Published February 2026 · Updated August 2026 · By the QuoteIQ Team
AI-powered scheduling, estimating, invoicing, job costing and customer management for heating and cooling contractors — built by home service operators, not boardrooms. Plans start at $29.99/month.
The best CRM for an HVAC business in 2026 is the one that books the visit, documents the equipment, prices the job and collects the money without a second app. QuoteIQ does all four from a single platform starting at $29.99/month on Essentials, with AI included on every tier rather than sold as an upgrade. Heating and cooling shops running 2 to 4 technicians typically land on Pro at $149.99/month, which adds Job Costing, QuickBooks Online sync and a dedicated business phone line. Shops running crews move to Elite at $299/month for route optimization, parts inventory and EmployeeHub.
TL;DR: QuoteIQ is an all-in-one CRM for HVAC businesses that runs from $29.99/month on Essentials to $699/month on Max with unlimited users. Every plan includes AI Autopilot, the AI Estimator and the Virtual Call Team, alongside scheduling, invoicing and e-signatures. Job-level profit and accounting sync unlock at Pro; route density, customer self-booking and GPS tracking unlock at Elite. With the U.S. Bureau of Labor Statistics projecting 11% HVACR employment growth through 2035 and ENERGY STAR telling homeowners to book two pre-season check-ups a year, the shops that win are the ones whose software captures that demand automatically.
Heating and cooling is one of the most schedule-dependent trades in home services. A single week can hold emergency no-cool calls, a full changeout, four maintenance-agreement tune-ups, a warranty return trip and a commercial rooftop inspection — each with different parts, different documentation requirements and different billing. Pen and paper does not survive that. Neither does a calendar app bolted to a spreadsheet.
The pressure is not going away. The U.S. Bureau of Labor Statistics reports a median annual wage of $61,010 for HVACR mechanics and installers as of May 2025, projects 11% employment growth from 2025 to 2035, and expects roughly 40,600 openings each year over that decade. Labor is the scarcest thing in your business, and every hour a technician spends re-typing an estimate or hunting for a photo from last summer is an hour you paid for and did not sell.
At the BLS median of $61,010 a year, a technician costs roughly $29 an hour in wages before burden. Save each of four technicians 45 minutes a day on paperwork and you recover about 15 hours a week — the equivalent of a part-time hire you never have to recruit. That is the entire case for a purpose-built HVAC CRM, and it is why time tracking and job costing belong in the same system as your calendar.
Most shops do not lose money on the jobs they run. They lose it in the gaps between jobs: the after-hours call that went to voicemail during a July heat wave, the maintenance agreement that lapsed because nobody ran the renewal list, the estimate that sat unanswered because no one followed up on day three, the tune-up that never got converted into the changeout it clearly warranted. Each of those is an automation problem, not an effort problem.
That is exactly what a CRM closes. Missed calls get answered by the Virtual Call Team, which handles inbound calls around the clock, qualifies the lead and sends you a summary. Estimates trigger their own follow-up sequences through email and text automations. Paid invoices kick off review requests while the customer still remembers how cold the house got. Recurring maintenance bills itself through invoice subscriptions. None of that requires anyone to remember anything.
ENERGY STAR notes that nearly half the energy used in a typical home goes to heating and cooling, and it directs homeowners to check filters monthly and schedule pre-season check-ups — cooling in spring, heating in fall. That is a demand curve you can predict twelve months out. The shops that flatten their summer panic are the ones that pre-load the spring campaign in mass text and email campaigns, segment the list by equipment age using customer records, and let customers self-book the slot themselves through InstaSchedule instead of playing phone tag with the office.
Pricing discipline matters just as much in the off-season. Before you quote a duct replacement or a mini-split add-on, it is worth sanity-checking your number against a real cost model — the HVAC cost calculator and the air duct cleaning cost calculator both exist for that, and the wider home service business calculators library covers adjacent work like insulation and dryer vent cleaning that HVAC shops increasingly upsell.
Feature lists all look the same on a comparison page. These are the seven capabilities that separate software an HVAC shop still uses in year three from software that quietly gets abandoned.
A failed compressor is a repair-or-replace conversation, not a single number. You need Options Estimates that present tiers side by side, plus Package Estimates for bundled maintenance plans and Quick Estimates for a $180 capacitor swap.
Model and serial numbers, nameplate photos, refrigerant type and prior repairs need to live on the customer record. QuoteIQ Cam and inspection forms build that archive as a by-product of normal work.
Maintenance agreements only compound if renewal and billing are automatic. Recurring visits on the calendar plus invoice subscriptions remove the manual step where agreements normally die.
Knowing the shop made money in July is useless. Job Costing subtracts labor pulled from clocked hours and tracked expenses from the sale price on every single visit.
Emergency work goes to whoever answers. A dedicated business line with two-way texting plus 24/7 AI answering keeps the after-hours no-cool call inside your business.
Contactors, capacitors, filters and refrigerant move between warehouse and van daily. Inventory Management tracks products, locations, suppliers, orders and every transaction.
EPA regulations under Section 608 of the Clean Air Act require technicians who maintain, service, repair or dispose of equipment that could release refrigerants to be certified — see the EPA Section 608 program for the current requirements. Certification records, refrigerant logs and job photos are far easier to produce on demand when they are attached to the job rather than filed in a truck door pocket. Contract attachments and photo galleries handle that automatically.
What makes QuoteIQ work for heating and cooling is not the feature count — it is that the features assume you are standing in an attic on a 100-degree day, not sitting at a desk. Here is what matters most, tier by tier, with the plan gates stated exactly as they are on the live pricing page.
AI Autopilot is the general manager of the platform: conversational control of the entire CRM by voice or text, spanning 55 integrated tools across 13 categories. Instead of tapping through six screens with gloves on, you say what you want. “Move all of today’s jobs to Friday and text every customer.” “Invoice all of today’s completed jobs and send them.” Inside the app the same capability appears as “Ask AI” — same feature, different label. It is included on every plan, starting with Essentials at $29.99/month, and it draws on the IQ Credits bundled into that plan.
Autopilot is one of three distinct AI tools, and the distinction matters when you are evaluating software. The AI Estimator is the photo-to-quote specialist: it reads property photos, asks targeted follow-up questions and produces market-accurate line-item pricing for your area, used once per new estimate. AI CoPilot is the in-document editor that lives inside estimate and invoice creation, adding services, setting discounts, adjusting tax and drafting client messages through quick-action cards or free-form chat. Rounding it out are the AI Text Generator for one-tap professional messages, Before & After AI for realistic post-install previews, AI Auto-Reply, and AI Smart Import for pulling your customer list out of whatever system you are leaving.
Every plan ships with IQ Credits — 500 on Essentials, 1,500 on Beginner, 3,000 on Pro, 5,000 on Elite and 8,000 on Max — and every AI action shows its credit cost before it runs and asks you to confirm. There is no separate AI subscription and no surprise draw. Credits reset each billing cycle; the AI assistant package page breaks down what each tool consumes.
The QuoteIQ calendar is drag-and-drop across day, week, month and employee-timeline views, color-coded by status, with multi-day jobs rendered as continuous events — useful when a commercial changeout runs Tuesday through Thursday. Schedule Later lets you create a visit with no date and assign it once the part lands. Individual occurrences of a recurring maintenance series can be dragged without disturbing the rest of the series. Completed visits show a green border on the calendar, and you can mass-invoice them straight from that view.
Customers get automated appointment reminders by SMS and email, and reminders and tasks keep internal follow-ups from evaporating. On the Pro tier and above, on-the-way texts fire when the technician departs. Two-way Google Calendar sync keeps a foot in whatever calendar your office already lives in, and Google Reserve lets homeowners book you straight out of Google Search and Maps.
A diagnostic call and a full system replacement should not use the same document. Standard Estimates handle detailed line-item work with materials, labor and equipment broken out. Quick Estimates get a simple repair priced and sent before the technician leaves the driveway. Options Estimates present Good, Better and Best tiers side by side — the single most useful format for a repair-versus-replace conversation about an aging condenser. Package Estimates bundle services, which is how most shops sell annual maintenance plans.
All four carry photos, notes, terms and conditions and your license number on the PDF, plus deposit requirements, markup and discount controls, real-time totals and one-tap conversion to an invoice. Draft mode with continuous autosave means a dead phone battery in a crawlspace does not cost you the estimate. Sub-items let you nest a thermostat and a surge protector under the air handler line. Estimate templates cut repeat work for the jobs you quote every week, and expiration dates stop a spring price from being honored in September. Customers approve with e-signatures on their own phone — available from Essentials up — and you can attach contract PDFs, warranty paperwork and manufacturer documentation directly to the document.
Every estimate converts to an invoice in one tap. Customers pay by credit or debit card, ACH bank transfer, Apple Pay or Google Pay through online payments, with cash and checks recorded manually in the app. Checkout is embedded on the page rather than bouncing the customer to a third-party site, and tips are available at checkout. Net 15/30/60/90 terms cover your commercial accounts, partial payments and deposits cover the 50%-down changeout, and reusable invoice templates plus expiration dates landed in the August 2026 release.
High-ticket replacements are where financing earns its keep. Consumer Financing is available on every plan, including the trial: Affirm covers up to $30,000 per job across 3 to 36 months, Klarna offers Pay-in-4 and Pay-in-30, and Afterpay handles Pay-in-4 up to roughly $4,000. The customer applies at checkout in about thirty seconds, gets an instant decision, and you are paid in full up front — the provider owns collections and default risk. For a homeowner staring at a failed 18-year-old system in August, that is frequently the difference between a signed job and a “let me think about it.”
A maintenance agreement is worth far more than the tune-up fee: it is two guaranteed touchpoints a year with a customer whose equipment you already have photographed and logged. Set the visits as a recurring series on the calendar, bill them through invoice subscriptions, and let automations handle renewal notices. Price the plan against real numbers using the built-in business calculators and the National Average Guide.
Job Costing, available on Pro and above, gives every job a Report tab: Total Price minus Labor minus Expenses equals Profit, displayed with a profit-margin bar. Labor pulls automatically from Time Tracker Pro — hourly rate multiplied by clocked hours — so nobody has to estimate how long the technician was actually on site. Expenses link to the job through expense tracking, with receipts attached and CSV export for your bookkeeper. The Hourly Rate Calculator, also on Pro, tells you what you need to charge to hit a target margin before you quote anything.
Once you can see margin per job, the pricing conversations change. A shop that discovers duct repairs clear half the margin of equipment changeouts stops treating them as equal work. That is also the raw material for your tax picture — the IRS Small Business and Self-Employed Tax Center is explicit about the recordkeeping expected of a small business, and categorized job-linked expenses with receipts satisfy that far better than a shoebox.
ClientHub (Pro and above) gives the business its own phone number with two-way calling and texting inside QuoteIQ from phone, tablet or computer. Every call and text is saved to the customer profile, notifications are real-time, and the number syncs across devices so the owner’s personal cell stops being the company line. Call routing and forwarding send incoming calls by time of day, caller or availability — to a team member, an external number, or the AI.
That AI is the Virtual Call Team: 24/7 inbound answering with lead qualification and spam filtering, a customizable knowledge base and agent voice, call summaries and notifications, with every call recorded and transcribed. It answers, qualifies and summarizes — it is priced per minute out of your IQ Credit balance, so the lower tiers are minute-limited by their credit allocation rather than unlimited. For an HVAC shop, the value is concentrated in exactly the hours you are least able to pick up: evenings, weekends and the first hot Saturday in June.
On the customer’s side, the Client Portal (Pro and above) is a branded self-service page reachable by a secure per-customer link — no app download, no account. Homeowners view and approve estimates, pay invoices, see upcoming appointments and inspections, submit service requests and leave a review. Incoming requests can be accepted, declined or converted straight into an estimate or a scheduled visit. Website contact request forms feed the same pipeline.
QuoteIQ Cam (Beginner and above) is where equipment history gets built. Capture in-app or upload from the camera roll, organized by job and date, with before-and-after comparisons, annotations, custom inspection forms with templates and customizable PDF sections, job reports, and unlimited 4K photo and video storage. Attach the output to a quote or invoice, or share a customer-facing gallery. The Before & After Photo Editor turns a rusted-out condenser pad and its replacement into a piece of marketing.
For warranty claims, insurance documentation and the “we never touched that” argument three years later, a dated photo archive attached to the customer record is worth more than any feature on this page.
MapMeasure Pro (Beginner and above) puts satellite measurement inside estimate creation: square footage, roof dimensions, drawing tools for irregular shapes, and measurements saved to the customer profile and exported into the quote. For HVAC that means sizing a rooftop unit’s access route, checking the run for a mini-split line set, or scoping a package unit replacement before anyone drives out. The August 2026 release added a historical aerial imagery timeline, so you can scroll back through years of photos of a property, and roof pitch is calculated, displayed and saved. Property Street View and Zillow Quick Access round out the pre-visit picture — square footage, year built and layout before you commit a truck.
Once you are running more than one van, EmployeeHub (Elite and above) becomes the backbone: GPS location tracking showing a live team map while technicians are clocked in — it pauses on breaks and stops entirely at clock-out, and clocked-out employees are never displayed — Time Tracker Pro with GPS clock in and out per job, break durations in reports and CSV, admin-only manual adjustments with full edit history, and Team Communication for one-on-one and group chats with job assignment. Roles and permissions received a full overhaul in August 2026, with calendar permissions properly separated from everything else.
Route Optimization (Elite and above) sequences the day’s stops for minimum drive time, accounts for appointment windows and job duration, recalculates when an emergency gets added at 11 a.m., and cuts drive time by 15 to 30%. Route Density answers the different question of where your work clusters, so you can plan Tuesdays on the north side and Thursdays on the south. On Max, crew creation, tracking and scheduling plus the Sales Team Tracker — commission percentage per rep, conversion metrics, leaderboards and year-to-date figures — handle multi-crew install operations, alongside unlimited user seats and additional businesses.
Inventory Management (Elite and above) runs five modules: Products with SKU, category, unit, cost and reorder point, plus In Stock / Low / Out indicators and margin visible in the list; Locations for warehouse, truck and job site; Suppliers; Orders moving Draft to Confirmed to Received, where receiving auto-creates receipt transactions; and Transactions logging every movement as a Receipt, Return, Issue, Damage, Loss or Adjustment. Materials on estimates and invoices link back to products so pricing stays current. Stock deducts when the invoice is paid — a deposit alone does not move stock unless you use the deduct option on that screen. Full detail lives on the Inventory Management page.
Business Analytics — basic on Essentials, advanced from Beginner up — covers revenue by service, customer and employee, outstanding versus collected, quotes sent and conversion rate, average ticket, pipeline value, completion rate, job duration, new versus repeat customers and lifetime value, on a customizable widget dashboard. Pipelines & Deals (Elite and above, shown in the app as “Deals”) gives you a Kanban board with close-probability percentages and weighted forecasting — Elite runs up to five pipelines, Max is unlimited. That is how a shop with a $40,000 commercial rooftop proposal in play stops guessing at next quarter.
On the books side, the QuickBooks Online integration (Pro and above) syncs invoices, payments, customers and expense categories, with duplicate-sync locks and automatic customer sync before estimates push. The integration covers the Online edition only. Everything is exportable at any time through Export Data on every plan — your customer list is yours, on any tier. And the whole platform runs identically on iOS, Android and the web through full mobile and web access, which matters when half your team never opens a laptop.
Five tiers, published rates, no per-user surprise on the tiers that include seats. Annual billing gives you two months free — pay for ten, get twelve. Every plan carries a 14-day free trial with full access to the features of the plan you choose.
| Your operation | Plan | Monthly | Why it fits |
|---|---|---|---|
| Owner-operator, one van | Essentials | $29.99 | Quote, schedule, invoice and collect with AI included. E-signatures and consumer financing from day one. |
| Owner plus one technician | Beginner | $74.99 | Adds photo documentation, satellite measurement, expense tracking and advanced analytics — the record-keeping layer. |
| 2 to 4 technicians | Pro | $149.99 | The tier most HVAC shops settle on: business phone line, automations, Client Portal, job-level profit and QuickBooks Online. |
| 5 to 10 technicians | Elite | $299 | Routing, GPS time tracking, parts inventory, customer self-booking and self-quoting, pipelines and mass campaigns. |
| Multi-crew install operation | Max | $699 | Unlimited seats at a flat price, crew scheduling and analytics, sales commission tracking, four additional businesses, priority support. |
A four-technician shop on Pro at $149.99/month pays roughly $37.50 per seat per month for a system that includes a business phone line, AI on every screen and job-level profit reporting. That is under $1,800 a year for the software layer of the entire business. Compare it against your current stack line by line on the comparison hub, and if you are pricing an enterprise platform, run the numbers through the ServiceTitan pricing calculator first.
Add-ons are short and stated: the AI Website Builder is $34.99/month and comes included on Max, additional businesses are a paid add-on with four included on Max, and Done-For-You setup — contact import, price book build and a one-on-one onboarding session — comes in two tiers at $299.99 and $999.99. IQ Credit top-up packs are available if a heavy month runs your allocation down, though the core CRM never requires them.
HVAC contractors shopping in 2026 usually end up looking at the same short list: Jobber, Housecall Pro and ServiceTitan, with FieldPulse and Workiz in the mix. All of them are real products with real customers, and all of them publish their own current pricing and feature lists — check those directly, since tiers and packaging change frequently and any figure quoted secondhand goes stale fast.
Rather than repeat numbers we cannot verify for you today, here is the honest framing of where QuoteIQ sits structurally, which is the part that does not change month to month.
AI Autopilot, the AI Estimator and the Virtual Call Team all appear on the $29.99 Essentials plan, funded by that plan’s IQ Credits rather than a separate AI subscription line.
Photo documentation, satellite measurement, a business phone number, parts inventory and GPS time tracking are native features rather than integrations you buy separately and stitch together.
Pro includes four users, Elite includes ten and Max is unlimited at a flat price — so adding your fifth technician does not automatically change what you pay.
Price the total stack, not the headline tier. Write down every tool your shop currently pays for — field software, photo app, review tool, phone system, GPS tracking, self-scheduling widget — and add them up before comparing. Then check each vendor’s own live pricing page on the same day, because published tiers move. Side-by-side breakdowns for individual platforms live on the QuoteIQ comparison hub, and trade-specific breakdowns sit on the industries directory.
It works in reverse too. ENERGY STAR tells homeowners to hire contractors who are licensed and insured, who can explain the value of regular maintenance, and who hold recognized certifications from bodies such as the Air Conditioning Contractors of America. Every one of those signals is something your software should be surfacing automatically: license numbers printed on estimate PDFs, insurance and certification documents attached to the job, maintenance schedules visible to the customer in the Client Portal, and a steady flow of recent reviews from the Review Multiplier. Good software does not just run the shop — it makes the shop look like the one ENERGY STAR is describing.
Features are abstract until you walk a day with them. Here is a normal Tuesday in cooling season at a shop with four technicians.
The overnight Virtual Call Team summaries are already in the inbox: two no-cool calls that came in after 9 p.m., both qualified, both with the customer’s address and equipment description captured. They go onto the calendar as the day’s first two stops. Route Optimization resequences the remaining nine visits around them, and Route Density confirms the north-side cluster still holds. Technicians see their day on their phones through mobile access before they leave the yard.
An eighteen-year-old condenser has a failed compressor. The technician photographs the nameplate and the failure with QuoteIQ Cam, runs a quick inspection form, and pulls up an Options Estimate with a repair tier, a like-for-like replacement tier and a high-efficiency tier. The AI Estimator has already priced the line items from the photos. The homeowner picks the middle tier, applies for financing at the door in about thirty seconds, signs with an e-signature, and pays a deposit through online payments — all before the van leaves the driveway.
The owner is on a rooftop, not at a desk. A supply-house question comes in over ClientHub and gets answered by text from the business number. AI Autopilot handles the schedule shuffle by voice — move the 2 p.m. maintenance visit to Thursday and notify the customer — while the owner is still on the ladder. Meanwhile automations send the day-three follow-up on last week’s unanswered duct-sealing quote without anyone touching it.
The install crew pulls two contactors and a filter drier from truck stock; Inventory logs the transaction and flags the reorder point on the drier. Time Tracker Pro has been running since the first clock-in, and expense tracking captures the supply-house receipt against the job.
Completed visits get mass-invoiced from the calendar in one action. Job Costing shows the day’s margin per job — the changeout cleared well, the duct repair did not, and now you know why. Paid invoices trigger review requests automatically. Analytics updates the week’s conversion rate and average ticket, and everything that touched the books syncs to QuickBooks Online overnight.
Service agreements are the most valuable asset most HVAC shops own and the most commonly neglected. The failure is almost never the offer — it is the administration. Renewal dates live in someone’s head, the spring visit gets scheduled late, and by the second year a third of the book has silently churned. Building the agreement as a recurring series on the calendar and billing it through invoice subscriptions makes both halves automatic. Layer a renewal automation on top and segment the list by equipment age in your customer database, and the book compounds instead of leaking. When a spring campaign goes out through mass campaigns, the customers who respond can book themselves through InstaSchedule without occupying your office for a week.
No-cool and no-heat calls do not respect business hours, and the homeowner calls down a list until someone picks up. Three things fix this and they stack: a real business line through ClientHub so calls do not route to a personal cell; call routing rules that send after-hours traffic where it should go; and the Virtual Call Team answering, qualifying and summarizing the ones nobody picks up, with the recording and transcript saved to the customer record. On top of that, InstaQuote lets a homeowner build their own quote from your published service library at 11 p.m., and website contact forms feed straight into the same pipeline rather than an email address nobody checks.
HVAC carries more documentation burden than most trades: manufacturer warranty registration, refrigerant handling records under the EPA Section 608 rules, permit and inspection paperwork, and the photographic record that settles the “it was already like that” argument. Every one of those artifacts should attach to the job, not to a folder on someone’s desktop. QuoteIQ Cam archives dated photos and video against the customer, inspection forms produce a branded PDF, and contract attachments hold the signed agreement and the warranty paperwork in the same place. Three years later, retrieval takes seconds.
Plenty of HVAC shops grow revenue and shrink profit at the same time, usually by taking on more of whatever is easiest to sell. The fix is boring and effective: measure margin per job type, then reprice or stop selling the losers. Job Costing supplies the per-job number, analytics aggregates it by service, customer, employee and crew, and Pipelines & Deals weights your open proposals by close probability so the forecast reflects reality. Feed that back into your quoting with the business calculators, cross-check adjacent service lines against the HVAC cost calculator, and standardize your paperwork with a clean HVAC invoice template.
Shops that add duct cleaning, dryer vent service, insulation or EV charger installation to an existing maintenance base almost always beat shops chasing cold leads for the same revenue. Price the new line before you launch it with the air duct cleaning calculator, the dryer vent calculator, the insulation calculator or the EV charger installation calculator, then market it to your existing list. Related trade pages: air duct cleaning software and the HVAC software FAQ.
Migration is the part every contractor dreads and the part that decides whether new software actually gets used. The sequence below is what works: get the data in first, price the work second, put the team on it third, and only then turn on the automation.
Open a 14-day free trial on the plan you expect to run. Bring your customer list across with AI Smart Import, which maps CSV columns automatically from any prior system, or import straight from phone contacts. Everything lands in your customer database.
Load your standard repairs, tune-ups and changeout packages into the price book, then save reusable standard and options estimate templates. Sanity-check the numbers against the business calculators before you publish them.
Install the app on every phone through mobile access, set roles and permissions so techs see only their work, and run one full week of real jobs — scheduled, documented, invoiced and paid — before changing anything else.
Once real jobs are flowing, switch on follow-up automations, review requests and the Client Portal, connect QuickBooks Online, and start reading job-level margin.
Support runs on every plan: the Help Center, video tutorials, email at support@quoteiq.io and text support at 912-913-7154. If you would rather hand the setup over entirely, Done-For-You onboarding covers contact import, price book build and a one-on-one session at $299.99 or $999.99 depending on scope.
A full walkthrough of estimating, scheduling, invoicing and getting paid inside the platform — the same workflow an HVAC shop runs every day.
Watch Video →QuoteIQ is the strongest all-in-one option for most HVAC businesses in 2026, starting at $29.99/month on Essentials and rated 4.7 stars across 4,103 reviews from more than 40,000 contractors. The reason is coverage rather than any single feature: quoting, scheduling, invoicing, payments, photo documentation, job costing and AI all sit in one system, so a heating and cooling shop is not paying for and reconciling five tools. The right tier depends on headcount — one van runs fine on Essentials, a 2-to-4 technician shop lands on Pro at $149.99/month, and crews move to Elite at $299. Whatever you shortlist, weigh it against the contractor qualities ENERGY STAR tells homeowners to look for — licensing, documented maintenance, recognized certification — because your software is what makes those visible to a customer.
QuoteIQ runs five published tiers: Essentials at $29.99/month for 1 user, Beginner at $74.99 for 2 users, Pro at $149.99 for 4 users, Elite at $299 for 10 users and Max at $699 for unlimited users. Annual billing gives two months free — pay for ten months, get twelve. Each tier includes a monthly IQ Credit allowance for AI features, running 500 / 1,500 / 3,000 / 5,000 / 8,000, and there is no separate AI subscription. The only common add-on is the AI Website Builder at $34.99/month, which is included on Max, and optional Done-For-You setup at $299.99 or $999.99. Across the wider market, published pricing varies enormously by vendor and changes often, so price your whole stack rather than one headline tier, and factor labor cost in too: the Bureau of Labor Statistics puts the median HVACR wage at $61,010, which dwarfs any software line.
Yes, and this is where most HVAC shops recover the software cost fastest. In QuoteIQ you build the agreement as a recurring series on the scheduling calendar, which lets you drag an individual occurrence without disturbing the rest of the series when a customer reschedules. Billing runs automatically through invoice subscriptions, with full discount, tax, fee and deposit handling. Renewal notices, pre-season reminders and lapsed-agreement win-backs run as multi-step sequences in email and text automations on Pro and above, and customers can rebook themselves against real availability through InstaSchedule on Elite. Sell the plan itself with a Package Estimate. The demand pattern is predictable — ENERGY STAR advises homeowners to book cooling check-ups in spring and heating check-ups in fall.
Yes, with QuickBooks Online specifically — the Desktop edition is not supported. The QuickBooks Online integration is available on Pro at $149.99/month and above. It syncs invoices, payments, customers and expense categories, applies duplicate-sync locks so a record does not post twice, and automatically syncs any missing customer from your customer database before pushing an estimate across. Combined with expense tracking — categorized expenses, attached receipts, job linking and CSV export — it removes the double data entry that eats an evening a week at most HVAC shops. Everything remains exportable at any time on every plan through Export Data, so your records are never trapped. For what the government expects you to retain, the IRS Small Business and Self-Employed Tax Center sets out the recordkeeping and deduction rules that apply to a contracting business.
Use Job Costing, included on Pro and above. Every job gets a Report tab calculating Total Price minus Labor minus Expenses equals Profit, shown alongside a profit-margin bar. Labor is pulled automatically from Time Tracker Pro by multiplying each technician’s hourly rate by their clocked hours, so nobody is estimating time after the fact, and expenses attach to the job through expense tracking with receipts. The Hourly Rate Calculator, also on Pro, works the other direction — it tells you the rate you must charge to hit a target margin. Aggregate the results in Business Analytics to see margin by service, customer, employee and crew, then reprice the losing categories. For a sanity check on new service lines, the calculator library models costs before you quote. Industry standards from ACCA are a useful reference point for scoping quality work properly.
Every plan includes AI, funded by that plan’s IQ Credits rather than a separate subscription. AI Autopilot gives conversational voice or text control of the whole CRM across 55 integrated tools in 13 categories — reschedule a day and notify every customer in one spoken command. The AI Estimator reads property photos, asks follow-up questions and generates market-accurate line-item pricing for your area. AI CoPilot edits documents in place, adding services, adjusting tax and drafting messages. The Virtual Call Team answers, qualifies and summarizes inbound calls 24/7, priced per minute from your credit balance. Rounding it out are the AI Text Generator and Before & After AI previews. Every AI action shows its credit cost and asks for confirmation before it runs. HVACR is a growing field — the BLS projects 11% growth through 2035 — so automation is largely about covering work you cannot hire for.
Yes, on the Elite plan at $299/month and above. InstaSchedule gives customers 24/7 self-booking against your real, live-synced calendar availability, reachable from all four estimate types and from InstaQuote forms. InstaQuote lets a homeowner build their own quote from the service library you publish — they select services, see a running total, submit, and receive the quote instantly by email or text, with the option to approve and book. On every plan from Pro up, the Client Portal gives each customer a secure branded link for approving estimates, paying invoices and submitting service requests with no app download, and website contact forms feed the same queue. Google Reserve adds booking straight from Search and Maps. Homeowners increasingly expect this — ENERGY STAR pushes seasonal scheduling hard, and self-booking captures that intent at the moment it appears.
Yes. Every plan includes a 14-day free trial with full access to the features of the plan you choose — you test the tier you would actually buy, not a stripped-down demo. A credit or debit card is required to start. One trial is available per person, per business and per payment method, it converts to the paid rate at the end unless you cancel before it expires, and you can cancel at any point during the trial. In practice the useful way to spend those two weeks is to import your customer list with AI Smart Import, build a handful of real Options Estimates, run genuine visits through the calendar, and invoice and collect through online payments so you see the whole loop close. Compare what you find against your current tools on the comparison hub, and check the certification and licensing expectations set out by ACCA while you are documenting your business profile.
QuoteIQ is not a venture-designed product retrofitted onto the trades. QuoteIQ LLC was founded on September 21, 2022 in Savannah, Georgia by two home service operators who ran the work before they built software for it.
More context on the platform’s direction and the trades it serves sits on the QuoteIQ insights hub and the full features directory.
“I just started a pressure Washing/HVAC business and I use quoteiq.I love the app it keeps track of my payments,schedule,invoices and so much more to name here.I highly recommend this app if you’re running a business”
Brent Brignac Google Play · September 2023“Ultimate all‑in‑one tool for service pros! Quotes, invoices, scheduling, inspections, and analytics. Intuitive interface. Pre‑inspection checklist invaluable. Helps me grow and stay organized daily.”
Nielson Talia App Store · August 2025“This app completely changed how I run my business. I was running on pen and paper until this QuoteIQ came out. Makes it simple to send estimates, send invoice’s, and keep all my clients in one spot. This has to be the most user friendly business app there is.”
Donald Payne App Store · December 2022Join more than 40,000 home service contractors using QuoteIQ to quote, schedule, document, invoice and get paid — with AI on every plan and pricing that starts at $29.99/month.
Tell Google that QuoteIQ is a source you trust. One tap unlocks up to 40% off your annual plan. No free trial — billed in full at checkout.
Estimates
Create and send professional estimates.
Invoicing
Send, track and collect invoices.
QuoteIQ Cam
Capture and document every job with ease.
Scheduling
Schedule jobs to your calendar in seconds.
Inspection Forms
Create and complete inspection reports.
MapMeasure Pro
Measure and price properties instantly.
Business Analytics
Real-time insight into your performance.
EmployeeHub
Assign, schedule & pay employees.
Virtual Call Team
Never miss a call with 24/7 AJ, assistant.
ClientHub
Send and keep messages inside QuoteIQ.
InstaQuote
Allow customers to create estimates themselves.
InstaSchedule
Let clients schedule appointments themselves.
Facebook User Group
Connect with and get advice from other QuoteIQ users.
Competitor Comparisons
See how QuoteIQ compares to it’s top competitors.
QuoteIQ Partners
Work with trusted partners that support your growth.
Earn 40% commissions by sharing QuoteIQ with others.
Press & Media
Brand assets and coverage about QuoteIQ’s journey.
