Equipment, parts, and supplies quoted same day, all season long.
Contractor emails, model number lists, and job packages become ERP-ready quotes with your pricing applied, so peak season stops burying the desk.
Quoting.ai Supply is AI quote and order entry for HVAC distributors. It reads RFQs from email, PDF, WhatsApp, fax, and voice, matches equipment model numbers, parts, and supplies to your catalog with customer price levels applied, and writes quotes into your ERP with your team approving every line. Setup is two steps: connect your inbox and upload inventory.
The desk this is built for
- Peak season doubles RFQ volume overnight, and the desk that kept up in April is declining work in July. Distributors we talk to turn away 30 to 50 percent of inbound RFQs when capacity runs out.
- A job package mixes a condensing unit model number, a coil, a lineset, and forty small parts. Each line needs the right match and the right price level, and it all gets retyped by hand.
- Model number typos and superseded parts eat the afternoon. One digit off and the wrong unit ships to a job site.
How does it match HVAC model numbers and parts?
Matching runs against your item file, so model numbers, AHRI-matched systems, and superseded part numbers resolve to what you actually stock. A typo in a model number surfaces the nearest valid candidates for a human pick instead of a silent wrong match. Supersessions flag the replacement part with the original noted on the line.
Can it handle mixed equipment and parts quotes?
Yes. A single RFQ with equipment, accessories, and consumables drafts as one structured quote with your margin and price level logic applied per line. The contractor gets one clean document, and your ERP gets one real order when it converts.
What happens in peak season?
The system does not get tired in July. Drafting capacity scales with volume, so the constraint becomes how fast your team can hit approve, not how fast anyone can type. Quotes we see distributors handle in about 30 minutes of desk time draft in minutes.
Who approves what ships?
Your counter and inside sales team, in one approval inbox with the Human Edit Rate visible. Start in Assist mode, move to Guarded when your rules and your numbers say so. Nothing goes out the door on Autopilot until you turn it on.
Questions from desks like yours
Does it know about superseded and replacement parts?
Supersession data comes from your ERP item file and cross-reference lists. When a requested part is superseded, the quote drafts the replacement and flags the substitution for your approver to confirm.
Can contractors send photos of rating plates or parts?
Photos go through the same intake as PDFs. Legible model and serial plates resolve to catalog matches; unclear images are flagged for a human instead of guessed.
We sell across price levels and contract pricing. Handled?
Yes, price levels are applied from your ERP data per customer, per line. Unresolvable pricing is flagged, never invented.
Which ERPs are live?
DDI Inform and Spruce are live today. Epicor, NetSuite, and SAP are in development, and the custom path covers anything else. Every integration page states honestly what syncs.
See it on your own RFQs
Connect your inbox, upload inventory, book the kickoff call. Two steps and a human, that is the whole setup.