Current situation & solution
The customer's existing system and its condition, followed by the proposed high-efficiency replacement.
Document examples
HVAC System Replacement Proposal Example, Built with ExtraflowDoc
A real HVAC system replacement proposal — equipment pricing, project scope, and terms — ready to send in minutes. See exactly how it's built, then create your own from a Pipedrive or monday.com deal.
Free plan available. No credit card required. See more document examples
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Cover page
All 11 pages of the proposal — current system, load calculation, three options, equipment pricing, installation timeline, warranties, and terms. Click any page to bring it forward or open it full-screen.
What's inside
What's inside this HVAC replacement proposal
Built from ExtraflowDoc's flexible page blocks, so every section below can be edited, reordered, or reused in your next proposal.
Equipment pricing
Every component — heat pump, furnace, coil, thermostat, and labor — as its own line item with quantity and total.
Project scope & timeline
A day-by-day installation timeline and the full scope of work, point by point.
Terms & conditions
Payment options, warranties, cancellation rights, and homeowner responsibilities, spelled out before work begins.
Signatures
A signature block for both the company and the homeowner, built into the document itself.
Solution
ExtraflowDoc — the solution for creating HVAC replacement proposals
HVAC contractors use ExtraflowDoc to turn a Pipedrive or monday.com deal into a polished, signed proposal — without leaving the CRM or rebuilding it from scratch every time.
Create every proposal in one place
HVAC replacement proposals, quotes, invoices, agreements, and other sales documents — built from the same editor.
Autofill client & property data
Client name, contact details, and any custom field flow in from the Pipedrive or monday.com deal automatically — no retyping.
Break pricing into line items
Equipment, permits, and labor as separate line items with their own quantities and totals — not one flat number.
Collect e-signatures
Send the proposal for signature and see its status update in real time — no separate e-signature tool.
Save it as a template
Turn this proposal into a reusable template so every new HVAC job starts from the same on-brand structure.
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The ExtraflowDoc document editor
Everything in one place
ExtraflowDoc — everything you need to close more deals
Every feature that turns a CRM deal into a signed, on-brand proposal, grouped by what it does.
Document creation & templates
All document types
Estimates, quotes, proposals, invoices, agreements, purchase orders, delivery notes, work orders, and custom documents.
Templates
Save any document as a reusable, on-brand template.
Team access
A shared template library keeps every rep's documents consistent.
Convert quote to invoice
Turn a won quote into an invoice in one click, with every line item carried over.
Autopopulate from the deal
Company and manager
Your company details and the assigned rep populate automatically.
Client data
Contact information flows from the deal into the document — no retyping.
Custom fields
Any Pipedrive or monday.com custom field can populate anywhere in the document.
Deal products
Products already attached to the deal populate into the document in one click.
Product catalog
Search and add products
Search your product catalog and add items with one click.
Products and variations
Add a product with all of its variations and pricing tiers at once.
Images autopopulate
Product photos already in your catalog appear on the document.
Custom line items
Unique line items
Add one-off products or services that aren't in your catalog.
Rich descriptions & images
Detailed, formatted descriptions with their own photos.
Item-level tax & discounts
Set tax, discount, and custom fields per line item.
Multi-page documents
Covers & galleries
Full-image pages and photo galleries with descriptions.
Tables & custom fields
Structured pricing tables and any custom field your CRM provides.
Multiple quotation tables
Lay out standard and premium packages side by side in one document.
Signatures & payment details
Signature blocks, notes, and payment details on the same document.
Pricing & CPQ
Direct, markup, or margin pricing
Price a line item directly, from cost plus markup, or from a target margin.
Calculated fields
Custom formulas like price × quantity × days for rentals and time-based work.
Volume discounts
Discount rules that apply automatically once quantity crosses a threshold.
Tiered pricing
Define pricing tiers per product so the right rate applies without a manual lookup.
Taxes & fees
Line-item tax
Apply tax per product or service line.
Document-level tax
Apply one tax rate across the whole document.
Multiple taxes per document
Combine region-specific tax rules — GST + PST, VAT with reverse charge, and more — on one document.
E-signatures
Request from any document
Send for signing directly from the deal and see status update in real time.
Multiple signers
Collect sign-off from clients, partners, and internal approvers in one workflow.
Audit trail
Every signature ships with email verification and a timestamp.
Export & sharing
PDF export
Download a polished, print-ready PDF in one click.
Secure link sharing
Share documents through a secure web link — no attachment needed.
Instant generation
Documents are ready in seconds, every time.
See ExtraflowDoc in action (1:42)
Customer story
Trusted by teams that quote every day
“Extra Flow Doc has been a great tool for me and has really improved the way I use Pipedrive. The integration works smoothly, and generating documents and automating processes has become much easier and more efficient for me and the team I work with.”
More examples
Explore more document examples
See how quotes, proposals, and estimates look in practice, and use them as a starting point.
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Website Design Proposal Example
A structured proposal with scope, pricing, and timeline — ready to send in minutes.View full exampleSupport
Frequently asked questions
Everything you need to know about creating HVAC replacement proposals with ExtraflowDoc.
What's included in this HVAC proposal example?
Eleven pages: a cover, a cover letter, the current system with photos, a room-by-room load calculation, how the new system works, three options, itemized equipment and labor pricing, payment options, the installation timeline and scope, warranties, and terms with signatures.
Can I use this example as a template for my own HVAC proposals?
Yes. Save any ExtraflowDoc document as a template, then reuse its structure — equipment list, pricing table, terms — for every new job.
Does the proposal pull client and property data from my CRM automatically?
Yes. Client name, contact details, and any custom field flow in from the Pipedrive or monday.com deal automatically — no retyping.
Can I break pricing into equipment, permits, and labor like this example?
Yes. Add as many line items and sections as the job needs, each with its own quantity, unit price, and total.
Can clients sign the proposal electronically?
Yes. Send it for e-signature directly from the CRM and track its status in real time — no separate e-signature tool required.
Can I turn an accepted proposal into an invoice?
Yes. Convert a won quote or proposal into an invoice in one click, with every line item carried over.
Can I price line items by markup or profit margin, not just a flat rate?
Yes. Price each line item directly, from cost plus markup, or from a target profit margin, and totals recalculate automatically.
Does ExtraflowDoc work with monday.com as well as Pipedrive?
Yes. ExtraflowDoc runs natively inside both Pipedrive and monday.com deals.
Is there a free plan to try this?
Yes. The Free plan includes up to 5 documents a month, no credit card required — see the pricing page for the full list of plans.
How many languages does ExtraflowDoc support?
ExtraflowDoc is localized into 30 languages, with line-item VAT, GST, PST, and sales tax support for international clients.
Ready to quote faster?