Quote Faster. Win More Contractor Bids. Delegate Your HVAC Takeoffs, ERP Orders & Submittals.
As an HVAC wholesale sales representative or manufacturer agent, your commission depends on quoting speed, inventory accuracy, and responsive contractor support. Stop losing valuable counter and field hours to manual equipment cut sheets, backorder expediting, and warranty RMAs. Sagedoer provides skilled, pre-trained virtual assistants managed daily by a dedicated project manager at zero extra charge.
HVAC Rep Operations Center
Active ERP & Submittal Queue
HVAC Wholesale & Rep Tech Ecosystem
Pre-Trained in Wholesale ERPs, OEM Selectors & Takeoff Tools
Skip months of software training. Sagedoer virtual assistants arrive with working familiarity across industry-standard wholesale distribution ERPs, OEM equipment selection portals, digital takeoff suites, and contractor quoting engines.
Core Competencies & Daily Tasks
What Your Dedicated HVAC Wholesale VA Executes Every Day
Protect your selling time to visit mechanical engineers, build contractor loyalty, and close major equipment jobs while your assistant handles the heavy operational back-office lifting.
Blueprint Takeoffs & Equipment Schedules
- ✓ Review architectural blueprints and mechanical drawings in Bluebeam or PlanSwift to identify HVAC schedules
- ✓ Count and tabulate CFM airflow specs, VAV boxes, diffusers, dampers, thermostats, and packaged rooftop units
- ✓ Identify baseline engineer specifications and build accurate line-item bills of materials (BOMs)
- ✓ Flag discrepancies between mechanical plans and architectural structural ceiling heights for your review
Submittal Package & Cut Sheet Generation
- ✓ Pull OEM spec sheets, wiring diagrams, performance curves, and sound rating data for selected equipment
- ✓ Assemble professional, indexed PDF submittal books matching engineer specification requirements
- ✓ Apply approved/revised submittal review stamps and track contractor approvals through Procore or Submittal Exchange
- ✓ Maintain a searchable internal library of AHRI-certified matched system certificates and warranty documentation
ERP Quoting & PO Processing
- ✓ Input incoming contractor RFQs into Epicor Eclipse, Prophet 21 (P21), or Infor SX.e within minutes
- ✓ Verify tiered contractor matrix pricing, wholesale volume multiplier discounts, and freight allowances
- ✓ Convert approved contractor purchase orders into warehouse sales orders and generate EDI factory drop-ship orders
- ✓ Audit invoice line items against original vendor quotations to prevent margin leakage on complex equipment jobs
Factory Expediting & Freight Tracking
- ✓ Monitor manufacturer lead times and production schedules across factories for commercial chillers, RTUs, and coils
- ✓ Track freight tracking numbers, bill of lading (BOL) details, and crane-delivery ETA appointments
- ✓ Proactively notify HVAC mechanical contractors of shipping delays or early factory completion dates
- ✓ Coordinate jobsite liftgate, flatbed, or scheduled will-call counter staging with branch warehouse managers
Warranty Administration & RMA Returns
- ✓ Lookup equipment serial numbers, model designations, and installation dates across OEM warranty portals
- ✓ File warranty claims for defective compressors, ECM motors, control circuit boards, and heat exchangers
- ✓ Generate return material authorizations (RMAs), shipping labels, and track core charge credits from manufacturers
- ✓ Ensure contractor warranty credits are promptly posted to customer accounts without tying up cash flow
Utility Rebates & OEM Spiff Tracking
- ✓ Match high-efficiency heat pumps and inverter systems to local electric utility energy-efficiency rebate programs
- ✓ Generate qualifying AHRI certificates and pre-fill rebate applications for key contractor accounts
- ✓ Track dealer co-op marketing fund accruals, claims submissions, and manufacturer sales rep spiff disbursements
- ✓ Maintain updated manufacturer price change bulletins and notify key contractor accounts of impending price increases
Our Operating Workflow
4 Frictionless Phases to Accelerate Your Wholesale Desk
A remote workforce without the management overhead! We oversee the entire recruiting, training, and operational quality control on your behalf at absolutely no extra charge.
Submit Requirements
Share your specific wholesale sales support needs with us to get started. Tell us your ERP (Eclipse, P21, Infor), primary equipment lines (Daikin, Carrier, Trane, Lennox), and takeoff requirements. Choose your preferred channel to reach out:
Finalise the Deal
Our dedicated project manager will promptly get back to you to review your goals, outline a tailored strategy, configure ERP access protocols, and finalise the partnership details.
Expert Execution
Your project manager takes full charge of operations, getting quotes built, submittals staged, and factory shipments tracked seamlessly through our internal team of vetted experts.
Pay Only for Output
We log and charge exclusively for the virtual assistant's actual working time. Your dedicated project manager's supervision is completely free.
Comparison of Sagedoer
Traditional Platforms vs. Sagedoer
See why HVAC supply houses, manufacturer rep firms, and territorial sales managers choose Sagedoer over burning billable hours vetting unverified freelancers on gig websites.
| Evaluation Metric | Traditional Platforms (Upwork / Fiverr) | The Smart Choice Sagedoer |
|---|---|---|
| Platform & Management Fees | Up to 40% in hidden markups, bidding, and memberships | 0% Hidden Fees. Pay strictly for hours worked. |
| Daily Team Management | You must juggle and supervise multiple freelancers | Dedicated Project Manager acts as your single point of contact. |
| Quality Assurance | Hit-or-miss talent with unverified credentials | Internally vetted, rigorously trained premium experts. |
| Hiring & Deployment Speed | Endless cycles of interviewing and testing candidates | Instant delegation. We immediately assign the right specialist. |
| Billing & Invoicing | Complex, multi-freelancer invoices with currency headaches | Simple, unified, centralised USD invoicing. |
| Staff Turnover & Replacements | Start the hiring and training process all over again | Seamless internal replacements with zero workflow disruption. |
Transparent Wholesale Pricing
Predictable Hourly Rates. Zero Hidden Overheads.
Access a diverse pool of expert HVAC VAs through one dedicated manager. Pay strictly for hours of pure work with consolidated reporting.
20 Hours Per Week
Ideal for territory sales reps needing auxiliary support for daily contractor quote entry, warranty RMAs, and OEM submittal preparation.
- Pay only for hours of pure work
- Dedicated Project Manager included
- Free management supervision
- Zero setup or onboarding fees
- No monthly membership charges
40 Hours Per Week
Tailored for high-volume HVAC distributors, rep agencies, and branch counters needing comprehensive commercial takeoffs, active ERP management, and factory tracking.
- Pay only for hours of pure work
- Dedicated Project Manager included
- Free management supervision
- Zero setup or onboarding fees
- No monthly membership charges
- Priority rapid replacement guarantee
What HVAC Wholesale Leaders Say
Real feedback from distributor sales managers, agency principals, and territorial equipment representatives who scale with Sagedoer.
"During cooling season, contractor quotes were piling up in Eclipse and our close rate was dropping because competitors got back faster. Sagedoer integrated an assistant who takes our emailed RFQs, verifies contractor multipliers, and generates clean quotes within 20 minutes. Total game changer."
"Building VRV submittal packages used to eat up my entire evenings. Our Sagedoer VA pulls the cut sheets from Daikin City, builds the PDF book with engineer review stamps, and files the AHRI certificates. Having a dedicated project manager double-checking everything gives me complete peace of mind."
"We process dozens of compressor and control board warranty claims every week in Prophet 21. Sagedoer handles the factory RMA submissions, matches serial numbers, and follows up on manufacturer credit memos until every dollar is reconciled. We've saved tens of thousands in uncollected credits."
"The ability to pay only for pure working hours while having our dedicated PM supervise the workflow is unmatched. When summer demand hit, we bumped our assistant from part-time to full-time seamlessly without paying recruiter fees or platform markups."
"During cooling season, contractor quotes were piling up in Eclipse and our close rate was dropping because competitors got back faster. Sagedoer integrated an assistant who takes our emailed RFQs, verifies contractor multipliers, and generates clean quotes within 20 minutes. Total game changer."
"Building VRV submittal packages used to eat up my entire evenings. Our Sagedoer VA pulls the cut sheets from Daikin City, builds the PDF book with engineer review stamps, and files the AHRI certificates. Having a dedicated project manager double-checking everything gives me complete peace of mind."
Frequently Asked Questions
Everything You Need to Know About Hiring an HVAC Wholesale VA
Clear answers on ERP logins, blueprint accuracy, factory expediting, and our free project management model.
Can your VAs work directly inside our wholesale ERP (Epicor Eclipse, Prophet 21, Infor)?
How do you ensure accuracy during blueprint takeoffs and equipment scheduling?
How does the "Free Dedicated Project Manager" supervision work in practice?
Can your assistants handle manufacturer warranty claims and RMA credits?
Can we scale from Part-Time to Full-Time during peak cooling or heating seasons?
Accelerate Your HVAC Wholesale Sales Desk
Tell us about your distribution branch or rep agency needs: ERP systems, line cards, submittal volumes, or factory expediting backlog. Our dedicated project manager will promptly get back to you with a customized staffing and operational roadmap.
Share Your Wholesale Requirements
Let us know your current HVAC lines, ERP platform, or weekly takeoff volume. We respond within 2 to 4 business hours.