HVAC quoting software for heating and cooling contractors

It's software that turns a replacement or install job into a proposal the homeowner can accept: the existing system and the proposed one, equipment and labor as separate priced lines, an install timeline, warranties and a signature. ExtraflowDoc does that from the deal the service call already created, so the proposal starts from the customer and site data you captured rather than a blank template.

No. ExtraflowDoc does not perform Manual J, Manual S or any heat-loss or heat-gain calculation, and it will not size or select equipment for a home. It takes over once you know what you're installing: pricing it, presenting it, and getting it signed. Contractors keep their load-calc software or spreadsheet for sizing and use ExtraflowDoc for the proposal that follows.

No. There is no feed from equipment distributors or manufacturers, so list prices don't update themselves. You maintain your own product catalog inside the CRM — with your real cost and your sell price — and search it while building the proposal. That means your pricing is yours, but it also means keeping it current is your job.

Yes, and it is the single biggest reason to move off a one-price quote. Lay two or three pricing tables side by side in the same document — base, high-efficiency and variable-speed, for instance — each with its own line items and total. The homeowner picks a tier rather than picking a contractor on price alone.

That's the normal way to build a proposal here. Condenser, furnace, coil, thermostat, linesets, electrical and labor each sit on their own line with their own quantity, price and margin. You can run equipment at cost plus markup while labor is a flat rate per install and the permit passes through at cost — all in the same document.

Yes, with calculated columns. Add a formula column for heads × per-head install labor, linear feet × cost per foot of lineset or duct, or zones × commissioning time, and the totals recalculate when the design changes. A four-head mini-split and a two-head job then price from the same structure instead of two hand-built quotes.

Yes. Line items carry their own images, and full-page photo gallery blocks with descriptions sit alongside the pricing. Showing the rusted heat exchanger you found beside the line item that replaces it does more for the close than another paragraph of specification.

Yes. ExtraflowDoc runs in a browser on a tablet with nothing to install, so you can present the proposal, adjust an option in front of the homeowner and request the signature before you leave. Signatures carry email verification, a timestamp and an audit trail, and the status updates in real time when it's opened and signed.

No. ExtraflowDoc has no dispatch board, technician scheduling, or field-service management. It documents the install timeline you commit to in the proposal; it doesn't assign crews or track trucks. It sits alongside a field-service tool rather than replacing one.

You can produce the agreement — agreements are a document type in the same editor, so a service plan can be written, priced and signed like any other document. What ExtraflowDoc does not do is track renewals, bill the plan on a recurring schedule, or remind you when it lapses. That part stays with your service software.

Yes. A won proposal converts to an invoice in one click with every line carried over, and the purchase order for the equipment goes to your supply house from the same line items. The numbers on the order match the numbers the homeowner approved, because they are the same numbers.

ExtraflowDoc's free plan covers 5 documents a month per company with unlimited users — workable for a one- or two-truck shop quoting a handful of changeouts. Paid plans start at USD $14.99/month for 20 documents, and because billing is per company rather than per seat, adding every comfort advisor in season doesn't change the price.