Quote Falcon
Sign up free
  1. Home
  2. Trades
  3. HVAC
HVAC Estimate Software

Furnace and AC quotes with upgrades as options

Homeowners send their current system, home size and a photo of the unit label, and you send an install quote with upgrades as options.

Create your free quote form See how it works

Free, no subscription. Ready in a few minutes. Just 1% when a client pays you by card.

Live demo

Try an HVAC quote form

Riverside HVAC Installation is a sample business. Fill in its form as a client would, open the quote it sent, and look around the dashboard. It's the real app with sample data, and nothing you enter is sent.

What your clients see first. The questions this trade starts with, plus their details and up to 10 photos.

The problem

Common quoting problems in HVAC work

  • Free in-home quotes take hours. Driving out to look at every furnace eats into the day, and many of those clients are collecting three prices.
  • The equipment location changes the job. A furnace in a finished basement and one in an attic or crawl space are very different installs.
  • Equipment prices keep moving. Manufacturer increases and the switch to new refrigerants make old price sheets out of date fast.
  • Big jobs need money up front. You may be buying several thousand dollars of equipment before the install, and a cancelled job leaves it on your shelf.
Your quote form

What your HVAC quote form asks

HVAC installs are priced from the equipment, the home's size and the install. The form asks what's being replaced, the fuel, the system's age and the ductwork. For mini-splits it asks the number of zones. A photo of the unit label shows the model and size.

Your form has its own page at your-name.quotefalcon.com. Clients can fill it in at any time, including evenings and weekends, and you get an email for each request. Share the link by text, on your Google Business Profile or social pages, or add the form to your website.

You can change, remove or add questions at any time in your settings.

The questions your form starts with

  1. What do you need?Pick one: Replace a furnace, Replace central air conditioning, Furnace and AC together, Heat pump (ducted), ...
  2. How is the home heated now?Pick one: Natural gas, Propane, Oil, Electric, ...
  3. Roughly how big is the home?Pick one: Under 1,000 sq ft (93 m²), 1,000-2,000 sq ft (93-186 m²), 2,000-3,000 sq ft (186-280 m²), Over 3,000 sq ft (280 m²), ...
  4. How many storeys?Pick one: 1 storey, 2 storeys, 3+ storeys, Not sure
  5. How old is the current system?Pick one: Under 10 years, 10-15 years, 15-20 years, Over 20 years, ...
  6. Does the home have ductwork?Pick one: Yes, Only some rooms, No, Not sure
  7. Where is the equipment?Pick one: Basement, Utility closet, Attic, Crawl space, ...
  8. For mini-splits: how many rooms or zones?A number
  9. Any comfort problems?Pick any: Some rooms too hot or cold, High energy bills, Noisy system, Not working now, ...
  10. Planning to apply for a rebate?Pick one: Yes, No, Not sure - tell me what applies

Every form also asks for: a preferred date and time of day · the address of the job · their name and email, and their phone if you ask for it · notes · up to 10 photos

How it works

How quoting works in Quote Falcon

  1. Share your link

    Clients fill in your form and add up to 10 photos. You get an email for each request.

  2. Send the quote

    Add line items, quantities and tax from your phone or computer. Saved lines go in with one tap, and any line can be optional.

  3. Get it signed and paid

    The client signs online and pays your deposit by card. Collect the rest with a card payment link, or record cash and e-transfer.

Pricing

What changes the price of an HVAC job

The factors that most often change the price, and the reason the form asks about them.

Equipment type and efficiency
Furnaces, central AC, heat pumps and mini-splits differ widely in price, and higher efficiency models cost more. Equipment is often 40-60% of the total.
Sizing
Capacity follows a load calculation (Manual J in the US, CSA F280 in Canada) based on the home's size, insulation and windows. Bigger homes and more storeys usually need larger or zoned systems.
Ductwork
Reusing good ducts keeps cost down. Adding ducts, fixing undersized returns or installing ductless units where there are none changes the scope.
Install location and access
Basements are the simplest. Attics, crawl spaces and tight closets take longer and may need extra venting, drain lines or a condensate pump.
Mini-split zones and line sets
Mini-splits are often priced per zone. Long line set runs, wall penetrations and line covers add to each zone.
Electrical, gas and venting
A new circuit, gas line changes or new venting for a high-efficiency furnace are common add-ons. Some need a licensed electrician or gas fitter.
Permits and disposal
Many areas require a permit for furnace or AC replacement. Removing the old unit and recovering refrigerant are usually included or listed separately.
Example

An HVAC job, from request to deposit

Replace a 20-year-old gas furnace and central AC in a 1,800 sq ft two-storey home, equipment in the basement, existing ducts.

  1. Furnace and AC replacement in a two-storey homeNew quote requestNew
    • What do you need?
    • How is the home heated now?
    • Roughly how big is the home?
    • How many storeys?
    +2

    1. The request comes in

    The client answers your form's questions and adds photos. You get an email, and the request waits in your dashboard.

  2. Quote Furnace and AC replacement in a two-storey home
    96% AFUE gas furnace, supplied and installed$4,800.00
    2.5-ton central air conditioner, supplied and installed$4,600.00
    Permit, startup and old equipment disposal$450.00
    Smart thermostat, installedoptional$320.00
    Variable-speed furnace upgradeoptional$1,100.00
    Total$10,170.00

    2. You send the quote

    The smart thermostat and variable-speed upgrade are optional lines, so the client can compare the base system and the upgrade on one quote.

  3. ✓Quote acceptedSigned online by the client
    Total$10,170.00
    Deposit paid by card$5,085.00
    Balance due$5,085.00

    3. They sign and pay the deposit

    They pay your 50% deposit by card, Apple Pay or Google Pay. They are emailed a signed PDF (you can download it from the job), and you collect the rest by card payment link or record cash or e-transfer.

Deposits

Deposits and payment terms for HVAC jobs

HVAC installs often take a large deposit because equipment is bought before the install. 50% down with the balance on completion is common, and bigger jobs are often split into thirds. Some areas cap home-improvement deposits, so check local rules. Rebate programs and tax credits change often and many need specific equipment and paperwork, so it helps to confirm what applies before you quote.

How deposits work in Quote Falcon

You set your usual deposit once: a percentage, a fixed amount, the full price, or payment stages for bigger jobs. Clients pay by card, Apple Pay or Google Pay through your own Stripe account.

Optional lines. The client can tick or untick optional lines on their quote page, and the total and deposit update. If they want something else changed, they ask from the quote page and you send a new version for them to sign.

Quote Falcon
$0

No subscription, no plans, nothing to upgrade to.

1%

only on card payments clients make through Stripe, on top of Stripe's own fee. Cash, e-transfer and cheques: no fee.

Everything's included

  • Your own quote page with questions for your trade
  • Photos with every request, up to 10
  • Itemized quotes with saved lines and tax
  • Optional lines clients tick themselves
  • E-signatures with a signed PDF
  • Card deposits and payment stages
  • Follow-ups when a quote goes quiet
  • Calendar you can share with your crew
  • Website button or built-in form
  • Spam protection on every form
FAQ

Common questions

What questions to ask when replacing an HVAC system?

Owners usually need the home's size, storeys and fuel, plus the age of the current system. Whether there's ductwork, where the equipment sits and any comfort problems matter too. Quote Falcon's HVAC form asks all of these, and clients can add photos of the unit label and the space around it.

How much does it cost to replace a furnace for a 2000 sq ft house?

Many guides put a gas furnace replacement roughly between $4,000 and $8,000 installed, with high-efficiency or variable-speed models costing more. Venting changes, access and ductwork can push it higher. Prices vary a lot by area, so treat any range as a starting point.

What is the $5000 rule for HVAC?

It's a rule of thumb: multiply the repair cost by the age of the unit in years, and if the result is over $5,000, replacement is often the better buy. It's a simple guide for homeowners, not a strict rule, but it comes up often when clients ask whether to repair or replace.

Can I give good, better and best options on one HVAC quote?

Partly. Optional lines are add-ons the client ticks, not a pick-one choice. Quote the base system as regular lines and add upgrades, like a variable-speed furnace or a smart thermostat, as optional lines priced at the extra cost. For two different systems, such as a furnace and AC versus a heat pump, use Copy as new quote and send a second quote.

How much deposit do HVAC contractors take?

Many installers ask for about half up front on new equipment, with the balance due at completion, and split large projects into stages. Quote Falcon supports a percentage, a fixed amount, full payment or 2 to 6 payment stages, paid by card through your own Stripe account.

Does Quote Falcon handle HVAC service calls or maintenance plans?

No. Quote Falcon is built for jobs you price before you start, like installs and replacements. There are no service plans, recurring visits or emergency dispatch. Many installers use it for replacement quotes and keep their service work in another tool.

Make your free HVAC quote form

Your form starts with the questions above. Setup takes a few minutes and there's no credit card or subscription.

Create your free quote form