Question 1

What is HVAC contractor proposal software?

Accepted Answer

HVAC contractor proposal software takes your estimate and turns it into a professional client-facing document. It pulls your line items, calculates totals, applies your markup, and generates a formatted PDF automatically. VoltPro is built specifically for HVAC contractors doing RTU changeouts, mini-split installs, and commercial tenant fit-outs. Not generic sales proposals.

Question 2

Does VoltPro work for commercial HVAC contractors?

Accepted Answer

Yes. VoltPro is built for solo operators and small shops doing commercial work: RTU changeouts, split system replacements, commercial tenant fit-outs, work under GCs and for property managers. There are approximately 117,500 HVAC contractor businesses in the US, with an average of about five employees per firm. (IBISWorld, 2025) The majority are small, family-owned, owner-operated shops. VoltPro is built for that range. Not for large crews that need dispatch or project management.

Question 3

How do I price a commercial HVAC job?

Accepted Answer

Commercial HVAC pricing is equipment-heavy. Equipment often represents 60–70% of a commercial RTU changeout invoice. Price it in layers. Start with equipment at distributor cost, then apply markup. Add direct labor at your loaded rate (direct wages plus burden: payroll taxes, workers’ comp, benefits). Then add the adders that get dropped from bids: crane rental, curb adapter, refrigerant recovery on the old unit, initial refrigerant charge on the new unit, disposal of the old unit, roof sealing after the curb adapter is set, startup and commissioning, and permit fees. Every one of those is a real cost. Every one gets forgotten in at least one estimate per season. Apply markup to reach your gross margin target. Then check your actual margin, not your markup percentage. A 40% markup is a 28.6% margin. Send the number you intended.

Question 4

What should an HVAC proposal include?

Accepted Answer

A complete HVAC proposal includes your company name and logo, customer and project address, clear scope of work naming specific equipment (RTU replacement — 7.5-ton York YZF090, curb adapter included; mini-split install — zones, BTUs, location), equipment specifications (manufacturer, model, tonnage, efficiency rating), labor and material breakdown or flat price, startup and commissioning notes, warranty terms for both equipment (manufacturer) and labor (yours), payment terms, and a signature block. VoltPro generates all of it from your estimate automatically. Write your terms once and they carry over to every proposal from the same template.

Question 5

Is VoltPro HVAC estimating software?

Accepted Answer

VoltPro is proposal and estimating software, not takeoff software. QuoteSoft and FastDUCT are assembly-based platforms built for large mechanical contractors working from detailed drawings and duct takeoffs. VoltPro starts where takeoff ends. Bring your quantities from a site survey or equipment schedule, and the pricing, proposal, and margin visibility are handled without building a duct database or setting up assembly libraries.

Question 6

How much should I mark up HVAC work?

Accepted Answer

Markup varies by job type, market, and how your overhead is structured. No universal number. What most contractors get wrong is conflating markup with margin. A 40% markup on cost is a 28.6% margin. ACCA data puts overhead at 25–40% of revenue for small HVAC operators, and net margin targets for a healthy small HVAC business run 8–12%. Equipment markup is the most contentious decision in HVAC pricing. Many contractors use different rates for major equipment versus parts and labor. Whatever structure you use, check your actual margin before you send. Use VoltPro's profit tracker to see both markup and actual margin as you build the estimate.

Question 7

How do change orders work for HVAC contractors?

Accepted Answer

A change order is a formal revision to the original estimate: new scope, new pricing, a separate document. In commercial HVAC work, scope expands when a curb adapter turns out to be a custom fabrication, when structural damage is found under the old unit, or when a GC adds scope during a tenant fit-out. Without a numbered change order in writing, that work gets done without documentation and ends up disputed at pay-app time. The industry maxim is accurate: extra work without a change order is free work. In VoltPro, a change order takes two clicks. Add the new scope and pricing, and VoltPro generates a numbered PDF (EST-001-CO-01) tied to the original estimate. Clean paper on both sides keeps the relationship clean.

Question 8

What's the difference between VoltPro and Knowify, BuildOps, JobTread, or ServiceTitan?

Accepted Answer

Scope. Knowify, BuildOps, JobTread, and ServiceTitan are full job management platforms: estimating, project management, scheduling, dispatch, invoicing, and time tracking. They start at $99–$400+/month and are built for teams of five or more. ServiceTitan in particular is well-known in the HVAC market and well-known for being expensive and complex for small shops. VoltPro does one thing: proposal and estimating for HVAC contractors. No scheduling, no dispatch, no CRM. If you do not need to manage a crew schedule, VoltPro is the right fit at a fraction of the cost.

Question 9

Can I track my profit margin on HVAC estimates?

Accepted Answer

Yes. VoltPro shows your margin and markup separately as you build or immediately after you import a spreadsheet. Every line item you add updates the profit number in real time. You see your margin before you send the proposal, not two weeks into the job. VoltPro displays both the markup percentage and the actual margin percentage side by side, so you are never guessing at the conversion.

Proposal and Estimating Software for HVAC Contractors

Your proposals should look as good as your HVAC work.

From estimate to sent proposal in three steps.

Import or build your estimate

Generate a branded proposal

Send and stay organized

HVAC margins are thin. Know your number before you send.

The paper trail is the protection.

Built for HVAC proposals, not generic documents.

Every past bid, right where you need it.

How VoltPro compares to the other options.

Frequently asked questions.

Start your first HVAC proposal today.