- Services
- Case Study
xCaliber Mobile App for HVAC Quotes, Proposals, and Sales Appointments
xCaliber is a custom mobile app built for HVAC and home service sales teams that need a faster path from appointment to quote. Reps can manage their schedule, capture job details, build quotes through a guided workflow, and generate customer-ready proposals. The app also connects with Bitrix24 for CRM data and inFlow for inventory and pricing, so customer records, item availability, and quote details stay consistent for small and midsize businesses in the US and Canada.
Quote faster, stay consistent, and close with confidence.
HVAC Quoting Workflow Transformation
Before xCaliber Mobile App
Before xCaliber, HVAC sales reps often built quotes using manual notes, spreadsheets, and repeated calls back to the office. Customer details lived in the CRM, product availability lived in separate lists, and pricing rules were not always applied consistently across the team. During a home visit, reps had to re-check items, confirm pricing, and re-enter information later just to produce a clean proposal. That extra effort slowed quote turnaround and increased the chance of mistakes, especially when customers wanted an answer on the spot for urgent replacements.
Scheduling and follow-ups created more friction. Appointments were tracked in separate calendars, next steps were stored in reminders or messages, and key details could get lost between the visit, the quote, and the final proposal. Reps often had to rebuild the quote after leaving the site, verify stock and pricing manually, and chase approvals before sending the final PDF. As lead volume grew, this led to delays, inconsistent quote quality, and missed opportunities during peak season.
After xCaliber Mobile App
After launching xCaliber, quoting became a guided mobile workflow that starts with appointments and ends with a customer-ready proposal. Sales reps can manage their calendar, open the customer record, capture job details, and build quotes step by step so the same information is collected every time. By pulling customer data from Bitrix24 and using inventory and pricing data from inFlow, the app helps keep quotes accurate and consistent without switching between tools. This shortens turnaround time and reduces corrections before the proposal goes out.
xCaliber also improved follow-through. Reps can track the next action after each visit, generate polished proposal PDFs, and move opportunities forward faster with fewer handoffs to the office. Scheduling, quote updates, and document sharing stay organized in one flow, which reduces dropped details and makes the sales process more repeatable. The result is faster closes, cleaner records, and a more consistent customer experience for HVAC and home service businesses in the US and Canada.
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Key Features
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Calendar and Appointment Scheduling
Plan visits, view daily workload, and keep sales activity organized in one place.
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CRM Sync with Bitrix24
Pull customer and contact details from Bitrix24 to reduce re-entry and keep records consistent.
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Guided HVAC Quote Workflow
Step-by-step quoting flow that standardizes how reps capture job details and build proposals.
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Job and Home Details Capture
Record site information, existing equipment details, and installation notes to support accurate recommendations.
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Product Catalog, Pricing, and Availability via inFlow
Use inFlow data for item selection, pricing, and availability so quotes reflect what can actually be delivered.
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Multi-Option Proposals
Build multiple package options so customers can compare choices during the same visit.
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Pricing Tiers, Taxes, and Discounts
Apply consistent pricing rules and discount logic to reduce mistakes and rework.
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Discount Approval Workflow
Flag quotes that exceed thresholds and route them for approval before sending to the customer.
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Proposal PDF Generation
Generate polished, customer-ready proposal PDFs directly from the quote.
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Email and Print Support
Send proposals immediately or print on-site to speed up decision-making.
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Follow-Ups and Next-Step Tracking
Track next actions after each visit so opportunities keep moving forward.
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Admin Configuration
Manage users, pricing rules, discount limits, and other configuration settings that keep quoting consistent.
Mobile app development for SMBs
Build a mobile app that is simple to use and ready to scale. We help you shape the scope, map the user journey, and plan the right features so the build stays focused. You start with a consultation and a high level range for budgeting, then Discovery confirms scope so you can move forward with a fixed price and a reliable timeline.
Delivery Approach
At-Cost Discovery Phase
We began by validating the real workflow an HVAC sales rep follows during a customer visit, from appointment details to quote building, option selection, pricing rules, and proposal delivery. In Discovery, we assessed the major feature areas and prioritized the steps that directly impact speed, accuracy, and consistency in the field. We removed non-essential items to optimize cost, then produced mobile-first wireframes and a detailed specification that defined data flow, roles, validations, and approval rules. We also planned the Bitrix24 and inFlow integration points early so quoting could happen with minimal manual lookups.
Fixed-Price Development
After Discovery sign-off, we delivered the app under a fixed-price plan with a clear timeline and milestone checkpoints. Each milestone included a working demo and hands-on testing against real quoting scenarios to confirm that calculations, pricing, and proposal output matched expectations in the field. We built the core quote workflow first, then added follow-ups, approvals, and admin configuration based on feedback from sales reps and managers. This kept delivery predictable and ensured the app was ready for daily use by HVAC and home service teams in the US and Canada from day one.
A delivery approach that optimizes cost by focusing on essentials, while still producing a reliable quoting workflow that scales.
Impact
With xCaliber in place, HVAC sales teams reduced time spent building quotes and improved proposal consistency across reps. The guided quote flow helps ensure job details, options, pricing, and discounts are captured the same way every time, which reduces rework and last minute corrections. By using Bitrix24 for customer records and inFlow for item pricing and availability, the app also reduces manual lookups and helps prevent quoting mistakes that slow down the close.
The result is faster quote turnaround during customer visits, cleaner follow-ups after appointments, and a more repeatable sales process. Teams can send polished proposal PDFs sooner, handle approvals without delays, and keep opportunities moving forward with fewer handoffs to the office. This supports stronger conversion rates and a smoother customer experience for HVAC and home service businesses in the US and Canada.
Screens
A quick look at the mobile screens used by office staff and field team.
Fixed price. Clear plan.
From Estimate to Certainty. After your free consultation, we provide a rough, non-binding estimate to help with budgeting. Once Discovery is complete, you get a fixed-price quote and a guaranteed timeline. No surprises, no scope creep, no unexpected costs.