AI Estimating for HVAC Contractors
Site visit done. Options priced. Your agent turns the visit notes, sizing results and equipment selections into good, better and best estimates—and sends them from your field software.
Works using
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No new system.No integrations.
quoted while they're still deciding ↗
- Cooling load38,400 BTU/h
- Heating load61,200 BTU/h
- Size3.5 ton
- ReturnAdd 1 × 20×25
- Good · 14.3 SEER2 AC + 80% furnace11,480.00
- Better · 16 SEER2 heat pump + 96% furnace14,960.00
- Best · variable-speed, communicating19,740.00
- Return air upgrade (all options)890.00
How long does the install take?
One day for all three options. The crew arrives at 8 and you'll have heat and AC that evening.
- 01Visit notes
- 02Load calc
- 03Equipment
- 04Options
- 05Follow-up
Instant quotes. Win more deals.
The first good quote usually wins the job. Your agent sends it while the customer is still deciding.
- Request sits in the inbox
- Quote goes out Tomorrow, maybe
- Deal lost. The homeowner booked whoever sent options first.
With your agent✦ Instant- Picked up the moment it lands
- Drawn, priced, approved, sent before dinner
- First in the inbox. Deal won.
From site notes to HVAC estimate options
- What comes in
- Start with the advisor’s measurements, site notes and equipment details. Use the load calculation workflow your team has configured.
- How the quote is built
- The agent uses your approved equipment combinations, labor rates and price book to build good, better and best options in your field software.
- What gets done
- Good, better and best options with equipment, installation scope and your terms, sent to the homeowner. The agent answers questions using the estimate and your published product details.
- Example request
- For a heat pump replacement, the agent prices your three equipment packages against the same installation scope. Each option shows equipment, installation, commissioning and warranty terms so the homeowner can choose.
Quoting for HVAC contractors is messy
- Unsold estimates. Sent once, never followed up
- Evenings at the truck. Building options by hand
- Wrong match. Coil and condenser not rated together
- Old distributor price. Margin gone on install day
An agent that handles the messy parts your way.
- 01Load calc firstSize it right, not like the old one
- 02Rated matchesCoil and condenser together
- 03Three optionsGood, better, best every time
- 04Rebates & financingThe monthly number sells
- 05Follow-upWhere most jobs are won
Every quote, by hand. Agents should!
- ManualAgent Visit notes
- ManualAgent Nameplate photo
- ManualAgent Load calc
- ManualAgent Pick equipment
- ManualAgent Check the match
- ManualAgent Distributor price
- ManualAgent Pricebook options
- ManualAgent Rebates
- ManualAgent Financing
- ManualAgent Send estimate
- ManualAgent Follow up
No new system. No integrations.
You're not buying software. You're adding an agent that uses the software you have.
- Your screens It uses your CAD, quoting system and inbox with keyboard, mouse and screen.
- Nothing to connect No API projects, no new software, no data migration. Your systems stay as they are.
- Built by talking Explain your process like you'd train a new hire. It learns by doing a real quote.
- You approve Drawings, prices, discounts, sends. Wherever you want a person, it stops and asks.
- Every run on record Screenshots, values read, prices used and who approved, for every quote.
Hand the whole quote to an agent
- Reads visit notes
- Runs the load calc
- Matches equipment
- Prices options
- Advisor approves
- Sends the estimate
- Answers questions
- Follows up
Agent does itYou decide
Site notes in. Options priced.
Visit notes, sizing results and equipment selections. Your agent turns them into priced options in your field software.
What advisors send
- Floor plan sketch
- Room measurements
- Nameplate photos
- Builder PDF
- Duct notes
- Phone photos
- Cooling load38,400 BTU/h
- Heating load61,200 BTU/h
- Size3.5 ton
- ReturnAdd 1 × 20×25
The advisor’s sketch and photos become a room-by-room load calculation, so the system is sized, not guessed.
Five steps. One quote.
One job, start to finish: The Brennan home, aC + furnace replacement, 2,200 sq ft.
- 01
It sizes the system
Square footage, windows, insulation, ducts. A real load calc, not a guess.
Load calculation · Brennan- Cooling load38,400 BTU/h
- Heating load61,200 BTU/h
- Size3.5 ton
- ReturnAdd 1 × 20×25
Load calc · 2,200 sq ft, 2 floors
- 02
It matches the equipment
Rated combinations only. Checked against the directory.
Distributor portal · pricebookItem From Price 3.5-ton 16 SEER2 heat pump Distributor $3,912 Matched coil + 96% furnaceUp 4% this month Distributor $3,480 Install, split system Pricebook $5,450 Return air upgrade Pricebook $890 - 03
It builds the options
Good, better, best from your pricebook. Rebates and financing shown.
ServiceTitan · EstimateQuote EST-55120The Brennan homeDraftDescription Qty Unit Amount Good · 14.3 SEER2 AC + 80% furnace 1 sys 11,480.00 Better · 16 SEER2 heat pump + 96% furnace 1 sys 14,960.00 Best · variable-speed, communicating 1 sys 19,740.00 Return air upgrade (all options) 1 ea 890.00 Utility rebate shown separately · financing from $189/moBetter: $15,850.00 - 04
It sends the estimate
Send the reviewed options through the field software your team uses.
Gmail · New messageToKate Brennan
SubjectYour three options from today's visit
Hi Kate, thanks for having Luis out today. Here are your three options. The middle one fixes the hot upstairs and is the quietest for the price.
Brennan estimate EST-55120.pdf
Send - 05
It follows up
Day 2, day 5, day 10. Answers what the estimate already says.
Text message · The Brennan homeHow long does the install take?
One day for all three options. The crew arrives at 8 and you'll have heat and AC that evening.
Answered from: Estimate EST-55120, page 2
HVAC contractors: every step
From the first request to the sent quote and follow-up. One agent, working across your software.
your process, from start to finish
- Visit notes & photos
- Read nameplates & notes
- Enough to size?No → ask the advisor
- Run the load calc
- Pick matched systems
- Rated match found?No → advisor picks
- Price at distributor
- Build good / better / best
- Add rebates & financing
- Margin above floor?No → manager decides
- Advisor approves options
- Send estimate from field software
- Answer customer questions
- Asks for a discount?Yes → manager decides
- Follow up day 2, 5, 10
- Sold. Book the install
Agent does it You decide Rule check
Built around how you quote
Not a template. Your steps, your price book, your approvals.
- 01
Explain it once
Talk or type, like training a new hire. Hand over your SOP, price book and a few past quotes.
When a request comes in, first check: enough to size? If not, ask the advisor.
Quoting SOP.pdf Price book 2026.xlsx 3 past quotes - 02
Watch it work
It works a real job on your screen. You correct it the way you'd correct a person.
Use the 2026 price book, not last year's.
Got it. Switched to 2026 and re-priced 4 lines.
Read requestDrawingPricing - 03
Save your process
A written procedure and a flowchart. Every run follows the version you approved.
- Read nameplates & notes
- Enough to size?
- Run the load calc
- Pick matched systems
- Rated match found?
- Price at distributor
Change anything. Any time.
Any step, any rule, any approval. Say what changed. Approve the new version.
- Pick matched systems
- Check this customer's historyAdded
- No rated match?Changed
- Send estimate from field software
- Advisor approves optionsRepeat customers: skip
- Margin above floor?
Add a step after “Pick matched systems”: check this customer's history and flag anything unusual.
Step added
New rule: No rated match → advisor picks.
Rule changed
Repeat customers under the limit don't need my approval anymore.
Approval changed
Saved as version 4. You approved it. The next run follows it. The last runs keep the version they ran on.
Your rules. Exactly.
Written once in plain English. Followed every time.
- No rated match? Advisor picks
- Distributor price up 3%? Update and flag
- Customer asks for discount? Manager decides
Never, on any run
- Promise a rebate amount not listed
- Size by the old unit
- Discount without approval
- Book an install date on its own
Approvals, where you want them
It stops and asks you.
What it built, what it checked, what looks off and what it suggests. Approve, edit, reject, or take the wheel.
from your desk or your phone ↘
Send the Brennan options?
You set this workflow to ask the advisor about replacement exceptions.
Agent suggests: Approve and sendOne item needs a look. Everything else checked out.
ESTIMATE EST-55120 · Brennan · 3 options
Load calc3.5 ton · 38,400 BTU/h cooling
Better16 SEER2 heat pump · rated match
Coil + furnace$3,480 · up 4% this month
Return upgradeAdded to all options
Margin, Better46% · floor 40%
Better option$15,850.00
Review notes
- All three systems are rated combinations
- Distributor price changed since the pricebook update
- Rebate amount from the utility's current list
Your team, before and after
| Today | With your agent | |
|---|---|---|
| Estimate sent | Tomorrow, maybe | Before dinner |
| Your advisor | Typing in the truck | On the next call |
| Follow-up | When remembered | Day 2, 5, 10 |
| Equipment price | Last quarter | Today's |
One quote, start to finish
if you wish to see it in action!
How many hours can you get back?
Your volume, your times, your labor cost. Estimates, not results.
Estimates × (minutes today − minutes with the agent) ÷ 60 × hourly cost
These are example assumptions, not results. Example for a residential replacement team: minutes cover the load calc, options, pricing, the estimate and follow-up. Use your own numbers.
What should an HVAC replacement quote show?
- An approved system
- Use the advisor’s selected equipment, measurements and sizing results. Carry model identifiers and approved equipment combinations into each option so each option clearly identifies what is being offered.
- The installation scope
- List the work your company includes, such as removal, controls, duct changes, electrical work and commissioning. Route uncertain site conditions to the advisor and show any allowances using your proposal template.
- Options the buyer can compare
- Keep shared installation scope visible across good, better and best options. Use your approved warranty, payment and rebate wording. Confirm financing or rebate figures through the sources configured for that workflow.
- Try it on your work
- Use a completed replacement job with advisor notes, the equipment catalog, labor rates and the final proposal. Test an equipment change and an electrical-work exception. Compare quoting time and the corrections the advisor must make.
Questions owners ask us
Can quotes run fully automatically?
Yes. Once your process is configured, LaunchAI runs the quote from start to finish: reads the request, prepares the drawings or job details, applies your prices, builds and sends the quote, and handles follow-ups in your existing software.
Can it prepare good, better and best HVAC quote options from our price book?
Yes, when your team supplies approved equipment combinations, install rates and option rules. Each draft shows what the option includes and flags unknowns such as electrical work, duct modifications or rebate eligibility for advisor review.
Does it work in ServiceTitan or Housecall Pro?
It works the same screens your advisors use, under their login. We confirm the exact steps on your version before a pilot.
Does it run a real load calculation?
It enters the house details into the load software you already use and reads the result. If the advisor's notes are missing something the calc needs, it asks before it sizes.
How does it pick equipment?
From your preferred lines and the sizes your rules allow, and only rated combinations. If no rated match exists for the size, the advisor decides.
Can it follow up with customers?
Yes, on your schedule and in your words. It answers what the estimate already covers and passes discount requests, new options and scheduling to your team.
Which estimate should we build first?
Bring one visit's notes and the estimate you sent.
no new system. no integrations. ↗