a field service system and wants better-looking documents on top.
Tradeoffs
No scheduling, dispatch, price book or job invoicing, and per-seat pricing grows with every comfort advisor.
What Operators Say
It has all the tools needed to streamline operations and grow your business. — Schwartz Marlow (App Store review)
It’s a real asset for growing my business. — Mock Elvie (App Store review)
Frequently Asked Questions
What is the best proposal software for HVAC companies in 2026?
For most small and mid-size crews, QuoteIQ is my pick because good-better-best Options Estimates, e-signatures and consumer financing come on every plan, from $29.99 a month with no per-user fees. If you sell mostly full replacements and want AHRI-matched equipment proposals, OnCall Air is built for exactly that. Large shops that can afford a demo-priced system may look at ServiceTitan. I co-founded QuoteIQ, so weigh my pick accordingly, and use the comparison table above to check the numbers against your own crew size and sales process. Whichever you pick, run it on a few real quotes during the trial before you move your whole crew over.
How much does HVAC proposal software cost?
Published monthly prices in this roundup run from $19 per seat for PandaDoc to $627 for Service Fusion Pro. QuoteIQ starts at $29.99, Jobber Core at $49, OnCall Air at $69 and Housecall Pro Basic at $79. Watch the real entry point, though: Housecall Pro's sales proposal tool is listed on its $329 Max plan, and Jobber's optional line items start at Grow, $199. ServiceTitan and FieldEdge don't publish prices at all, so budget for a demo and a quote before you compare them to anything else here. Also count per-user fees: Jobber charges $29 for each extra user, Housecall Pro charges $35 beyond eight on Max, and QuoteIQ and OnCall Air charge none.
What is good-better-best pricing in an HVAC proposal?
Good-better-best means showing the homeowner three priced options for the same job, such as a basic, mid-efficiency and high-efficiency system, instead of one take-it-or-leave-it number. It tends to raise the average ticket because customers compare tiers rather than decide whether to buy at all. QuoteIQ calls these Options Estimates and includes them on every plan, while Jobber's optional line items begin on its $199 Grow plan and FieldEdge offers multi-option quotes starting from its Premier tier up. If your techs sell on the first visit, three clear tiers on a phone beats a single price every time, and it makes the upsell feel like the customer's choice.
Do HVAC proposals need e-signatures to be legally binding?
Not strictly, but electronic signatures are valid. The federal ESIGN Act says a signature can't be denied legal effect only because it is electronic. In practice, the signature saves you a trip back to the house and gets the job on the schedule faster. QuoteIQ includes e-signatures on every plan, Service Fusion includes them on its Pro plan, and PandaDoc's free plan includes them too. I'm not a lawyer, so check your state's contractor licensing and contract rules before you rely on any template. A signed proposal with scope, price and payment terms is also your best protection if a customer disputes the work later. Keep a copy of every signed proposal with the job record so you can find it fast.
Can HVAC proposal software offer customer financing?
Yes. QuoteIQ includes consumer financing through Affirm, Klarna and Afterpay on every plan, and the contractor is paid in full up front. Housecall Pro lists financing on all plans, and OnCall Air lists financing integrations. Putting a monthly payment next to a big replacement quote gives the homeowner a reason to say yes the same day instead of shopping around, which is why I'd treat financing as a must-have rather than a nice extra. Check which provider each tool uses, what the customer pays, and when you get funded, because those details differ. Ask whether the homeowner can see a payment estimate before applying.
Is a field service CRM or a standalone proposal tool better for HVAC?
A field service CRM is usually the better value because the signed proposal flows straight into the job, the schedule and the invoice. A standalone tool like PandaDoc or OnCall Air makes sense when you already run a system you like and only want a stronger sales document. Standalone tools add a second login and a second bill, so I'd start with the all-in-one unless your sales process is the bottleneck. My HVAC software roundup covers the full platforms side by side. If you'd rather keep one system for everything from first call to final invoice, that is the path I'd take. Before you buy, ask each vendor for a sample proposal and send it to yourself on a phone, because that is how most homeowners will see it.
How do I follow up on HVAC proposals that haven't been signed?
Use automation so nobody has to remember. Jobber lists quote follow-up automation starting on its $139 Connect plan, OnCall Air lists automated follow-ups, and QuoteIQ's AI Autopilot can send a personalized text and email on proposals that haven't been approved. Check the activity log to see whether the customer opened the proposal, then follow up with a call. Speed matters, because a homeowner comparing bids usually signs with the first contractor who makes it easy to say yes. Set the follow-up for the same day, then two days later, then a week out, so it never depends on anyone's memory. Keep each message short, include the signing link, and offer to walk through the options by phone.
Is there a free trial for HVAC proposal software?
QuoteIQ offers a 14-day trial on all plans, and a credit or debit card is required to start. Branded proposals are free during the trial, so you can test the full flow on a real customer. Check each competitor's own page for current trial terms before you commit, because they change often. Service Fusion and Jobber both list their current offers on their sites, so confirm the details there rather than relying on a roundup, including this one. Also read the fine print on annual contracts and onboarding fees. Ask each vendor whether proposals, signatures or financing cost extra, since add-ons are where the monthly bill usually grows.
Bottom Line
Proposals decide whether the job is yours or the next contractor's. I run QuoteIQ in my own business and co-founded it, so my pick is no secret, but OnCall Air really is sharper for pure replacement selling, and ServiceTitan is the right answer for a big operation. If you're a small or mid-size crew that wants options, signatures and financing without per-user fees, book a QuoteIQ demo.
Sources
Jobber pricing and Jobber
Me parece interesante la forma en que se presenta la información. Para quienes consultan loteria nacional regularmente, contar con contenido ordenado facilita bastante la revisión de diferentes resultados.