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Unlock HVAC Estimating: 10 Steps to Better Bids
Estimating an HVAC project shouldn’t mean getting bogged down in endless manual takeoffs and number-crunching. Yet, too often, hours vanish as you click and trace every piece of ductwork and equipment from siteplans. The truth is, accurate HVAC estimates are the backbone of every successful project because they set the stage for clear budgets, smooth execution, and competitive bids.
Imagine if you could reinvent your HVAC estimating software with AI takeoffs that automate the tedious tasks—freeing up your time to focus on what truly matters.
In this guide, we’ll share ten key steps for estimating success and show you how automating HVAC takeoffs with AI can boost your bid accuracy and efficiency. Whether you’re a seasoned HVAC estimator or just starting out with HVAC estimating, the right process can make all the difference.
But first, what does an HVAC estimator really do?
So, what exactly does an HVAC estimator do? At the start of every project, an estimator reviews the plans and specs to identify all cost factors—from major equipment to the small yet crucial supports and airflow controls.
A typical workflow might look like this:
- Scope Review: Examine plans and documents to understand the project’s size, complexity, and unique requirements.
- Quantity Takeoff: Measure and count all HVAC quanities—like ductwork, diffusers, and piping.
- Costing: Price materials and labor, often by gathering quotes from suppliers.
- Compilation: Add indirect costs such as equipment, insurance, and overhead, then apply a profit margin.
- Proposal Preparation: Transform the numbers into a clear, compelling bid.
Throughout the process, estimators tweak their numbers, suggest cost-saving alternatives, and ensure the final bid is both competitive and profitable.
10 Steps to HVAC Estimating Success
Now that we’ve set the stage, let’s break down the eight key steps that will take your HVAC estimating game to the next level:
1. Review the Bid Request
Start by carefully reading the bid invitation. Gather every requirement from the client or general contractor—project scope, timelines, and any special conditions. This initial review ensures you understand exactly what’s expected.
2. Review the Drawings and Plans
Dive into the architectural and mechanical drawings. Look for every detail that might affect your installation—whether it’s multiple building layouts or unique design features like atriums or high ceilings. Recognizing these details early can save you from costly change orders later.
3. Perform a Quantity Takeoff
Manual takeoffs can gobble up 40–50% of an estimator’s day—endless hours spent measuring duct runs, counting diffusers, and marking up drawings. Imagine integrating Beam AI into your existing HVAC estimating software. With Beam AI HVAC software, you simply upload your site plans and let the AI do the heavy lifting.
Beam AI automatically extracts quantities—measuring every piece of ductwork, piping, and equipment with over 99.5% accuracy. This automation slashes your takeoff time by up to 90%, leaving you more time to focus on refining your HVAC estimates, coordinating with vendors, and pursuing more projects. With that extra time, you can bid on 30% more jobs and significantly boost your competitive edge.
For instance- Legacy Company, a trusted name in mechanical contracting, reduced takeoff time by 80% and doubled its revenue from $6M to $12M by adopting Beam AI.
4. Raising Tender Queries and Incorporating Updates
Estimators communicate with clients, project managers, and engineers to clarify project requirements. Addressing tender queries early helps in reducing uncertainties during execution.
5. Procuring Subcontractor and Supplier Quotations
A crucial part of cost estimation is gathering supplier and subcontractor quotes. Engaging the supply chain early ensures accurate pricing and better cost control. However, due to time constraints, estimators may not be able to engage as many vendors as they should.
6. Estimate Material Costs
With your takeoff complete, assign current unit costs to every material. Make sure your pricing reflects recent market changes. Accurate material costing lays the groundwork for a competitive bid.
7. Determine Labor Costs
Calculate the labor required to install the HVAC system. Whether you’re estimating by the hour or using a unit-based rate, having precise labor figures ensures that your bid remains profitable while competitive.
8. Include Overhead and Indirect Costs
Don’t forget the hidden costs. Office rent, insurance, software subscriptions, and any site-specific expenses like permits or rentals. These indirect costs are crucial for making sure your bid covers all bases.
9. Add a Profit Margin
Decide on a reasonable profit margin based on your business goals and market conditions. Balancing competitiveness with profitability is key. Consider building in a contingency if the project carries extra risk.
10. Compile and Submit Your Proposal
Finally, consolidate all your data into a clear, professional proposal. Ensure it outlines the scope, pricing, and any assumptions made. Then, submit your bid and follow up to keep your proposal top-of-mind.
Wrapping Up: The Future of HVAC Estimating Is Here
HVAC estimating isn’t just about crunching numbers—it’s about setting the stage for project success. The preconstruction phase is where projects are won or lost, and every minute saved on manual tasks is a minute you can spend on strategic decisions.
Upgrading your HVAC estimating software with AI takeoffs helps automate the tedious work, saving time and boosting bid accuracy. By automating takeoffs with Beam AI HVAC Software, you can save up to 90% of your time and bid on 30% more jobs, giving you a clear edge over the competition.
Ready to transform your workflow and enhance your estimating for HVAC projects? Book a personalized demo of Beam AI today and see how our AI-based solution can help you bid more and win more.
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