Replacement proposals

Overview#

A replacement proposal is a good/better/best proposal for swapping out a system. It starts from the unit being replaced (with its age and replacement score), adds equipment, install labor and accessories per option, offers warranty add-ons and rebates, and records an install plan (days, crew, permit). When the customer approves, TradesWork sets up the install: placeholder equipment records and office tasks to schedule the install and pull the permit.

Before you start#

• Needs estimates.write (Owner, Admin, Dispatcher, Technician).

• The equipment, labor and accessories must be in the pricebook.

• Monthly prices show automatically when financing is on.

Steps#

Start a replacement proposal#

1. Open it from any of these:

   • The job's Financing card › New replacement proposal.

   • An equipment record › Replacement proposal on job #N (shown when the unit isn't rated "Keep maintaining" and there's an open job at the address).

   • The Field app (needs signal; uses your proposal templates).

2. Under Unit being replaced, pick the unit. Each shows its age, score and band: Recommend replacing, Plan for replacement or Keep maintaining, with the reasons. With no units on file you can still build the proposal.

Fill the options#

1. For Good, Better and Best, enter Name and Summary for the customer.

2. Under Equipment, install labor and accessories, add pricebook lines.

3. Tick Warranty add-ons (customer can tick) (pre-ticked on Better and Best) and any Rebates.

4. Choose the Recommended option (Better by default).

Plan the install#

1. Set Install days (1–10), Crew size (1–10), tick Permit required if needed, and add Install notes.

2. Click Create replacement proposal.

3. You'll see "Replacement proposal created. Present it from the field app or send the One Link."

When it sells#

• The chosen option is billed like any sale (on this job, or on a follow-up job if sold for later).

• TradesWork creates the install record, placeholder equipment records to confirm make, model and serial at install, and a high-priority office task "Schedule install: job #N (d days, crew of c)", plus a permit task when a permit is required.

• The job's Financing card lists it under Replacement proposals with a Sold badge.

Find replacement candidates#

1. Go to Follow Up › Equipment Replacement.

2. Review units ranked by replacement score and open one to start a proposal.

Settings that change this#

• Settings › Operations › Equipment: whether home passports are published. (The replacement score itself is a fixed rule based on age, repairs, findings, refrigerant and condition.)

• Settings › Integrations › Financing: monthly prices and warranty plans.

• Pricebook › Proposal Templates: templates the Field app uses for replacements.

Tips#

• Scan the data plate first. An accurate age and refrigerant make the replacement case for you.

• Put the permit and crew details in the install plan so scheduling doesn't need a call back to the technician.

• Present on a tablet so the customer sees monthly payments side by side.

Troubleshooting#

• "Add the equipment and labor to at least one option." → every option is empty.

• "An item isn't in the pricebook anymore. Pick it again." → an item was deactivated while you worked → pick it again.

• The Field app says it needs a connection → replacement proposals are built online → try again with signal, or build it in the office.

• No "Replacement proposal on job #N" on the equipment page → the unit is rated Keep maintaining, or there's no open job at that address → book a job first.

FAQ#

Is a replacement proposal different from a normal proposal for the customer? No. It's presented, approved and followed up the same way.

Does it schedule the install automatically? No. It creates a task for the office to schedule the multi-day install.

Coming from ServiceTitan#

• Similar to: ServiceTitan's replacement sales tools and install job creation.

• Different: the install plan (days, crew, permit) is part of the proposal, and the install tasks are created when it sells.

• Where it lived: ServiceTitan's sales tools on the job; New replacement proposal on the TradesWork job page.