Simpro does not print a price list. Its pricing page describes a price built around your team size and chosen add-ons, with monthly or annual billing, so a small HVAC firm gets a quote made of user licences, add-ons and a one-off set-up fee. Ask for each line separately, then compare the three-year total with published-price tools.
Nobody outside Simpro can give you a trustworthy number, and the comparison sites that do are guessing; I have not repeated their figures. I could not open Simpro's own site this month, so what I attribute to it comes from search extracts of its pages and is the vendor's description, not an independent check. The useful question is not what it costs but what total you could justify, and you can set that before the first call.
What a quote-only price is made of
From Simpro's own descriptions, a quote has a base plan plus add-ons, licences sized to your office and field headcount, a one-off set-up fee, and data migration as a separate professional service. A written quote should therefore break into lines you can question one at a time:
| Quote line | What it should cover | The question to put in writing |
|---|---|---|
| Base plan | The platform before any user is counted | Is there a platform fee, and what does it include? |
| Office licences | Dispatch, bookkeeping, owner | Who counts as office, and are report-only users free? |
| Field licences | Technicians on the mobile app | Do apprentices, part-timers and subcontractors need a paid licence? |
| Add-ons | Maintenance scheduling, assets, inventory, reporting, voice notes | Which did you price, which did you leave out, and what does each cost alone? |
| Set-up fee | Onboarding, training, data migration, per Simpro's FAQ | What exactly is inside, and what is excluded? |
| Data migration | Moving customers, sites, equipment and history | Which formats, and what does extra clean-up cost? |
| Training | Days, roles, remote or on site | What does an extra day cost? |
| Integrations | Accounting, payments, supplier catalogues | Which are included and which carry a fee? |
| Support | Response times and channels | Is priority support a paid tier? |
| Card payments | Taking payment in the field, if used | Whose processor, and at what rates? |
| Contract | Term, renewal, notice, price rises | Is there a cap on increases at renewal? |
| Exit | Getting your data out | What format, what fee, and how long is access kept? |
Two lines deserve extra attention in HVAC. Maintenance scheduling and equipment history are the features Simpro's HVAC pages stress: a Maintenance Planner that schedules recurring jobs, tracks service levels per contract and flags renewals, and asset records linked to jobs. If those are add-ons, you need their price on their own. And per-user licensing matters more when half your crew is seasonal, because you want to know whether a licence can be switched off for the winter or must be paid for the whole term.
A must-have sheet: what justifies a quote-only system
The ceiling below only works if you know which features you are paying for. Before any demo, write each need on one line with the point where a published-price tool starts to strain. The thresholds are my rules of thumb, not vendor limits, so adjust them to your firm:
| Need | Where a lighter tool starts to strain | What to make Simpro show |
|---|---|---|
| Maintenance agreements | Past about 100 active agreements, or multi-visit contracts with renewals | A three-visit contract: visits scheduled, renewal flagged, recurring invoice raised |
| Equipment history | Several units per site, or commercial customers | An asset record whose service history opens inside a technician's job on a phone |
| Job costing on installs | Installs lasting several days, with materials and labour to track | Planned against actual cost partway through a live job |
| Quoting options | Rarely a difference; most tools offer good, better and best | A three-option replacement quote built from your own price book |
| Van stock | More than three vans, or a warehouse | Stock moving from a van to a job and triggering a reorder |
| Offline mobile | Plant rooms, basements, remote sites | A technician completing and signing a job with the phone in flight mode |
| Accounting sync | Always | A job invoice arriving in your own accounting package with the right codes |
Count the rows that are real for you. Fewer than three, and a published-price tool is probably enough. Four or more, and a quote-only system has a case that the ceiling can then price.
Set your ceiling from published prices before you talk to sales
A ceiling is the most you could rationally pay over three years. It is not a guess at Simpro's price. You build it from tools that do print prices, then add the value of anything you can name that those tools lack.
Take an HVAC firm with six field technicians and two office users, so eight users, 140 active maintenance agreements tracked in a spreadsheet, and a 36-month horizon. Published list prices from the vendors' own pages, October 2026, for the same eight people:
| Tool and plan | Monthly | 36 months | What the page lists |
|---|---|---|---|
| ServiceM8 Premium | $149 | $5,364 | 500 jobs a month, unlimited users, forms from Growing up |
| Housecall Pro Max, annual billing | $299 | $10,764 | Eight users included, extra users $35; $329 monthly |
| Service Fusion Plus, annual billing | $325 | $11,700 | Unlimited users, job costing, inventory, job photos; $382 monthly |
| Jobber Plus, 10 users, annual billing | $449 | $16,164 | Crew scheduling, Receptionist and Marketing Suite included; $599 monthly |
| Service Fusion Pro, annual billing | $533 | $19,188 | Adds customer portal, eSign, progress billing and recurring invoicing; $627 monthly |
These are price anchors, not feature equivalents. Check each against your must-have list on its own page: Housecall Pro's Max plan lists recurring service plans, for example, while Service Fusion's page mentions recurring invoicing on Pro and does not mention service agreements. A tool that cannot track your agreements is not a benchmark for a system that can.
Now the rule. Ceiling = the 36-month cost of the dearest published tool that covers your must-haves, plus the value of one capability you can name that it lacks. Suppose Service Fusion Pro, at $19,188, covers everything on your list except agreement scheduling with renewal flags. That gap is what a quote-only system would have to justify: it would end a spreadsheet that costs six hours a month at $30 an hour, which is $180 a month, or $6,480 over 36 months. The ceiling is $19,188 plus $6,480, which is $25,668.
The quote's 36-month total is the monthly licence and add-on lines times 36, plus the set-up fee, migration, any extra training, and your own hours at $30 (60 hours is $1,800). If the total is under $25,668, the conversation is about terms. If it is $29,000, the gap is $3,332 and you either remove add-ons, shorten the scope, negotiate, or walk. A ceiling stops a persuasive demo from setting the budget for you.
You can value a different capability the same way. If 8 per cent of your 140 agreements lapse unnoticed each year and each is worth $180 a year in visits, renewal flags protect 140 x 0.08 x $180, which is $2,016 a year, or $6,048 over three years. Use one valuation or the other unless you can show they do not overlap, so the ceiling never counts the same hour twice.
What to do with the answer is simple. Under the ceiling, spend your effort on terms. Up to about 15 per cent over, ask which add-on you could drop and what the line saves. More than 15 per cent over, show the vendor your numbers and ask for a revised quote against your requirements sheet, or step down to the published tools and re-run the demo tasks there.
Per-user maths: what each field user adds over three years
Per-user pricing is where small differences compound. These are not Simpro's prices; they show how any per-user difference scales for eight users over 36 months:
| Difference per user, per month | Eight users, 36 months | One extra user, 36 months |
|---|---|---|
| $5 | $1,440 | $180 |
| $10 | $2,880 | $360 |
| $25 | $7,200 | $900 |
| $50 | $14,400 | $1,800 |
Two uses of the table. First, when two licence types are quoted (office and field), find the field difference and multiply by the number of technicians you really have. Second, ask for the same quote at your current headcount, at two more users, and at two fewer. Where the price steps tells you whether you are being quoted on a tier. A firm that plans to hire an apprentice next spring should see that number now.
Seasonal staff add a third use. Take two technicians who work seven months a year, with a licence at an illustrative $60 a month. Two idle licences for five months cost 2 x $60 x 5, which is $600 a year, or $1,800 over three years. Ask whether licences can be paused, or removed and re-added, without penalty or a new set-up charge.
The quote request to send first
Send requirements before you accept a demo, so the quote answers your questions and not the salesperson's. A filled-in version (names and systems are placeholders):
Subject: Pricing request: HVAC firm, six technicians
Hello [first name],
We are an HVAC service and install firm. Please quote in writing, with each line priced separately.
Users: 6 field technicians (2 part-time), 2 office users (dispatch, accounts), 1 owner who needs reports only.
Work: about 70% residential service and repair, 30% light commercial installs. 140 active maintenance agreements across about 400 sites.
Needs: recurring maintenance scheduling and renewals, equipment history per site, flat-rate quoting with good, better and best options, job costing on installs, van stock, a mobile app that works without signal, and accounting sync with [accounting package].
Please price: licences by type, every add-on needed for the list above, set-up, data migration from [current system], training days, support and any integration fees.
Please also state: contract term, renewal terms, notice period, any cap on price increases, what happens if we reduce users, and the cost and format of a full data export.
Please give a 36-month total, and the same quote at 8 and 10 users so we can see where the price steps.
We plan to go live in [month]. What is your realistic timeline from signing?
Thanks, [your name]
Notice what the email does. It gives enough detail that "contact us" cannot hide behind vagueness, it asks for the same quote at three headcounts, and it asks for a timeline. If the reply comes back as one monthly number, ask for the breakdown again before any call. Here is the difference between a reply you cannot use and one you can (both illustrative):
Unusable: "For a team your size we would be looking at a monthly figure plus onboarding, to be confirmed on a call."
Usable: "Licences: 6 field at [amount], 2 office at [amount]. Add-ons: Maintenance Planner [amount], inventory [amount]. One-off: set-up [amount], migration from [system] [amount], 3 training days [amount]. Term: 12 months, renews annually, 60 days' notice, increases capped at [percentage]. 36-month total: [amount]."
A usable reply lets you compare vendors, test it against the ceiling and put every line to the person who negotiates. The unusable one is a request for a call that you cannot prepare for.
Contract terms that can cost more than the licences
Four terms do the damage, and none of them looks like a price:
- Auto-renewal with a notice window. At an all-in monthly figure of $500 (a placeholder, not a Simpro price), a 12-month term that renews automatically commits you to another $6,000 if you miss a 60-day notice window.
- Uncapped renewal increases. A 7 per cent rise at each renewal on the same $500 gives $6,000, $6,420 and $6,869.40 over three years: $19,289.40 against $18,000 flat, or $1,289.40 more. Ask for a cap in writing.
- No right to reduce users. If you lose two technicians in winter and cannot cut their licences until renewal, you pay for them for months.
- Billing that starts at signing, not at go-live. If go-live is 90 days away and your monthly figure is the same $500, you pay $1,500 for a system nobody is using yet. Ask that licences start at go-live, or at the end of the pilot.
Add exit. Ask what format a full export takes (customers, sites, equipment, job history, maintenance agreements), what it costs, and how long you keep access after you cancel. If the answer is vague now, it will be worse when you are leaving. Simpro says billing can be monthly or annual; ask what the monthly option costs against the annual one and whether it carries a minimum term.
Set-up, training and migration: budget your own hours too
Simpro's FAQ says there is an initial set-up fee covering onboarding, training and data migration, with the price depending on the complexity of your business and the customisation and support you need. Its implementation consultants work remotely or on site, and its pages list training on supplier catalogues, rates, quotes and jobs, and the mobile app. Its articles disagree on timing: one puts a full rollout of platforms like it at 30 to 90 days, another at up to a few weeks.
Plan against the long end, and count back from your busy season. Find the month it normally starts and count back 90 days: a rollout that long has to be finished before then, so signing in the middle of the season is the worst possible moment. Do not forget your own hours: 60 hours at $30 is $1,800, and a double-running period, where the old spreadsheet and the new system both need updating, adds more. If both systems run for four weeks and the office spends five extra hours a week keeping them in step, that is 20 hours, or $600 at $30. Divide the set-up fee plus your own hours plus that double-running cost by 36, and you see what set-up adds to each month of the term.
Price the migration line from your own agreement data
Migration is the line most often left vague, and the one you can size before the vendor does. Export your agreement spreadsheet and read it the way a migration consultant will. Three rows as they typically arrive:
Site | Agreement | Visits/yr | Last visit | Equipment | Filter | Renewal
[site 014] | Gold | 2 | 03/2026 | Furnace + AC, about 2015 | 16x25x1 | 10/2026
[site 027] | gold plan | spring+fall | Apr 26 | Heat pump (outdoor unit replaced 2022) | ? | Oct
[site 031] | Commercial PM | 4 | 2026-07-14 | RTU x3, see old notes | 20x20x2 x6 | 01/2027
Those three rows show the four problems that drive migration cost: one plan written two ways, dates in three formats, equipment in free text with no model or serial, and a renewal month with no year. Count them across the whole sheet before you ask for the migration quote. If 140 agreements need five minutes each to clean, that is about 12 hours of your own time, or $350 at $30, before anything is imported. Put that figure in your 36-month total next to the vendor's migration fee.
A chat assistant can do the first pass if the prompt forbids guessing:
Standardise these rows into these columns: site code, plan (Gold, Silver or Commercial PM), visits per year (a number), last visit (MM/YYYY), renewal (MM/YYYY), equipment type, equipment install year, filter size, notes. Do not guess any value. If something is missing or ambiguous, write [check] and copy the original text into notes.
A typical first result tidies the plan names and dates well, then makes two quiet guesses: it gives site 027 a renewal of 10/2026 although the sheet only says "Oct", and it records the heat pump's install year as 2022, which was only when the outdoor unit was replaced. Both break the prompt's rule, and both would enter the new system looking like facts; the second could later put a wrong age on a warranty claim or a replacement quote. Spot-check every row the assistant marked complete against the original, leave the [check] rows for a person, and never accept an equipment age or serial number the assistant supplied itself.
What to ask about add-ons and AI
Everything shown in a demo should be sorted into three piles: in the base plan, a paid add-on, or not available. Ask for a priced list of every add-on, even those you do not want today, so you can see what growth costs. For HVAC, ask specifically about the Maintenance Planner, asset management, inventory, customer-facing features and any reporting tiers.
On AI, Simpro markets a voice-notes feature called JobScribe and claims it saves 30 to 60 minutes per electrician per day. That figure is phrased for electricians and is a vendor claim; an HVAC technician's notes are a different workload, so test it on five of your own jobs. Ask three things: is it included or priced per user, what does it do with the recordings, and can you switch it off per user?
You can also use a chat assistant as a quote auditor. Paste the quote text, with no customer or personal details, beside your requirements email, and ask for a missing-items list. A prompt and an illustrative first result:
Below are my requirements and a software quote. List every requirement the quote does not mention, every line that is ambiguous, and every assumption you would need to confirm. Then calculate the 36-month total from the monthly and one-off figures in the quote and show the working.
[requirements]
[quote text]
Not mentioned: apprentice and part-time licences; data export format and fee; price rises at renewal; training days beyond the first block.
Ambiguous: "tailored support" with no response times; "migration" with no list of systems.
36-month total: monthly lines x 36 + set-up + extra training = [calculation shown]
What to fix: always recompute the total by hand, because assistants make arithmetic slips and miss that a one-off fee should not be multiplied. Treat the list as questions to ask, not as findings about the vendor.
How to negotiate a quote-only price
With no list price there is no discount to quote, but there are terms to trade. Annual billing is a useful yardstick: on the published tools above, paying annually instead of monthly takes about 9 per cent off Housecall Pro Max ($299 against $329) and about 15 per cent off Service Fusion Plus ($325 against $382). Ask Simpro to price both options for your configuration so you can see what its annual commitment is worth. Ask whether the set-up fee changes with a longer term, whether a phased rollout (office first, then technicians) changes the licence start date, whether a renewal cap is available, and whether a pilot period at reduced scope is possible. What not to trade: the right to export your data, the right to reduce users, and a written go-live plan. Those protect you if the system is wrong for you. And do not negotiate against a competitor's quote you have not seen; ask each vendor for the same requirements-based quote so the comparison is real.
Reconcile the first Simpro invoices against the signed quote
A quote-only price is only as good as the invoices that follow it. Keep the signed quote beside each of the first three invoices and tick every line:
- Licence count and type: six field and two office, as quoted, not eight of the dearer type.
- Start date: licences billed from the date you agreed (signing, go-live or the end of the pilot), not earlier.
- Add-ons: only those on the quote; a module switched on during training so you could look at it should not appear.
- Billing basis: the annual or monthly rate you chose, at the quoted figure.
- One-off fees: set-up and migration charged once, at the quoted amount.
- Users added mid-term: charged at the quoted per-user rate, pro rata if your contract says so.
The slip that goes unnoticed is usually small. Say you add a seasonal technician for the summer and the licence is billed at a list rate $15 a month above the quoted one. The invoice total rises by one line, nobody checks it, and over a year it costs $180, too little to spot and enough to be worth one email. Raise any mismatch in writing, quoting the line from the signed quote, and ask for the correction on the next invoice.
When a published-price tool does the job
If fewer than three rows on your must-have sheet are real, a published-price tool is usually enough: ServiceM8 at $149 for a firm of eight, Housecall Pro Max at $299 with recurring service plans, or Service Fusion Plus at $325 with job costing. Run the same demo tasks on them as on any quote-only system, and put the same written questions about terms. A quote-only system earns its price when agreements, equipment history, job costing and van stock all matter at once and the team is about five or more.
The sibling tutorial on Simpro electrical reviews for a small firm sets out a crew-size rule and a demo script. For the other big quote-led option, Simpro against ServiceTitan for small trades compares the two, and Housecall Pro pricing for a small crew and Jobber plans and pricing give the published-price side in more detail. If AI matters most to you, AI tools for HVAC business owners separates the AI that earns its fee from the rest, and HVAC dispatch software compared covers routing.
Questions about pricing Simpro for an HVAC firm
How much does Simpro cost per user for HVAC?
Simpro does not print a per-user figure on its pricing page; it says pricing is tailored to team size and add-ons. Figures on review sites are estimates, not Simpro's. Ask for licences by type (office, field), each add-on and the set-up fee as separate lines, and quote the same configuration at your current and next headcount.
Does every technician need a paid licence?
One of Simpro's own published reviews says every mobile user needs a separate paid licence. Do not rely on that for your quote. Ask whether apprentices, part-timers, seasonal staff and subcontractors count as users, and what a licence costs when a user is added or removed mid-term.
Is there a set-up fee?
Simpro's FAQ says there is an initial set-up fee covering onboarding, training and data migration, priced by the complexity of your business. Other pages describe data migration as a separate service, so ask which applies and what is excluded, then divide the total by 36 to see its monthly weight.
What contract terms should I check?
Check the term length, whether it renews automatically, the notice window, any cap on price rises at renewal, your right to reduce users, and the format and cost of a full data export. Missing a notice window can commit you to another full term at the same monthly price.
Further reads
- Workiz Genius AI: Which Add-Ons Are Worth It for HVAC or Plumbing — Which Workiz AI add-ons suit HVAC work
- Six AI Automations for HVAC Companies, Ranked by Effort — Six automations ranked by effort for HVAC firms
- ServiceTitan AI: What Titan Intelligence Does and Who It Suits — What ServiceTitan's AI does and who it suits
- AI Estimating Software for HVAC: Replacement Quotes and Duct Takeoffs — AI estimating for replacement quotes and duct takeoffs
- AI Tools and AI Development: The Complete 2026 Guide — the AI hub, including every tutorial in the AI-for-business series.
Sources: Simpro's own pricing, FAQ, implementation, HVAC and guide pages as read through search extracts (its site returned access errors on every page tried in October 2026, so statements are the vendor's); ServiceM8, Housecall Pro, Service Fusion and Jobber pricing pages. USD list prices checked October 2026. No Simpro price is quoted because Simpro does not publish one.