SOP Templates > HVAC > Sales > Proposal Creation & Submission

Proposal Creation & Submission for HVAC

This Proposal Creation & Submission process gives HVAC contractors a structured approach to preparing accurate, professional bids. It involves documenting system requirements, equipment options, installation timelines, and costs in a standardized format. By following this process, HVAC companies ensure proposals are consistent, clear, and competitive. The system helps sales teams reduce errors, respond faster, and set realistic expectations with clients. For customers, the result is transparent communication that builds trust. With standardized proposals in place, HVAC contractors can improve conversion rates, maintain profitability, and scale operations more effectively while presenting themselves as professional and reliable industry experts.

Review lead information and project scope

Confirm any missing details with the client (budget, timeline, special requirements)

Gather material and labor cost estimates

Identify any subcontractor or vendor pricing needed

Draft the proposal document (scope of work, pricing, terms)

Include any required licenses, insurance, or company credentials

Add timeline estimates and payment schedule

Double-check numbers, scope, and formatting for accuracy

Have proposal internally reviewed, if needed

Send proposal to client (email, portal, or in-person delivery)

Confirm client received and understood the proposal

Track status (sent, reviewed, accepted, declined)

Follow up within a set timeframe if no response

Update CRM or tracking system with proposal outcome