Quoting AC Replacement Across a Multi-Unit Apartment Building, Unit by Unit, in One Estimate
A property manager wants every apartment's old condenser and air handler swapped, but each unit is a little different: some are 1.5-ton, some 2-ton, a few have a bad lineset or a rusted disconnect that needs replacing too. R-Pro's field app lets you walk the building, scan each nameplate, and capture the real condition unit by unit, while the office ERP turns all of it into one clean estimate with itemized lines the manager can actually approve.
On-site: walk the building and capture each unit accurately
- Scan the nameplate on every condenser and air handler so model, tonnage, refrigerant (R-410A vs older R-22), and serial auto-fill into a per-unit record — no squinting at a faded plate and retyping it for unit 4B
- Log each apartment as its own line: 1.5-ton vs 2-ton, straight swap vs needing a new lineset, disconnect, pad, or whip — the differences that make unit 7C cost more than unit 7A
- Use voice memos at the panel ('access through the closet, 30 ft lineset run, second floor, no crane needed') so quoting details aren't lost between 24 units
- Photograph existing equipment and conditions per unit for your records and to back up the line items if the manager questions a charge
- Everything works fully offline — basements, mechanical rooms, and dead-signal stairwells don't stop you from finishing the walkthrough
In the office: one itemized estimate, priced unit by unit
- Build a single estimate with an itemized line for each apartment — equipment, labor, lineset, disconnect, refrigerant, permit — so the manager sees exactly what each unit costs and what the building total comes to
- Pull standard line items from inventory and suppliers so a 2-ton condenser, air handler, and 410A charge price consistently across all 24 units instead of guessing per unit
- Group repeating units (all the 1.5-ton straight swaps) and break out the exceptions (the three that need a new lineset) so the quote is both detailed and easy to read
- Apply your own country's tax — set the name and rate yourself (VAT, GST, sales tax) — and convert the approved estimate straight into an invoice or tax invoice
- Issue partial invoices as floors get completed, and the customer ledger tracks what the building owner has paid against the full multi-unit job
The connection: field walkthrough becomes office books, no double entry
- Each unit you captured on site flows into the estimate automatically — you're not re-keying 24 nameplates and 24 sets of notes into a spreadsheet back at the desk
- When the manager approves the quote, it becomes an invoice and the sale lands in your accounting without retyping; purchases of the condensers and air handlers post against the job as expenses
- Parts pulled for the building draw down inventory, and purchase orders to your supplier stay tied to this one multi-unit project
- Net profit on the whole building job is visible — total revenue minus equipment purchases, expenses, and labor — so you know the margin before you commit to a 24-unit price
- One subscription, 10 languages, both tools working as one: the field app handles the on-site reality and the office ERP handles the money and the paperwork
Quote the whole building, then run the books — with one tool
R-Pro is two strong tools that work together. The field app scans every unit's nameplate, captures condition unit by unit, and works fully offline as you walk the building. The office ERP turns that walkthrough into one itemized, unit-by-unit estimate, then invoices, taxes, inventory, and accounting — so the multi-unit job you quoted lands in your books automatically. One subscription, 10 languages.
Get R-Pro →FAQ
How do I keep 24 nearly identical units straight in one quote?
Capture each apartment as its own record on site by scanning the nameplate, so model, tonnage, and refrigerant auto-fill per unit. In the office ERP you then build one estimate with a separate itemized line per apartment — group the identical straight swaps together and break out the exceptions (a new lineset, a bad disconnect) so the manager sees a clean total and the per-unit detail behind it.
Can I bill the building owner in stages as floors get finished?
Yes. The approved estimate becomes invoices in the office ERP, and you can invoice progressively as floors are completed. The customer ledger tracks what's been billed and paid against the full multi-unit job, so you always know the outstanding balance on the building.
What if some units are older R-22 systems and some are R-410A?
Scanning the nameplate captures the refrigerant type per unit, so the field record reflects reality. That carries into the estimate, where older units that need extra work — different equipment, recovery, or a lineset change — get their own priced line instead of being lumped in with the straight 410A swaps.
Do I have to re-enter all the units back at the office?
No. The nameplate scans, per-unit notes, and voice memos you captured on site flow into the office ERP automatically. You build the estimate from that data instead of retyping it, and once the quote is approved it converts to an invoice and posts to your accounting without double entry.