Cracking the Quote Code: How Quoting Automation Transforms HVAC/R RFQs

In HVAC/R distribution, winning jobs comes down to one thing: speed and accuracy in quoting. Whether it’s rooftop units for a commercial build or compressors for a service repair, your ability to provide clear, competitive RFQs (Requests for Quotation) is what keeps contractors coming back and what protects your margins.

But let’s be honest: RFQs in HVAC/R are messy. Multiple SKUs, spec sheets buried in PDFs, inconsistent formats, and tight timelines make quoting feel like a guessing game. Many distributors still rely on manual processing of takeoffs and retyping requests, which slows teams down and eats away at margins.

That’s where a sharper approach powered by Distro’s AI quoting automation platform makes all the difference. This guide breaks down how to streamline your RFQ process, eliminate costly mistakes, and deliver quotes that convert.

Decoding RFQs and Takeoffs in HVAC/R Distribution

Unlike a broad RFP, an RFQ is about specifics. Contractors need the exact part, system, or accessory that fits their project at the right price, in the right timeframe. A vague or incomplete RFQ wastes time, creates friction, and ultimately leads to lost business.

The challenge? RFQs rarely arrive neatly packaged. Contractors send requests as PDFs, spreadsheets, emails, photos of handwritten notes, or even scribbles on cardboard. Distributors spend hours doing manual Takeoffs, cross-checking SKUs, and chasing manufacturers for details.

This is where Distro steps in. Our platform automatically reads contractor requests in any format, extracts line items, and matches them to your ERP inventory. No more manual Takeoffs. No more missed items. Just clean, structured data that’s ready to quote — powered by Distro’s AI for distribution.

How Quoting Automation Builds a Better RFQ

A well-structured RFQ does more than request pricing, it reduces ambiguity, speeds responses, and builds trust. Here’s what every HVAC/R RFQ should include, and how Distro’s quoting automation makes it happen:

1. Project & Contractor Information

   • Jobsite, scope, and contact details.

   • Distro automatically captures this info from emails or file attachments, so nothing gets lost.

2. Scope of Work & Specifications

   • Equipment requirements (e.g., tonnage, SEER rating, refrigerant type).

   • Accessories (filters, linesets, controls).

   • Distro enriches each line with spec sheets, warranty details, and AI-generated product descriptions for clarity.

3. Project Schedule & Deadlines

   • Bid submission and delivery windows.

   • Distro connects directly to your ERP to instantly confirm availability and lead times.

4. Additional Requirements

   • Certifications, insurance, or warranties.

   • Distro attaches relevant product docs (AHRI ratings, installation guides) automatically. No manual digging required.

Real-World Impact: What Distributors Are Seeing

Distributors using Distro to modernize their quoting and takeoffs are reporting dramatic results:

• Reducing Manual Workflows

  One HVAC/R distributor used to manually retype contractor requests into their ERP. With Distro’s quoting automation, those RFQs are parsed instantly, eliminating hundreds of manual entries each month. Turnaround times dropped from hours to minutes, freeing staff to focus on customer relationships instead of data entry.

  
  

• Bridging the Knowledge Gap with Distro’s AI for Distribution

  At another distributor, newer counter reps leaned heavily on veteran staff for specs and part lookups. Distro’s AI-powered product search gave junior employees instant access to pricing and technical data. New hires now contribute within weeks, while experienced staff focus on strategic customers instead of repetitive questions.

  
  

• Automating Quoting at Scale

  A commercial quoting team once spent 20–30 minutes pulling line items from complex project docs. With Distro, commercial quoting is automated - PDFs, spreadsheets, and even photos are scanned and turned into pre-filled quotes with integrated product data and certificates. What used to take half an hour now happens in under five minutes, with error rates dropping significantly.

These aren’t small tweaks. They’re game-changing improvements in speed, consistency, and customer trust.

Your HVAC/R RFQ Checklist

Before sending your next RFQ, ask:

• Have we captured every line item from the contractor’s request?

• Did we include detailed specs and relevant codes?

• Are lead times accurate and clearly communicated?

• Did we attach supporting docs (warranty, certifications)?

With Distro’s quoting automation and AI-driven takeoffs, these boxes aren’t just checked, they’re automated.

Closing Thought

Quoting will never be “easy” in HVAC/R, but it doesn’t have to be a source of lost revenue. With the right RFQ structure and tools, distributors can move faster, reduce errors, and build trust that wins repeat business.

That’s why we built Distro: the AI-powered revenue platform that turns messy RFQs and manual takeoffs into streamlined, profitable deals. From automated line-item extraction to instant ERP integration, Distro helps reps quote more, convert more, and capture more margin - proving the power of AI in distribution.