Overview
HVAC contracts are multi-system, multi-zone, and bought by facilities managers
HVAC at the umbrella level is what facilities managers buy. Heating, ventilation, air conditioning, building management systems, and refrigeration where it crosses into food storage. The customer is rarely the building owner; the customer is the facilities team running a portfolio of sites. The work is a mix of planned preventive maintenance, breakdown call-outs, and capital projects when a plant room needs replacing. A quote that lists 'HVAC maintenance' as one flat line doesn't survive a procurement review, because the procurement team needs to see each system covered, the visit frequency, and the response time committed.
QuoteGenio gives HVAC contractors a quoting shape that fits commercial facilities work. Systems covered (chillers, AHUs, FCUs, boilers, BMS, extract systems) as named lines, visit frequency by system, response times for breakdowns, parts at trade price with mark-up disclosed, labour at the right in-hours and out-of-hours rates, and a separate record for capital projects when they crop up. Send via WhatsApp or email to the facilities contact, take a deposit on capital work, raise scheduled invoices for the maintenance contract, and the final invoice on each capex project closes the work order against the original quote. Commercial customers renew when the paperwork is clean.
Who it is for
Who uses QuoteGenio
Built for every type of HVAC and air conditioning business.
The problem
The quoting problems HVAC businesses know
Complex jobs deserve a clear, professional quote. Here's what gets in the way.
Complex jobs are hard to quote fast
HVAC quotes involve parts, labour, gas, and service fees. Writing it all up manually takes far too long.
Clients don't understand the cost
Without a clear itemised quote, clients question why the job costs what it does. Trust breaks down.
Delayed quotes cost you the job
Homeowners and businesses shop around. Send a professional quote fast or risk losing the work.
The fix
QuoteGenio fixes that
A faster, cleaner workflow built around how HVAC businesses actually operate.
The payoff
What you get with QuoteGenio
The everyday wins that add up across a year of quoting and invoicing.
Built for HVAC businesses
Line items for parts, refrigerant, labour, call-out fees, and service charges. Quote every job correctly.
Works from any device on-site
Quote while you're still at the job. Use your phone, tablet, or laptop. No back-office required.
Fast, professional response
A polished quote sent in minutes makes you look organised and wins more service contracts.
Invoice from accepted quotes
Convert accepted quotes to invoices in one click. Track what's paid and what's outstanding at a glance.
Built for your trade
Quoting calibrated to how hvac actually work
Pick your trade in Settings and the entire quote flow switches to fit. Line item presets, compliance fields, on-the-quote calculators, and per-m² / after-hours pricing all change to match your industry.
Trade-specific line items
Quick add picker pre-fills the common items your trade quotes. Skip the blank rows.
Brand-specific catalogues
Pylontech, Hikvision, Canadian Solar, Sunsynk and others pre-named. Pick the brand, the description writes itself.
Compliance fields built in
IOPSA, ECASA, PIRB, PSIRA, NHBRC, SAQCC. Set once. Every quote prints them under FROM.
Registration expiry alerts
Dashboard notification 60 days before your PSIRA, CoC or any dated registration lapses.
Per-m² / hour / day billing
Unit selector on every line item: m², hr, linear m, days. Stop doing the maths externally.
After-hours and emergency
1.5× and 2× multipliers as a one-tap toggle. Customer sees the breakdown on the quote.
Quote-flow calculators
Solar size, battery backup, cable run cost. Compute on the spot, drop straight onto the quote.
Staged payments
Deposit on acceptance + balance on completion as two separate amounts on the quote PDF.
Scope-of-work checklist
Structured Included / Not included lists. Client acceptance = signing the scope.
Site-survey mode
Log a location per line item: camera positions, fixtures by room, sensors by zone.
Regional rate hints
Pricing ranges per item per currency shown as you quote.
Free on every plan
All of the above included on the free plan. Premium is for capacity, not the trade tooling.
Why QuoteGenio
Why HVAC choose QuoteGenio
The tools that matter most when you are quoting on-site, under pressure, and between jobs.
Quote from your phone
Most HVAC build and send quotes directly from the job site. No laptop, no office, no delays.
Win more jobs, faster
The first professional quote a client receives usually wins. Respond in minutes, not hours.
Quote to invoice in one click
When the job is accepted, convert to an invoice instantly. No retyping, no double entry.
Pricing guide
Typical HVAC job pricing
A rough guide to what HVAC technicians charge for common jobs. Pricing varies by region, unit brand, gas type, and whether the work is residential or commercial. Use these as a sanity check, not as fixed prices.
| Job | Typical range |
|---|---|
| Standard call-out (diagnostic visit) | R1,405 - R2,975 |
| Annual service (residential split unit) | R1,570 - R3,636 |
| Refrigerant recharge R410A (up to 18,000 BTU) | R2,975 - R6,280 |
| Supply and install 12,000 BTU mini-split | R23,138 - R39,665 |
| Supply and install 24,000 BTU mini-split | R36,359 - R62,803 |
| Ducted AC system (3-bed residential) | R198,324 - R462,756 |
| Service contract (residential, 2 visits / year) | R4,132 - R9,586 |
Pricing converted from USD to ZAR at indicative rates. Rates vary significantly by country, region, currency, and market.
Call-out fees
Typical daytime call-out is R1,405 to R2,975 for residential, higher for commercial. After-hours is 1.75x to 2x standard. Build it into every quote as a separate line so your diagnostic time is visible. Waive the call-out against labour if the job proceeds.
Hourly vs fixed pricing
Use hourly (R1,405 to R2,314 per hour) for diagnostic and fault-finding work. Use fixed pricing for known installations, services, and regas jobs. Mix both on the same quote where scope is partly unknown.
See it in action
Example quote breakdown
Here's what a clean, itemised quote for a 12,000 BTU split unit install looks like. Every element is visible: the unit, piping, brackets, labour, commissioning gas, and electrical connection. Clear quotes win jobs because they remove doubt.
Try it yourself
Job size
Region
Sample quote
Supply and install 12,000 BTU mini-split heat pump
Call-out and site inspection
12,000 BTU mini-split inverter unit
Line-set kit (10 ft pre-insulated)
Wall bracket and condensate drainage kit
Labour (install, commission, vacuum, test)
R410A refrigerant top-up
Electrical connection (excludes dedicated circuit)
| Description | Qty | Rate | Total |
|---|---|---|---|
| Call-out and site inspection | 1 | R1,983 | R1,983 |
| 12,000 BTU mini-split inverter unit | 1 | R16,196 | R16,196 |
| Line-set kit (10 ft pre-insulated) | 1 | R1,570 | R1,570 |
| Wall bracket and condensate drainage kit | 1 | R744 | R744 |
| Labour (install, commission, vacuum, test) | 4 | R1,570 / hr | R6,280 |
| R410A refrigerant top-up | 1 | R1,074 | R1,074 |
| Electrical connection (excludes dedicated circuit) | 1 | R1,074 | R1,074 |
| Subtotal | R28,922 | ||
| Tax (10%) | R2,892 | ||
| Total incl. tax | R31,814 | ||
Totals recalculate as you change the controls above. Tax rate inferred from the sample quote.
Items often forgotten
Additional piping beyond standard 3m, the dedicated electrical circuit, condensate drain routing, wall core-drilling, cable trunking, vacuum pump commissioning, and a first-year service visit. Put them on your template once and they stop eating your margin.
Peer snapshot
How HVAC actually use QuoteGenio
Indicative activity for HVAC on the platform. Use it as a benchmark for how often to quote and how fast to respond.
32
Quotes sent per month
58%
Average quote acceptance
2 min
Median time to send quote
R31,814
Typical quote value
Figures are indicative platform averages for this trade segment.
Start quoting HVAC jobs like this, free
Build your first quote in under 2 minutes. No credit card, no setup fee, no contract.
Avoid these
Common quoting mistakes
We talk to a lot of HVAC techs. The same quoting problems come up: gas not itemised, piping underquoted, and service contracts too vague. Fix these and your margin and renewal rate both go up.
Mistake: Quoting gas without a leak test first
Better: If a unit is low on gas, there's a reason. Quote a leak check (pressure test + dye) as a separate line before regassing. Otherwise the gas leaks out in a month and you own the return trip.
Mistake: Not quoting for the dedicated circuit
Better: Most splits over 18,000 BTU need a dedicated circuit. State clearly whether you include this or it's client-supplied. Clarify in writing so you're not doing electrical work for free.
Mistake: Forgetting to quote piping beyond standard
Better: Standard install is typically 3m of piping. Anything beyond that (second-storey, long runs) is extra. List 'additional piping per metre' with a unit rate so scope changes are easy to price.
Mistake: Lumping service contracts into a single line
Better: Break service contracts into the number of visits, what's included (filter clean, gas check, drain wash), and response time commitments. Clients accept and renew contracts that are clearly specified.
Mistake: No rate for after-hours emergency call-outs
Better: Commercial clients will call you on a Saturday. Publish your after-hours rate (typically 1.75x to 2x standard) on the quote so there's no awkward conversation at invoice time.
Mistake: Not itemising refrigerant gas cost
Better: R410A, R32 and R22 all have different costs. Show the gas type and quantity. Clients compare quotes, and a line like 'R32, 500g' looks more professional than 'gas'.
Mistake: No allowance for drainage and condensate routing
Better: If condensate has to run 10m to the nearest outlet, that's labour and piping. Include it as a line, not hidden in 'install'.
Mistake: No follow-up after sending the quote
Better: Most quotes that don't close, don't close because nobody followed up. Send a polite check-in 48 hours after the quote lands, and a second nudge at day 7. Two of every three accepted quotes get there because someone followed up.
Step by step
How to quote HVAC jobs
Walk the site before you price. Check the unit size needed for the room volume, the length of the refrigerant pipe run, whether the electrical supply has a dedicated circuit, and where the condensate will drain to. On a service call, pressure-test before you regas: if a unit is low on gas there is almost always a leak, and regassing without finding it means you own the return trip when the gas leaks out again next month.
Itemise everything by part and quantity. List the unit with its BTU rating and brand, the refrigerant by gas type and weight (R32, R410A, R22 all price differently), piping beyond the standard 3 metre allowance per metre, wall brackets and drainage kits, and labour broken down by install hours and commissioning hours. Add a separate line for any electrical work (or state clearly that the dedicated circuit is client-supplied), and include a leak-test line on any regas or fault-finding job.
Set a 30 day validity on every HVAC quote and publish your after-hours rate on the document. Refrigerant and imported unit prices move with the exchange rate and shipping costs. An after-hours call-out is typically 1.75x to 2x standard with a 2 to 4 hour minimum; putting it in the quote up front means the client accepts premium pricing in writing before the job starts, not on the invoice afterwards.
Send the quote from the site via WhatsApp before you drive to the next call. Service clients comparing quotes respond to the first professional document that lands in their inbox, especially on urgent summer installs. For recurring service contracts, quote each visit separately (filter clean, gas check, coil wash, drain test) with a response-time commitment and any priority-parts discount. Detailed contracts renew at over 80 percent; vague ones get shopped at renewal.
FAQ
Common questions from HVAC technicians
Everything you need to know before getting started.
Yes. Add as many line items as you need: parts, refrigerant gas, labour, call-out fee, or any other charge. Each line has its own description, quantity, and price.
Yes. Add line items for each service visit, annual plan, or maintenance schedule. Use the notes field to detail what's included.
Yes. Create and send a quote from your phone while still at the client's premises. Share it via WhatsApp or email before you drive away.
Yes. Every quote has a unique public link. Clients open it on their device and accept it online. No account needed.
Yes. Convert any accepted quote to an invoice with one click. All line items carry over. No re-entering anything.
Yes. The free plan gives you 5 quotes and 2 invoices per month with no credit card required. Upgrade to Premium for unlimited quotes, invoices, statements, and reports.
Always a separate line. Different gases (R410A, R32, R22) have very different costs, and clients increasingly compare quotes line for line. A clear gas line with type and quantity looks professional and makes variations easier to price.
Break the contract down: number of visits, what's checked on each visit, response-time commitments for emergency call-outs, and any parts/labour discounts. Quote it as an annual total and offer monthly debit options. Contracts with detailed scope renew at over 80 percent; vague contracts don't.
Only if you're qualified and registered to do electrical work. Otherwise state clearly that a dedicated 20A circuit is client-supplied or quoted separately by your preferred electrician. Never imply it's included if it's not.
Set a clear after-hours rate (typically 1.75x to 2x standard) and minimum call-out time (2 to 4 hours). Put it in your contract and on the quote. Clients hate surprise charges; they accept published premium rates without argument.
Still have questions? We would rather answer them now than after you have signed up.
Pricing benchmark
What do hvac charge in 2026?
Hourly rates by region, common job prices, a worked sample quote, and the FAQs customers actually ask. The complete pricing reference for hvac.
Typical hourly
$80-$200/hr
Explore more
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QuoteGenio is built for a whole family of trades. Explore other pages that might fit how you work.
Reviews
Trusted by tradespeople
Real feedback from people who quote for a living.
"Quoting per head with add-ons for staffing and equipment is straightforward. Clients can see exactly what they are paying for and they stop haggling on the total."
Amira Hassan
Caterer · Dubai
"Quoting used to take me forever. Now I can put something together quickly and send it before I leave the site. Clients respond much faster."
Ryan Cheslin
Painter · Dubai
"Bespoke glass jobs need detailed spec. Being able to add notes per line and send a professional-looking quote same-day is worth the whole subscription to me."
Callum Fraser
Glazier · Auckland
Guides
Guides for HVAC
Practical advice to help you quote better, get paid faster, and grow your business.
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