Toolcie
on Capterra

Quoting and invoicing software for HVAC contractors

Price your heating and cooling installs, separate equipment from labor, and get quotes signed online right at the site visit.

Start for freeDownload

Free plan available. No credit card required. Cancel anytime.

Built for HVAC installers

From the site visit to getting paid, every tool for your heating and cooling installs

Fast install quotes

Build your HVAC quote during the site visit and send it right away.

Equipment + labor

Separate supplied equipment from labor hours on distinct lines in the same quote.

Multi-rate tax

Reduced or standard rate depending on the type of work and your country.

Electronic signature

Get quotes signed online from any device — ESIGN & UETA compliant.

Deposits at order

Collect a deposit when equipment is ordered and the balance once the install is done.

Online payment

Get paid straight from your invoices via 30+ payment methods.

Structured quote

Equipment and labor, clearly separated

An HVAC quote always details the supplied equipment and the install hours. In Toolcie, organize your quote into distinct groups: supplies on one side, labor on the other. Each group shows its own subtotal, and the client clearly understands what they’re paying for.

  • An “Equipment” group with boiler, controls and accessories
  • A “Labor” group with install hours and commissioning
  • Automatic subtotals per group
  • Reduced or standard tax rate depending on the line
Deposit at order

Get paid as soon as the equipment is ordered

Installing a boiler or a heat pump is a significant investment. From your accepted quote, issue a deposit invoice when the equipment is ordered. The balance invoice is generated once the install is complete, automatically deducting the deposit already received.

  • Deposit when equipment is ordered (boiler, heat pump, controls)
  • Automatic balance calculation after deducting deposits
  • Separate commissioning invoice if needed
  • Credit note in one click if cancelled or changed

Even more features

Everything you need to manage your HVAC installs from quote to payment

HVAC install quotes

Create and send a quote from the site visit in a few minutes.

Equipment and labor

Distinct items for supplies and install hours in the same quote.

Multi-rate tax

Reduced, standard or reverse-charge, different per line.

Optional groups

Offer options (smart controls, maintenance). Your client chooses.

Install photos

Add photos of the existing setup or the equipment you propose.

Deposits and balances

Deposit invoices at order, balance once the work is done.

Automatic balance calculation

The balance is calculated by deducting the deposits already received.

Electronic signature

Drawn, uploaded or typed. Timestamped certificate embedded in the PDF.

Online payment

30+ international and local payment methods.

Due-date alerts

Get notified when a due date is approaching or has passed.

Mobile access

Manage your quotes and invoices from your phone on the job site.

Accounting export

Export your data as CSV or PDF to send to your accountant.

Multi-user

Collaborate with your team and set access rights.

Multi-currency

Invoice in your clients’ currency: USD, GBP, EUR and many more.

Tax compliance

Compliant with tax regulations wherever you operate.

Installable app

Create your quotes on site from your phone or tablet.

How does it work?

From HVAC quote to payment in 3 steps

1

Build your quote

Detail equipment and install hours at the site visit, apply the right tax, and send in a few minutes

Equipment + laborRight tax rateSend from the site
2

Your client signs online

They receive the quote by email and sign it electronically from their phone or computer

Email deliveryE-signatureOnline viewing
3

Invoice and get paid

Issue a deposit when the equipment is ordered and the balance once the install is done

Deposit at orderBalance invoiceOnline payment

Results that speak for themselves

Join the professionals who have already accelerated their business

+2,000

Professionals

Tradespeople, freelancers and businesses trust us

+300,000

Quotes generated

Thousands of quotes created every month with Toolcie

×5

Quotes accepted faster

Your clients sign online in a few clicks

They manage their installs with Toolcie

Professionals from every industry share their experience

“I've been using Toolcie for several years in my business. It's a reliable tool that saves me valuable time managing quotes and invoices. Onboarding is simple and daily use is smooth.”

ML

Manuela L.

Marketing · Small business

“Great app, especially for a craftsperson wanting to send quotes and invoices from the workshop or a job site. The cloud is reliable, the interface logical, and it runs on smartphone and tablet.”

TR

Tobias R.

Arts & crafts · Self-employed

“The software is intuitive, easy to learn, and saves time when preparing quotes. My overall experience with Toolcie has been very positive.”

TT

Tejsir T.

Construction · Self-employed

Capterra
4.8/5
Recommended on Capterra

Simple, transparent pricing

Start for free, upgrade as you grow

Free

To get started

$0 /mo

  • 3 quotes and 3 invoices / month
  • 20 contacts and 20 items
  • 15 document templates
  • Real-time PDF preview
  • Send by email
  • Mobile and desktop app
  • Email support
Start for free

Basic

For freelancers

$8 /mo

Billed yearly

  • 10 quotes and 10 invoices / month
  • Unlimited contacts and items
  • Electronic signature
  • Online payments
  • E-invoicing
  • White label
  • Free read-only users
Start for free
Most popular

Pro

For teams

$14 /mo

Billed yearly · per user

  • Everything in Basic +
  • Up to 25 users
  • Unlimited quotes and invoices
  • Roles and permissions management
  • Real-time collaborative editing
Start for free

Enterprise

Custom

Custom

  • Everything in Pro +
  • Unlimited users
  • Phone support
  • Custom development
  • CRM / ERP connector
Contact us

14-day free trial · No credit card required · Cancel anytime

Frequently asked questions

Everything you need to know about Toolcie for heating and cooling

In Toolcie, create distinct items for your equipment (boiler, circulator, thermostatic valves, controls) and your labor (install hours, commissioning). You can also organize your quote into groups: supplies, install, commissioning. Subtotals per group are automatic.

The applicable rate depends on the type of work, the kind of building, and the regulations in your country. Toolcie lets you set the right rate per line or per group, based on your country and your activity.

Yes. Once your quote is signed by your client, open it in Toolcie and click “Convert to invoice.” Choose “Deposit” (for example when the equipment is ordered) and set the amount. The balance invoice is issued once the install is complete, with automatic deduction of the deposit.

Toolcie works from your phone or tablet. Build your quote during the site visit, add your equipment and install hours, and send by email right away. Your client gets a link to view and sign the quote online — no printing required.

Yes. Toolcie’s electronic signature complies with the ESIGN Act, UETA, and the European eIDAS regulation. The timestamped certificate is embedded in the PDF. The signature carries full legal weight wherever you operate.

Discover our solutions

Tools for every part of your business management

Quoting software

HVAC install quotes, equipment and labor, electronic signature. Every feature for the heating and cooling pro.

Learn more

Invoicing software

Deposits at order, balance invoices and online payment. Manage the full financial cycle.

Learn more

Quote templates

15 free templates to customize with your colors, logo and terms.

Learn more

Start your 14-day free trial

Join more than 2,000 professionals who save time every day with Toolcie.

Start for freeDownload

Free plan available. No credit card required. Cancel anytime.

HVAC quoting software: boilers, heat pumps and air conditioning

Toolcie lets HVAC contractors build detailed quotes for their heating, ventilation and cooling installs. Separate supplies (boiler, circulator, controls) from labor on distinct lines, apply the right tax, and send for electronic signature from your phone.

Parts and labor in a heating quote

An HVAC install quote always details the supplied equipment (boiler, heat pump, emitters) and the labor time. In Toolcie, create distinct items for each line or organize your quote into groups by type of work. Subtotals are automatic and the client clearly understands the pricing.

Tax on heating and cooling work

The tax rate on your heating installs depends on the type of work and the kind of building. Rates vary by jurisdiction. Toolcie lets you set the right rate per line, so your invoicing stays accurate from the first quote to the final balance.

Deposits for large heating installs

Installing a boiler or a heat pump is a significant investment, so staged invoicing with deposits is common in this trade. From an accepted quote in Toolcie, generate a deposit invoice when the equipment is ordered, then the balance invoice once the install is complete.

Free invoicing software for HVAC contractors

Toolcie’s free plan is available with no commitment. Build your first HVAC install quote, send it for signature, and convert it to an invoice today, with no credit card.