Estimating Process for HVAC

The Estimating Process workflow supports HVAC contractors by creating accurate cost projections for installations and service projects. It includes reviewing mechanical drawings, quantifying ductwork and equipment, estimating labor, and validating supplier pricing. Supervisors check assumptions, while managers align estimates with budgets and compliance requirements. By following this workflow, HVAC companies reduce errors, protect profitability, and improve win rates. Clients benefit from transparent, reliable proposals. Teams gain accountability with documented assumptions and calculations. With this workflow in place, HVAC contractors can strengthen professionalism, improve efficiency, and deliver projects more reliably while maintaining competitive, accurate cost control.

Review the RFQ, bid invitation, or client inquiry

Gather project details: plans, specs, site conditions, and schedule

Conduct a site visit if needed to assess access, logistics, and risks

Break down scope into key trades, phases, or cost categories

Quantify materials, labor, equipment, and subcontractor needs

Request quotes from suppliers and subcontractors

Apply standard labor rates and productivity factors

Add markups for overhead, profit, and contingency

Review for completeness, accuracy, and alignment with scope

Prepare and format the estimate into a client-facing proposal

Review with project manager or leadership for approval

Submit proposal to client by due date

Log estimate in tracking system and follow up for feedback

Archive estimate for future use or comparison