How Fair Comfort Solutions Reduced Their Estimate Creation Time By 98%

How One HVAC Company Streamlined Estimates and Built a Stronger Team Culture with FieldPulse

Fair Comfort Solutions (FCS) is a prime example of a small but growing HVAC business that transformed its operations and dramatically sped up its quoting and administrative processes through FieldPulse’s all-in-one field service management platform. Founded in 2021 by industry veteran Sal Gutierrez, this dedicated team made a name for itself by combining top-tier technical skills with an unwavering commitment to customer care. However, as the company’s client list expanded, Sal found himself overwhelmed by administrative tasks, including lengthy quoting procedures and customer relationship management. That’s when he discovered FieldPulse—and everything changed.

In this case study, we’ll explore how Fair Comfort Solutions used FieldPulse to reduce estimate creation time by 98%, implement a streamlined CRM system, and significantly improve both customer and employee experiences.

Fair Comfort Solutions Background

Founded in 2021, Fair Comfort Solutions was born out of owner Sal Gutierrez’s vision to deliver honest, high-quality HVAC solutions to residential and light commercial clients. Sal’s background in the trades instilled a passion for skilled work, placing customer comfort and safety at the forefront of every project. By November 2023, the business had grown both in revenue and team size—a clear testament to the strong rapport FCS established with its customers.

However, with this growth came new administrative hurdles. When you’re still small but quickly expanding, every hour counts. Paper-based quoting, phone-tag with technicians in the field, and scattered notes on returning customers were quickly taking over Sal’s day. While he tried popular platforms like QuickBooks and Square, neither met the unique and evolving needs of his operation. At the same time, larger players like ServiceTitan wouldn’t schedule a meeting with him due to the size of his team.

Feeling stuck, Sal reached out to his local Reece representative, who suggested he look into FieldPulse—a field service management (FSM) platform that prioritizes ease of use, customer transparency, and robust CRM features. After a single demo, Sal knew: This was exactly what he’d been searching for.

Challenges Facing FCS

1. Lengthy Estimate Creation

Each new quote required manually writing down equipment and labor costs, verifying up-to-date prices, and ensuring the final numbers reflected fair pricing for both the business and the customer. This could take anywhere from four to eight hours per quote, leading to massive inefficiencies and forcing Sal to juggle between fieldwork and administrative tasks.

“Before FieldPulse came around, a pen and paper took me about, on average, four to eight hours for one quote.”

— Sal Gutierrez

2. Customer Communication and Job History

FCS prides itself on nurturing strong customer relationships, but the lack of a centralized customer database meant that Sal and his technicians had difficulty keeping track of phone numbers, addresses, gate codes, and a customer’s past work history. This sometimes led to confusion and extra phone calls just to gather routine details.

3. Limited Options for Growing Businesses

Sal tried out mainstream solutions like QuickBooks and Square, finding them either too limited or not specific enough for a quickly scaling HVAC business. ServiceTitan, meanwhile, was geared toward large enterprises and did not see a small outfit as a high-priority prospect. This left Sal in limbo, searching for a platform that could support him now and continue to evolve alongside his business.

Exploring Potential Solutions

Faced with these obstacles, Sal initially considered handling things “the old-fashioned way” (pen, paper, phone calls, spreadsheets) while waiting for a more opportune moment to upgrade. However, a chance conversation with his Reece representative spurred him to explore the possibility of an FSM platform. His representative suggested FieldPulse—a solution known for:

• User-friendly design that doesn’t require advanced IT knowledge.
• All-in-one capabilities, from CRM to estimates, invoicing, dispatching, and beyond.
• Scalable features that can expand with a growing service business.

Eager for a centralized platform that eliminated busywork and human error, Sal booked a demo with FieldPulse.

Why FieldPulse?

From the moment Sal sat in on a live demo, he was struck by FieldPulse’s customer-focused approach. He experienced the same level of attention and care that he provided to his own HVAC clients. Moreover, the platform checked off every need on his list:

• Built-In CRM: FieldPulse would consolidate all customer information—addresses, job history, equipment details, gate codes, etc.—in one easily accessible location.
• Integration with Reece HVAC Pricebook: Because of Sal’s existing relationship with Reece, the ability to import and maintain accurate pricing for HVAC equipment within FieldPulse was a game changer.
• Scalable Solutions: FieldPulse wasn’t just about meeting Sal’s current needs; it offered avenues for add-ons and advanced features that would support future expansion.

Sal recalls how refreshing it was to find a platform that valued his time and business growth, regardless of size.

Implementation and Onboarding

One of the major apprehensions business owners face when adopting new software is the onboarding process. Having struggled in the past with software that was either too complex or lacked proper support, Sal was delighted to find that FieldPulse’s team took the time to guide him and his employees through each step of setup.

“I am a contractor, technician, tradesman. I’m not a computer IT person… So [the FieldPulse team] breaking it down into different phases and assigning small tasks so that we’re able to practice and bring up any questions on our next meeting has definitely streamlined the whole process.”

— Sal Gutierrez

Phase-by-Phase Rollout

FieldPulse breaks the onboarding journey into manageable phases. For Sal, this meant starting with CRM basics (customer profile creation, data import) before diving deeper into advanced features like invoicing and scheduling. Each phase ended with an opportunity to troubleshoot, ask questions, and confirm that the Fair Comfort Solutions team was comfortable moving forward.

Scheduling That Works for the Customer

Sal was struck by the flexibility FieldPulse showed in accommodating his hectic schedule. If a field emergency arose or another business matter took precedence, rescheduling an onboarding call was a breeze. This customer-centric approach mirrored Sal’s own business philosophy, further reinforcing that FieldPulse was the ideal partner for FCS.

Key Features and Benefits

CRM Success

Centralized Customer Profiles

Before FieldPulse, technicians frequently called Sal to request details like a property’s gate code or a customer’s phone number. Now, all of those details are attached to each customer’s profile in FieldPulse:

• Addresses, phone numbers, gate codes, and notes are readily accessible.
• Work history is stored and updated every time FCS completes a job at the same property.

“I’m no longer having to take 20 calls from different technicians. I’m able to just respond to calls from potential customers or customers that have to reschedule...”

— Sal Gutierrez

Improved Customer Experience

On the customer side, FieldPulse’s portal offers complete transparency. Clients can log in to view past and current work , see all relevant invoices, and review job status without needing repeated email or phone check-ins. This kind of transparency underscores FCS’s commitment to fair and clear communication.

Reece HVAC Pricebook Integration

For Sal, the Reece HVAC Pricebook integration was the ultimate differentiator. Instead of manually verifying equipment prices, he could quickly select the items and add-ons he needed in just a few clicks. It ensures pricing accuracy and saves hours of back-and-forth work.

“My pricebook is already pre-built on FieldPulse, where all I have to do is select the equipment I need, do my add-ons, and it cuts the quoting process down to a third of the time it took before.”

— Sal Gutierrez

Faster Quotes Mean Happier Customers

The ability to generate estimates within minutes (rather than hours) meant that customers received proposals faster, often while Sal or his technicians were still on site. That rapid response not only impressed clients but also freed up FCS to tackle more fieldwork in a day.

“Before FieldPulse… it took me four to eight hours for one quote. With FieldPulse now, I’d say about four to eight minutes. I laugh because it’s funny—I’m surprised that I was able to get as far as I did without FieldPulse.”

— Sal Gutierrez

Transparent Communication

Visibility with Customers

By leveraging FieldPulse’s mobile app and customer portal, FCS keeps clients in the loop from the moment a job is scheduled until the final invoice is paid. This transparency is a strong selling point for customers who value staying informed without needing to repeatedly call or email.

Visibility with Technicians

Although Sal trusts his team’s technical know-how, having the option to see where his techs are in real time allows him to respond quickly in emergencies or unexpected situations. The scheduling feature also helps him assign jobs more efficiently, ensuring that no technician is overwhelmed—or left without enough work.

Surprising Wins

Initially, Sal and his team expected significant benefits in quoting and data organization. However, they discovered additional perks once they integrated FieldPulse into daily operations:

1. Reduced Human Error

Having a centralized digital system for notes and documents drastically cut down on mistakes, such as typos in quotes or missing job details.

2. Less Stress and More Focus

With fewer phone calls and less time juggling paperwork, Sal found he could devote his attention to building the business and mentoring his technicians.

3. Customer Trust and Loyalty

Customers often mention that they appreciate the transparent process and the ability to see their full job history in one location. This fosters deeper trust and ongoing loyalty.

Team Culture and Growth

Now that FCS’s operations are more efficient, Sal has reclaimed valuable time to focus on training and development. He recently brought on an apprentice who juggles work and trade school, a move that aligns with FCS’s vision of nurturing the next generation of skilled technicians.

This renewed focus on team culture extends to Sal’s management style. Freed from administrative overwhelm, he can spend more time on one-on-one check-ins, ensuring his technicians have the support, tools, and training they need to excel in the field.

Results and Looking Ahead

1. 98% Reduction in Estimate Creation Time

Moving from an average of four to eight hours per quote to just ten minutes is a game-changer, opening up hundreds of extra hours per year to devote to hands-on work, training, or personal time.

2. Streamlined Customer Relations

FCS can now quickly access a complete customer history, reducing miscommunications and boosting client satisfaction.

3. Clear, Consistent, and Accurate Pricing

With the integrated Reece HVAC Pricebook, FCS has peace of mind knowing that equipment, parts, and labor fees are always up to date. This consistency helps maintain profitability while ensuring customers aren’t overcharged or undercharged.

4. Better Work-Life Balance

Sal now spends far fewer late nights drafting quotes. He’s able to enjoy more time with his family or plan for the company’s future.

5. Foundation for Scalable Growth

The FieldPulse platform was built to grow with its users. FCS can easily add new team members, expand service offerings, and manage more jobs without losing the personalized, hands-on approach that defines the brand.

Advice to Other Contractors

For other tradespeople or small service businesses facing similar hurdles, Sal’s story is a testament to the importance of finding a software partner that truly fits:

1. Seek a Customer-Centric Partner

Tools designed with the contractor in mind—from CRM functionality to flexible scheduling—make life easier both in the field and behind the desk.

2. Don’t Fear the Onboarding Curve

With the right support, even business owners who aren’t “IT people” can master digital systems that elevate their entire operation.

3. Embrace Transparency

Providing clients with access to their job history and enabling real-time location tracking for technicians can vastly improve trust and safety.

4. Plan for Scalability

Even if you’re small today, a platform that can grow with you prevents disruptive overhauls later.

Conclusion

Fair Comfort Solutions illustrates what can happen when a passionate, customer-driven team pairs its field expertise with the right technology. By embracing FieldPulse’s CRM, dispatching tools, and Reece HVAC Pricebook integration, Sal and his team cut quoting time from hours to mere minutes, streamlined their customer communications, and freed up crucial hours to cultivate a stronger team dynamic.

Most importantly, they didn’t lose sight of what brought them success in the first place: treating each customer fairly and providing quality HVAC services with a personal touch. With FieldPulse’s support, FCS is poised to continue expanding, training new technicians, and changing the game for HVAC services in their community.

“If you’re serious about growing professionally, neatly, and organized—and freeing up time so that you can continue to grow in different angles—give FieldPulse a call.”

— Sal Gutierrez, Fair Comfort Solutions