For UK HVAC firms · 5–50 staff

Every quotation, inside one working hour.

Your surveyor's site notes go in exactly as he writes them. A branded, three-option quotation comes back the same hour — priced on your rate card, with every assumption it had to make printed on the page.

Bring a job you quoted last week Watch one job run

Fifteen minutes. Bring one real site note and I'll run it while you watch.

KESTREL.

CLIMATE

Commercial air conditioning & ventilation · F-Gas registered (REFCOM Elite) · SafeContractor approved · CHAS accredited

QUOTATION

KC-2026-6913

Date11 August 2026 Valid until10 September 2026 Surveyed byMarek Zielinski

Prepared for

Gail PembertonOffice Manager
07700 900 331

Site

Unit 7Meridian Business Court, Stockport
planned replacement — multi-option survey

Prepared by

Ryan DoughtyContracts Manager
07700 900 152

Survey received

09:14

Tuesday, from the van

Quotation issued

09:15

same morning

Site note to quotation

1 sec

machine time

Units surveyed

recorded on site

Items to confirm

flagged, not assumed

Three ways to do this job

All prices exclude VAT. Every option resolves the failed R22 comms-room system, which cannot lawfully be repaired.

OPTION A

Like-for-like replacement

Standard plant

£45,628

excl. VAT · £54,754 inc. VAT

Direct replacement on a like-for-like basis. Existing refrigerant pipework pressure tested and reused, existing local controls retained.

Replaces every failed unit and brings the site back into service
Existing pipework retained, pressure tested and certified

15 priced items · 6 provisional

OPTION B RECOMMENDED

Efficiency upgrade

High efficiency plant

£57,920

excl. VAT · £69,504 inc. VAT

Higher-efficiency inverter plant with centralised controls and zone scheduling. Existing pipework pressure tested and reused where sound.

Everything in Option A, with higher-efficiency plant
Centralised controller with per-zone scheduling and BMS interface

16 priced items · 6 provisional

OPTION C

Full system renewal

VRF plant

£60,725

excl. VAT · £72,870 inc. VAT

Complete VRF changeover. All refrigerant pipework renewed, centralised BMS-linked controls, and five years of planned maintenance included.

Complete VRF changeover — one system, all zones, full heat recovery
Five years of planned maintenance included from handover

17 priced items · 7 provisional

Our recommendation

The comms room R22 system is a non-negotiable regulatory replacement, the roof brackets are a structural safety issue requiring immediate attention under any option, and two of four office cassettes have already failed — Option A is unlikely to produce a compliant or fully functional system; Option B addresses all defects in one mobilisation and fits the financial year deadline; Option C may exceed budget appetite and is currently unquotable pending the electrical board survey.

SAMPLE Demonstration document. Kestrel Climate Ltd is a fictional firm, these rates are illustrative placeholders rather than real prices, and no works are offered on these figures.

Kestrel Climate Ltd · Unit 4, Bankfield Trade Park, Winwick Road, Warrington, WA2 8QR Co. 09 471 552 · VAT GB 284 9917 03

Where this stands today

Nobody is using this yet. You would be the first client, or the second.

The document above is real software running on a real, messy site note. The firm in it is invented and its rates are marked SAMPLE, because inventing a client would be worse than admitting there isn't one. Everything else on this page is a mechanism you can inspect or a price I will be held to.

Step one · Tuesday, 09:14

The quotation above started as this.

Not a form. Not a template. Marek's thumbs, one bar of signal, a job he has already driven away from. It goes into the engine exactly as printed here — nothing tidied, nothing reformatted.

Highlighted: a line the engine refused to guess at. Each one became a numbered item on page three, with the reason it moves the price.

Site note · verbatim From: Marek (mob) · Tue 09:14

unit 7, meridian business court, stockport. offices over the trade counter.

system is knackered basically. 5 indoor units all told

- open plan office, 4x ceiling cassettes, daikin, badged 2011 i think, 3.5kw each ish. two of them work. one is dripping, theres staining on the tiles under it

- comms room has an old wall mount mitsubishi, plate says 2004, R22. compressor is dead. cant touch it obvs

outdoors - the ground one's data plate is painted over, cant read the capacity at all

cond to office pipe run, its what, 25m? 30? didnt measure it, ceiling void is rammed with cable tray. CHECK BEFORE PRICING → item 07

*** ask dave whether that board's got any room left, supply looked tight to me *** → item 10

she asked can we do a cheap fix and a proper job and something in between

Nothing tidied. Nothing reformatted. Nothing asked of your engineer that he isn't already doing.

What came back, one second later

units recorded, from a note that said five

items flagged to confirm, not assumed

options priced, one recommended in writing

pages, in Kestrel's own identity, ready to send

The eleven are the part worth reading, so they are next — and you can open the full three-page quotation as a PDF and audit it yourself.

Page three of the quotation

It tells you what it doesn't know.

Eleven items on this job could not be established from the survey. Each one is listed with the reason it moves the price, rather than quietly assumed. This is the part that decides whether a quote makes you money.

01 of eleven items
flagged for resolution

The note says five indoor units. The survey describes six.

Four office cassettes, one ducted unit in the meeting-room void, one comms-room wall mount. Quote on five and one unit goes unpriced for removal, plant, electrics, controls and commissioning — discovered on site with the crane already booked.

Cassette capacity is the engineer's estimate. No data plate was read.

"3.5kw each ish" is priced as exactly that — his figure, marked provisional on the line, with the reason printed beside it on the quotation.

The pipe run is priced at 30m — the top of his range.

Where the note hedges between 25 and 30, the engine takes the expensive end and says so on the page. It does not average a guess into the middle and hope.

Spare capacity on the electrical board is unknown.

Board works are excluded, and Option C is flagged as the one most likely to trigger them. "ask dave" left the note as a line item with a name against it.

The neighbour has not yet agreed to shared yard access.

The HIAB needs it, and so does the ground condenser. If access is refused, the crane comes off the street instead — different cost, different programme. Better found now than on the morning it is booked.

The obvious question

So it just makes the prices up?

No. The model extracts facts. Code does every arithmetic operation. Run it twice on the same survey and the totals are byte-identical.

It reads the note

One modelled step, forbidden from producing a price. If a currency figure appears anywhere in its output, the run fails a validator and stops. It returns assets, measurements, constraints — and what it could not establish.

Your rate card prices it

Deterministic code. Your labour rates, your plant bands, your margins, your three standing tier rules. No model touches a single number on the finished document, and nothing is priced off an industry average.

Silence is reported, not filled

Every figure resolves in a fixed order of trust: a confirmed reading, then the engineer's own estimate, then a rate-card allowance. Anything below confirmed is marked provisional, with its reason, on the line itself.

You approve every quotation before it goes anywhere. The engine drafts, you decide. That isn't a limitation waiting to be removed in a later version — it's the design, and it stays.

And then it keeps going

Every unaccepted quote gets chased. Without you remembering to.

A quote that goes out and is never followed up is the same as a quote that was never written. Every unaccepted quotation enters a fixed sequence — no discount, no deadline pressure, nothing that teaches your customers to wait for a lower price.

It runs off a queue, not a calendar. A fortnight of chaos doesn't break it. You see every message before it sends, and one reply takes the customer out of the sequence.

The chase, on KC-2026-6913

DAY 0Quotation issued. Three options, valid thirty days.

DAY 2Did it arrive, and is anything on page three unclear?

DAY 6One reason Option B was recommended over A.

DAY 13A note that the R22 system can't lawfully be repaired either way.

DAY 25Validity expires in five days — shall we hold the price?

STOPAny reply, or an acceptance, ends the sequence immediately.

Cadence and wording are set with you at setup, in your words.

The guarantee

A quote ready for your approval within one working hour of the site note landing — or that month is free.

Ready for your approval

Not delivered to your customer. When it reaches them depends on when you press send, and I won't promise what I don't control.

Your working hours

A note landing at 21:40 starts the clock when you open, not overnight.

The clock pauses

When the engine flags a note as incomplete and comes back with a question. It stops guessing before it stops the clock.

That month is free

The monthly fee, credited. No claim form and no assessment.

Pricing

On the page, because you shouldn't have to book a call to find it.

SETUP, ONCE

€750

PER MONTH

€650

Founding rate, for the first two clients. Ninety-day minimum, then monthly. After those two the setup fee is €1,500 and the monthly stays at €650.

Bring a job you quoted last week

Why the first two are cheaper

Not because spots are running out. They aren't — I'd take a third if the right firm turned up. The setup fee is half because the first two clients are worth more to me than the money.

You carry more risk than the tenth client will. This offer has no track record. That should cost you less, not the same.

You shape it. Tier rules, flag thresholds and chase copy get built around how you already quote. Client ten inherits your decisions.

I need the reference more than the margin. If it works, I'd like to say so with your name attached — asked for at the time, never assumed.

Quoted in euros because Madverti's costs are in euros, so the price is set there rather than converted down from a sterling figure. No exchange rate is baked into these numbers. How invoicing and payment work is settled with you on the call, before anything is signed.

Fifteen minutes

Bring a job you quoted last week.

Not a discovery call. Bring one real site note — voice memo transcript, three lines in a text, a photo of a page from a pad — and I'll run it while you watch. You'll be reading a quotation for a job you already know the right answer to. That is a better test than anything I could tell you.

What the fifteen minutes is

0–2What you quote, how many a week, who writes them up.

2–8Your note goes in. We read the flags together first — that's where you'll know whether it understood the job.

8–13You tell me where the pricing is wrong. It's on a sample rate card, so it will be — what matters is whether the structure holds.

13–15Yes, no, or not yet. No deck, and no proposal afterwards unless you ask for one.

Would rather not talk to me first? Forward the note to john@madverti.com and I'll send the quotation back with its flags. If you'd sooner see the output than meet me, that's the faster route and I'd rather you took it.

Pick a time UK hours · 15 min · no prep

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