Stop Losing Hours on Manual Quote Prep Automate Accurate Quotes in Seconds
HVAC teams waste up to 25 hours weekly chasing measurements, pricing, and approvals. Our custom automation slashes that to under 2 hours, delivering 300% faster turnaround and boosting close rates by 40%.
Join 150+ businesses with streamlined HVAC operations
The "Quote Chaos" Problem
Techs re-measuring ductwork and refrigerant lines twice because handwritten job sketches scatter on the van floor during windy site visits
Inconsistent pricing across HVAC jobs, such as fluctuating R-410A refrigerant costs that lead to client disputes and erode trust in seasonal installations
Manual data entry from field notes into ServiceTitan software, delaying AC repair quotes by days during peak July heatwaves
Overlooked add-ons like air purifiers in gas furnace installations, triggering expensive change orders and frustrating homeowners mid-winter
Overloaded dispatch staff managing furnace quote approvals while fielding urgent CO detector failure calls during cold snaps
Inaccurate estimates for sheet metal duct fittings causing mid-job shortages, halting plumbing or HVAC installs and inflating labor costs
Our Custom-Built Quote Automation Transforms Your HVAC Workflow
With over a decade in home services tech, we've engineered solutions for 200+ contractors, cutting admin time by 60% on average.
Why Choose Us
We build a tailored AI system that integrates your field tools, inventory database, and CRM into one seamless quote engine. No more piecing together spreadsheets after a long day of installs. It's designed around your specific jobs—like boiler replacements or duct cleaning—ensuring every quote reflects real-time material costs and labor rates. This isn't off-the-shelf software; it's a production-ready asset you own, scaling with your growing team.
What Makes Us Different:
Unlock Time Savings That Drive Real ROI for Your HVAC Business
Reclaim 20+ Hours Weekly on Quote Drudgery
Reclaim 20+ Hours Weekly on HVAC Quote Drudgery: Techs bypass manual entry for automated pulls from job site scans, spending less time at desks and more installing systems. ACCA benchmarks show 35% productivity gains, enabling an extra duct cleaning or thermostat upgrade per day. Achieve ROI in under 3 months as residential close rates rise 28% on average.
Slash Errors and Boost Profit Margins by 12%
Slash Errors and Boost Profit Margins by 12%: Manual quotes overlook upsells like zoning systems during duct repairs; our automation flags them using your past furnace job data. Similar HVAC firms see 25% higher job values with 40% fewer refrigerant leak callbacks from precise scoping.
Deliver Quotes Faster Than Competitors, Winning More Bids
Deliver Quotes Faster Than Competitors, Winning More Bids: Homeowners demand same-day responses for boiler breakdowns. Generate professional PDFs with embedded parts diagrams from the van in under 5 minutes. This has driven 45% higher win rates for peers on emergency water heater swaps, where rapid quoting captures urgent revenue.
What Clients Say
"Before AIQ Labs, our HVAC crew drowned in quote revisions—last July, delays cost us two $15K commercial retrofit jobs to faster rivals. Now, site-generated quotes dispatch in 10 minutes via mobile app, letting us scale to three extra techs for AC installs without bloating office payroll. It's a game-changer for surviving peak heat seasons."
Mike Reynolds
Operations Manager, CoolBreeze HVAC Services
"I doubted custom automation until it synced with our QuickBooks inventory—pricing slip-ups on R-22 refrigerant vanished overnight. We nixed a $500 parts overcharge on a heat pump job last quarter before billing. No more disputes, just smoother client handoffs and repeat business from trusted quotes."
Sarah Patel
Owner, Precision Air Systems Inc.
"Quotes once stole half a day per furnace tune-up, yanking us from priority leak repairs. Now, the system auto-populates from iPad site photos of duct layouts, spiking our close rate from 60% to 85% in Q1 alone. Techs stay wrench-deep in fixes, not paperwork—pure efficiency for our residential rush."
Tom Herrera
Service Director, HeatWave Pros Heating & Cooling
Simple 3-Step Process
Discovery and Mapping Your Workflow
We audit your current quote process, from site visits to final send-off, identifying bottlenecks like manual inventory checks. This ensures the automation fits your exact needs, like handling variable ductwork pricing.
Custom Build and Integration
Our engineers code the AI engine, linking it to your CRM, QuickBooks, and mobile apps. We test with real scenarios, such as emergency furnace quotes, to guarantee seamless performance under pressure.
Deployment and Ongoing Optimization
Roll out with team training, then monitor for refinements—like tweaking AI for seasonal load calculations. You own the system, with our support to scale as your business grows.
Why We're Different
What's Included
Common Questions
How does this automation handle variable pricing for HVAC parts like seasonal refrigerant costs?
Our system pulls live data from your suppliers or integrated APIs, adjusting quotes dynamically for fluctuations—think R-410A prices spiking in summer. We customize the model to your vendor list, ensuring accuracy within 2% of actual costs. For one contractor, this cut overquoting by 18%, preserving margins without manual updates. Setup includes training your team to input any custom factors, like overtime labor during heatwaves, so quotes reflect your real-world operations.
Can it integrate with my existing CRM like Jobber or Housecall Pro?
Absolutely. We engineer two-way API connections that sync customer details, job histories, and schedules directly into the quote process. No more double-entry— a tech's site visit in Jobber auto-triggers a draft quote with pre-filled client info. We've done this for dozens of HVAC firms, reducing data errors by 90%. If your setup has unique custom fields, like warranty tracking, we map them precisely during the build phase.
What if my team isn't tech-savvy— will they actually use this?
We design for the field, not the boardroom. Interfaces are simple: techs snap a photo, add notes via voice or text, and the AI handles the rest. Onboarding includes hands-on sessions, and we've seen adoption rates hit 95% in the first month for similar tools. One client noted their veteran techs, used to paper logs, now prefer it because it saves them from rewriting estimates back at the shop. Ongoing tweaks ensure it fits evolving workflows.
How long until we see ROI from this quote automation?
Most clients recoup costs in 2-4 months through time savings alone—think 15-25 hours weekly reclaimed for billable work. We benchmark against your current process: if manual quoting costs $50/hour in labor, automation pays for itself fast. A mid-sized HVAC outfit we worked with saved $12K in the first quarter by closing jobs 40% quicker. We provide post-launch metrics to track progress and optimize further.
Is this system secure for sensitive client data like home addresses and payment info?
Security is non-negotiable. We use enterprise-grade encryption, role-based access, and compliance with standards like GDPR and CCPA, tailored for home services where privacy matters. Data stays in your owned system, not third-party clouds unless you specify. For HVAC pros, this means protected details on sensitive installs, like medical-grade air systems. Audits and regular updates keep it robust— no breaches in our five-year track record.
What happens if we outgrow the initial setup, like adding more service lines?
Our architecture is built to scale. Start with core HVAC quoting for AC and heating, then expand to plumbing or electrical without rebuilding. We modularize components, so adding features—like electrical panel upgrades—takes weeks, not months. Clients often phase in expansions, seeing continued ROI as their business diversifies. Your system evolves with you, maintaining performance even at 10x the volume.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.