Creating a Proposal: Step-by-Step Checklist
An 8-step checklist for building, customizing, and sending a quote to your customer. Print this page and keep it at your desk for quick reference in the field.
This checklist follows the full quote workflow from customer entry to live presentation. Use it as a quick reference while you're learning the system, or as a refresher when training new sales team members.
1. Enter Customer Info
Navigate to Quotes → New Quote. Type the customer's name, email, phone, and address.
☐ If connected to ServiceTitan or Housecall Pro, search by name — it auto-fills from your CRM.
☐ Use a real email and phone number so the customer receives the quote directly.
2. Choose What You're Quoting
Select the system template (AC & Furnace, Heat Pump, Dual Fuel, etc.) and enter the specs.
☐ Set the tonnage, BTU, cabinet size, and airflow configuration.
☐ Optional: run a load calculation if you need sizing data.
☐ Click Create Quote — four tiered options generate automatically.
3. Review Your Equipment
Check each tier to make sure the right equipment populated.
☐ A green AHRI number means a valid matchup. Click it to view the certificate.
☐ Click any equipment piece to swap it for a different model.
☐ Use Recommended Selections to search by model number or AHRI for rebates.
☐ Click Regenerate on the feature description if you changed equipment.
4. Add Services & Upgrades
Scroll down to add Services, Install Supplies, and Upgrades.
☐ Services = visible to the customer, price included (labor warranties, electrical, inspections).
☐ Install Supplies = hidden from the customer, price included (fittings, line sets, material kits).
☐ Upgrades = optional toggles the customer can add (air purifiers, UV lights, duct cleaning).
☐ Click Copy Across Tiers so every option gets the same items.
5. Check Your Pricing
Click Show Details at the bottom to review the full cost breakdown.
☐ Verify your margin, labor hours, commission, and financing fee look correct.
☐ If a number looks off, adjust labor hours on this quote or fix it in Settings → Pricing.
☐ Owners see the full breakdown; salespeople see a healthy/unhealthy indicator only.
6. Add Discounts or Rebates (If Needed)
Scroll to the discount and rebate section below upgrades.
☐ Add instant rebates (dollars off the top) or consumer rebates (customer applies after purchase).
☐ Add any applicable discounts (cash, military, membership, etc.).
7. Preview & Send
Click Preview to see the customer's view. When ready, click Share.
☐ Choose to send the full presentation or pricing only.
☐ The quote is delivered via email and text simultaneously.
☐ The activity log on the right side tracks when the customer opens and views the quote.
[Insert Screenshot: Share quote dialog]
8. Present to the Customer
Click Present to walk the customer through the interactive slideshow.
☐ Use the Hide button to remove tiers that aren't a good fit — narrow to 2 options.
☐ Toggle upgrades on and off live to show how monthly payments change.
☐ When the customer is ready, they select an option, sign the contract, and apply for financing.
Quick Reference
Services = shown, included
Install Supplies = hidden, included
Upgrades = shown, optional
Green AHRI = valid matchup
Always Copy Across Tiers when adding services, supplies, or upgrades.
Need help? Click the blue chat bubble (bottom-right) in SetSale — it goes directly to our team.