Back to all BlogsHow to write a job winning HVAC quote
HVAC contractors need a steady stream of job winning quotes to maintain a successful business. To write a quote that will stand out from the competition you need to consider what your customer wants to see and what your HVAC quote says about your business.
What makes a good HVAC quote?
Most people interested in a HVAC system will gather quotes from at least three different HVAC contractors. Before making a decision on who they wish to offer their business to they will need reassurance you can provide what they need.
A job winning HVAC quote will normally include:
- Estimated labor costs
- An itemised summary of the HVAC system to be installed
- A list of efficiency gains from installing the system
- SEER rating and Model details
- Type of warranty offered
- Full cost summary
Whether you’re writing your own quotes and sending them via email or you’re using Job Management Software like Klipboard to build the quotes and sending them directly to your customer you should make sure your quote includes these items if you want to win the work.
Labor costs
Whether you’re using your own team or subcontractors you’ll need to include an estimate on anticipated labor costs. HVAC contractors normally spend around 30% of their revenue on labor. An hourly rate is a good way to cost the job and is easy for the customer to understand.
Top tip: We recommend monitoring your hours worked on projects using Field Service Management Software like Klipboard. You can easily review past jobs to get an idea on what the labor costs for similar jobs if you’re not sure.
Create an itemised summary for the HVAC system
Your customer may wish to see an itemised summary of the materials and parts used for the HVAC system.
Make separate line items for the parts and materials used, be as detailed and accurate as you can be. Transparent pricing is a great way to build trust and reassure the customer. Include items such as:
- Thermostat
- Heat Generator
- Heat Exchanger
- Combustion Chamber
- Air Ducts
- Vents and Fans
- any additional items you’ve specified for their installation
The important thing is to make sure it’s clear what they are being charged for so they are reassured you have charged correctly.
Include a list of efficiency gains from the HVAC system
Including information such as the expected seasonal efficiency gains from the system you will install will help push them to make a decision. Going the extra mile to include this information makes it clear you’re the expert and you’re installing a top quality system.
Include the SEER rating and Model details
It’s important to include details of the model used and the SEER rating. Giving this information will show them the energy efficiency of the system. If your quote includes this information and the other quotes your customer receive from other HVAC contractors doesn’t included these details, it could be just the thing that makes you stand out and win the job.
Warranty details
After they have seen a breakdown in costs and they understand the benefits of installing your HVAC system, the last hurdle you’ll have to clear is the uncertainty your customer may have around aftercare and the warranty of the system.
If you include details of the type of warranty on offer for the system it will reassure them you have their interests in mind and they have a safe investment when purchasing a HVAC system from you.
Top tip: If your quote is a digital form or PDF then include a link to a Warranty or Aftercare section of your website. If you don’t have one but you have a blog then write an article about the warranties on offer for your systems.
This will help encourage some of your more apprehensive customers to purchase the system. Including details of the reviews you’ve received from Google Reviews or Feedback on this page is a great way to build trust.
Have a full cost summary in your HVAC quote
Obviously you should summarise the total costs in the quote. By the time you’ve factored in labor, materials, parts, system specs, SEER ratings and efficiency gains you’ll have a job winning quote that you can be proud of.
How to use software to keep track of your HVAC Quotes
Keeping track of all the estimates and quotes you are asked for can be quite challenging.
Successful HVAC contractors tend to have a smooth system in place that allows them to locate specific customers quickly and easily convert the successful quote into a new job on their system.
Field Service Management software with quote dashboards can really help with streamlining your processes helping you manage more jobs and easily see at a glance the work you could have coming in.
With Klipboard you can easily see the quotes you’ve drafted, the quotes you sent and what’s been accepted at a glance on our Field Service Finance Dashboard. Klipboard is an all-in-one Job Management system so once you’ve got the quote approved you can turn it into a job you can schedule to your team in the click of a button.
Start a FREE Trial with Klipboard today and see for yourself. Click here.
Why branding is important for your HVAC Quotes
Having a professional look to your HVAC quotes will make a huge difference in how your business is perceived by your potential customer.
They will take one look at your logo, brand, layout of the quote and decide almost instantly what they think of your business. That might sound a little harsh but it’s a proven rule in marketing and branding, that your customer will make up their mind about you in about 7 seconds from seeing your brand.
How to make sure your brand stands out on your quote
There’s a few simple things you need to get right to make sure your brand looks it’s best on your quotes.
- Make sure your logo is visible in one of the top corners of your HVAC quote
- Ensure you use a high-resolution image of your logo
- Include details of your business address, website & social media accounts in case they want to look you up
- Make the details of the quote bold and clear
- Ensure its easy for your client to reply and accept the quote
We’ve made building striking and professional HVAC quotes easy on Klipboard. Your logo is automatically added to your quote and all the details are sent directly to your client from our Job Management Software.
Questions you may get asked when quoting for a HVAC system installation
After sending a HVAC quote there may be some customers who have a few extra questions at this stage. Some may ask about the maintenance of the system while others could ask about additional products or services.
Why should I choose you?
Good question! Make it easy for them to choose you. Your HVAC quote should also include details around how many years you’ve served your customers or a quote from a review that sums up how your customers feel about using your service.
How often should you clean a HVAC system?
It can depend on the climate they are operating in but most HVAC technicians will recommend performing scheduled maintenance and a duct cleaning service every 3 to 5 years.
However, blockages, a broken extraction fan or damaged filter will significantly affect performance and will need repairing immediately.
Will the HVAC system help with bold or mildew?
Your technicians should be able to answer any questions on dehumidification. Having details to hand that answers this either with a blog article you can direct them to, or a summary of the advantages of installing air dehumidification systems somewhere on your website also will help.
Do you also install renewable energy system such as solar panels or solar thermal?
Some of your customers may ask you about other home improvements such as Photovoltaic panels or Solar Thermal heating systems.
Although you may not offer these products you could recommend other businesses you’ve set up a referral network with in your community.
