Bid Proposal Creation for HVAC

The Bid Proposal Creation workflow supports HVAC contractors by standardizing how proposals are prepared and presented. It includes detailing system specifications, equipment lists, labor estimates, schedules, and compliance requirements. Managers review proposals for accuracy, profit margins, and alignment with estimates. By using this workflow, HVAC companies reduce disputes, protect profitability, and improve efficiency. Clients benefit from transparent proposals that set clear expectations. Teams gain accountability through documented approvals and consistent formatting. With this workflow in place, HVAC contractors can strengthen professionalism, improve credibility, and deliver projects more reliably while securing more wins through polished, detailed proposals.

Review the final estimate and scope of work

Confirm bid requirements from the client (format, delivery method, inclusions)

Draft the proposal document using a standard template

Clearly outline scope of work, exclusions, and assumptions

Include a detailed breakdown of pricing or lump sum total as required

Add project schedule, milestones, and expected start date

Attach required documents (licenses, insurance, references, etc.)

Include terms and conditions, payment schedule, and warranty info

Review proposal internally for accuracy and completeness

Format and proofread for professionalism and clarity

Submit bid via email, portal, or sealed delivery based on client instructions

Confirm receipt with the client or GC

Log the bid submission in tracking system

Follow up before or after bid deadline to check status or answer questions