Quote the install. Close the deal. Get the deposit before you order the unit.
AC replacements, furnace swaps, heat pumps, mini-splits, ductwork. Built for installation-heavy HVAC shops that hate the 3-day callback cycle.
Built for HVAC installers
AC + furnace templates
3-ton, 16 SEER, 95% AFUE — pre-built scopes with all the parts and permit line items.
Heat pump scopes
Ducted dual-fuel and ductless multi-zone mini-splits ready to quote.
Ductwork rebuilds
Supply + return flex/rigid duct scopes with register + grille counts.
Permit + haul-off
Mechanical permit + old-unit haul-off as standalone line items so customers see the full price.
Deposit before you order
Stripe deposit at signing means you don't front $3,500 for a condenser on a "maybe."
Send from the truck
Quote a furnace replacement standing in the basement. Customer signs and pays on their phone.
What's in the HVAC template library
XtimatePro ships with 10 HVAC scope templates — part of 80+ templates across 8 trades. Each one is a pre-built skeleton with equipment, materials, and licensed labor hours already broken out as separate lines, and every template starts fully editable. Adjust quantities, swap line items, and your own pricebook prices fill in automatically.
- AC condenser replacement (3-ton, 16 SEER) — remove and replace the outdoor unit with matching coil, lines flushed.
- Gas furnace replacement (95% AFUE, 80k BTU) — high-efficiency condensing furnace with PVC venting and condensate drain.
- Heat pump install (3-ton ducted, dual-fuel) — ducted heat pump with electric backup or gas furnace tie-in.
- Mini-split install — single zone (12k BTU) — ductless system with one wall-mounted head.
- Mini-split install — 3-zone multi — one outdoor condenser feeding three indoor heads.
- Ductwork replacement (residential) — insulated flex and rigid trunk with registers and return grilles.
- Smart thermostat install — hardwired Ecobee or Nest with C-wire kit and WiFi setup.
- Refrigerant recharge + leak repair (R-410A) — locate the leak, braze, evacuate, and recharge to spec.
- AC/heat seasonal tune-up — coil cleaning, refrigerant check, electrical test, and filter replacement.
- Whole-house dehumidifier install — ducted into return air with drain line and dedicated breaker.
How HVAC contractors use XtimatePro
1. Walk the job, shoot the equipment
Photo the condenser data plate, the air handler, and the duct runs, and keep your load-calc notes with the job. Each photo attaches to the line item it supports, so the homeowner sees why a 3-ton unit is the right call.
2. Build the scope from a template
Load the condenser replacement, heat pump, or 3-zone mini-split template, tweak quantities to the house, and your own equipment and labor prices fill in from your pricebook. Permit and haul-off lines are already separate.
3. Sign and collect before you order
The customer e-signs on their phone and pays the Stripe deposit on the spot — so you are never fronting $3,500 for a condenser on a verbal yes.
Frequently asked
Can I show equipment and labor as separate line items on the proposal?
Yes. The HVAC templates already split equipment, materials, permits, and licensed labor hours into their own lines, so the homeowner sees exactly what the condenser costs versus the install work.
Can I use my own equipment and labor prices?
Yes. Prices come from your own pricebook, not a locked national database. A 20-item HVAC starter pricebook imports in one click, and every equipment price, labor rate, and quantity stays editable.
Does XtimatePro handle insurance claim work?
Yes. When a fire, surge, or water loss takes out equipment, estimates export as a claim-ready PDF with ACV, RCV, depreciation, cause of loss, and date of loss, with photos attached to the line items they document.
Can it export Xactimate ESX files?
Not yet. Today you get a claim-ready PDF with ACV, RCV, and depreciation; .esx export is on the roadmap. CSV and Symbility export are available on the Crew plan.
How much does it cost?
Flat pricing with unlimited estimates: Solo is $39/mo, Pro is $89/mo, and Crew is $149/mo. There are no per-estimate fees, and every plan starts with a 14-day free trial — no credit card required.
HVAC shops that also pull wire or sweat pipe should see our electrical estimating and plumbing estimating pages. Comparing field-service tools? Read how XtimatePro compares to Housecall Pro.