Every replacement quote says what the rebate is. Even when it's zero.
The rebate that goes wrong is the one nobody wrote down: the customer thinks it comes off the price, the shop thinks the customer files it, and somebody eats the difference. DeskSentry puts a rebate block on every replacement quote that can never be blank. It shows which program applies, how much, who gets the money, whether it's already in your price and when that was last checked. Or it says in plain words that there's no rebate on file for that utility at that ZIP code.
How the check works
When you write a quote for a replacement unit, the box looks at your program list and matches on what matters: the utility, the install ZIP code, the kind of equipment and the minimum efficiency the program asks for, against the rating printed on the quote line. If the line doesn't print a rating, the block says to check the AHRI rating instead of guessing. Filters, pads, brackets and service calls are recognized as parts, not units, so they don't trigger a rebate.
For each program that matches, the block shows:
- the program and the amount,
- who receives the money (the customer or the shop),
- whether it's already figured into your price,
- and whether the program is current, needs checking or has expired.
When nothing matches, it says so: "No rebate on file for this utility at this ZIP." That line matters as much as a match, because then nobody assumes there's one.
Your program list, kept honest
There's no dependable live feed of every utility's rebates, so the list is yours: Setup, then Rebates. Every entry carries the date it was checked and who checked it. After 90 days it's marked needs checking, and past its end date it's marked expired, right on the quote.
You don't have to type them in. Paste the utility's program page and the box drafts the entry for you. Any number the page doesn't actually print is dropped, and nothing is saved until you look it over and save it.
What the customer sees
The rebate block goes on the customer's copy only when you tick it, and it's worded the way it should be: whether a rebate is paid is decided by the utility, not by your shop. When a customer accepts a quote with a rebate marked as applying, the box puts a reminder on your list to file the rebate paperwork with the AHRI certificate, so it doesn't get forgotten after the install.
What it doesn't do
- It doesn't pull programs from utilities automatically. The list is only as current as the last time someone checked it, and the box tells you when that was.
- It never tells a customer they're approved. Approval is the utility's.
- It doesn't file the rebate for you. It makes sure someone does.
Straight answers
Does it show a rebate block when there's no rebate?
Yes. The block is never blank. When no program matches the utility, ZIP code and equipment, it says there's no rebate on file for that utility at that ZIP.
Where does the rebate information come from?
From a program list you keep on the box. Each entry is dated with who checked it, is marked needs checking after 90 days, and can be drafted by the box from a program page you paste in.
Does it promise the customer a rebate?
No. The customer's copy says the rebate is decided by the utility, not by the shop, and it only appears there when you choose to show it.
You’ll know the price before anything gets built.
From $3,000 — one machine, everything included: the box, your existing records moved in, delivery and a walkthrough, and a one-year hardware warranty. It starts with twenty minutes, and you get a real number in writing before a single part is ordered.