Quoting software for HVAC/R distributors
The first heat wave hits.
So does the quote backlog.
HVAC/R quoting software turns a contractor's equipment and parts request into a priced quote. ChannelFlex reads the email, the counter photo, or the phone request your rep typed up, matches model numbers and part lines to your catalog, and drafts the quote for your rep to approve.
Quoting today
Equipment plus parts, and no time to look either one up.
Contractors want the whole system on one quote, and they want it before the next job. Your counter and inside people spend hours a day typing and checking model numbers instead of talking to the customer.
Model numbers typed off the nameplate
A contractor reads the model number off the nameplate on the job, then types it in later from memory, off by a digit or a suffix. Your rep has to work out what they meant, then find the matched coil and the accessories that go with it.
Peak season arrives by phone and counter
The first heat wave or cold snap buries the desk overnight. Many requests never touch email. They come by phone, by text, or as a photo of a list at the counter. The same team quotes all of it, and the job goes to whoever quoted first.
Equipment and parts live in different worlds
Equipment comes from a few manufacturers. Parts, supplies, and refrigeration components come from dozens. One quote has to pull from both, priced correctly, with the right accessories attached and the non-stock lines sourced.
How ChannelFlex handles it
How ChannelFlex handles an HVAC/R request
From a model number and a parts list to a complete quote. A person checks every line before it goes out.
Capture the request
Forward the email or PDF, snap the counter list, or type in the phone request. ChannelFlex pulls out equipment, parts, quantities, and notes.
“3 ton 14.3 SEER2 R-454B condenser + matched coil, 25 ft line set 3/8 x 3/4, 2 contactors 40A, need by Thursday”
Triage stock vs non-stock
Each line is matched to your catalog with a confidence score. Stock prices out. Anything unsure or non-stock is flagged for the rep.
Source the non-stock
Parts you do not stock are routed to your vendor options and grouped by supplier. The rep picks from a short list.
Rep checkpoint
Your rep confirms the equipment match, adds accessories the contractor forgot, and applies their pricing. A person approves every quote before it goes out.
Quote goes out
A complete system quote in minutes, with every line tied to a real part number.
Hand off to the ERP
When the contractor accepts, the quote becomes a sales order in your ERP with no retyping.
Representative example. Companies, people, part numbers, and prices shown are fictional.
Works alongside the ERP you already run
Prophet 21
CloudSuite DistributionEclipse
Business Central
Running something else? We integrate with many more. Mention your stack on the demo call.
Results
What HVAC/R distributors see once ChannelFlex is on the desk.
References available on the demo call.
What it takes to start
Live in weeks, not months
Real requests flowing within two to four weeks of starting. Reps forward requests the way they do today and approve the draft in ChannelFlex; the one new screen is the review checkpoint.
A pilot first, with fair and transparent pricing
Start with a pilot on your own requests and prove it on your desk before you commit. Straightforward terms, explained before you start.
Questions
What HVAC/R teams ask before they book.
ChannelFlex matches the model number against your catalog and scores how confident it is. A clean match prices out. A number that is a digit or suffix off, or that could point to more than one unit, is flagged for your rep with the closest catalog matches shown. Your rep picks the right unit and the matched coil before anything goes out. Nothing is guessed on the contractor's behalf.
Both. Refrigeration components are catalog lines like any other: a TXV, a condenser fan motor, a defrost timer, a filter drier. If the request names a part you stock, it matches and prices out. If it names a part you do not carry, it is flagged as non-stock and routed to your vendor options so your rep sources it from a short list instead of a blank search.
Yes. An email or PDF is forwarded straight in. A photo of the handwritten list the contractor brought to the counter works the same way. A phone request gets typed in by the person who took the call, and ChannelFlex reads it from there. The rep still reviews and approves the quote, whichever way it arrived.
A person, every time. ChannelFlex drafts the quote and shows your rep what matched, what it flagged, and why. The rep fixes anything wrong, adds the accessories the contractor forgot, applies the pricing they know, and sends it. No quote reaches a contractor without a rep signing off.
Distributors are quoting real requests within two to four weeks of starting. ChannelFlex connects alongside the ERP you already run, and the demo call walks through exactly what IT provides. Reps forward the request and review the draft, so most teams can start mid-season without slowing down the desk.
From our founderThe Hidden Cost of Non-Stock QuotesWhy the non-stock lines on an HVAC quote cost more than the parts.See ChannelFlex turn an RFQ into a quote, live.
A 30-minute demo built around representative HVAC/R requests. Have a real one? Send it before the call and we will run it live instead.