Division 23 · HVAC
HVAC estimating from the rooftop unit down to the last diffuser
Mechanical bids are won on the sheet metal and lost on the details nobody measured: hangers, dampers, flex connections, insulation and the hours it takes to hang duct above a finished ceiling. Our HVAC estimators quantify equipment, ductwork by gauge and pounds, hydronic and refrigerant piping, air devices, controls and labor from your mechanical drawings, priced for the project's location.
- 5.0 Google
- 4.9 Trustpilot
- 4.9 Clutch
turnaround on a 90,000 SF medical office mechanical set
24–48 hours
Typical turnaround
23 · 25
CSI divisions
XLSX · PDF
You receive
Scope of takeoff
HVAC quantities we take off
Equipment from the schedules, distribution measured on the plans, labor by activity.
- EA
Packaged and split equipment
Rooftop units, split systems, heat pumps, mini-splits and condensing units with curbs and rigging
- EA
Air handling and terminal units
Air handlers, VAV and fan-powered boxes, fan coils, unit heaters and energy recovery units
- LBS / LF
Rectangular and round ductwork
By size and gauge, converted to pounds of sheet metal with fittings and transitions
- LF / EA
Flex duct, dampers and accessories
Flexible duct, volume, fire and smoke dampers, access doors, turning vanes and sealant
- EA
Grilles, registers and diffusers
Supply, return and exhaust air devices by type and size
- LF
Hydronic piping
Chilled and heating water, condenser water and condensate by size and material
- LF
Refrigerant piping
Line sets by size, with insulation, supports and brazing allowances
- SF / LF
Duct and pipe insulation
Duct wrap, liner and board, pipe insulation by diameter and jacketing
- EA
Hangers, supports and seismic
Trapeze hangers, strut, rod, seismic bracing and vibration isolation
- EA / LF
Controls and building automation
Thermostats, sensors, actuators, DDC controllers and control wiring
- EA / LF
Exhaust, kitchen and specialty systems
Exhaust fans, kitchen hoods, grease duct, lab exhaust and dust collection
- HRS
Labor hours by activity
Equipment setting, duct, piping, insulation, controls and TAB coordination
Process
How our estimating process works
Four steps from upload to a bid-ready estimate, with a senior estimator signing off before anything leaves our desk.
- 1
Upload plans and scope
Send your drawings, specifications and bid invitation through the secure upload form. We confirm scope, deadline and a fixed price within two business hours.
Then step 2
- 2
Digital quantity takeoff
Estimators measure every item from calibrated plans in Bluebeam and PlanSwift, color-coding each layer so quantities can be traced back to the drawing.
Then step 3
- 3
Pricing and labor
Quantities are priced with location-adjusted material costs, crew productivity rates and equipment, then marked up to your overhead and profit targets.
Then step 4
- 4
Senior review and delivery
A second estimator audits quantities and pricing, documents assumptions and exclusions, and delivers your Excel workbook, PDF summary and marked-up plans.
Bid-ready
Overview
What goes into an HVAC estimate
An HVAC estimate quantifies three things: the equipment that conditions the air, the distribution system that moves it, and the controls that run it.
Equipment comes from the mechanical schedules: rooftop units, split systems, air handlers, VAV boxes, fan coils, exhaust fans, boilers, chillers and pumps, each priced from current manufacturer quotes or published costs with rigging and startup included.
Distribution is where the real measurement happens. Rectangular and round ductwork is taken off by size and converted to pounds of sheet metal using SMACNA gauge schedules, with fittings, dampers, flex duct, hangers and sealant derived from the layout. Hydronic and refrigerant piping is measured by size and material, with insulation by diameter and thickness per the specification. Grilles, registers and diffusers are counted from the schedule and reflected ceiling plans.
Labor is estimated by activity: equipment setting, duct fabrication and installation, piping, insulation, controls and test-and-balance coordination. Each is adjusted for ceiling height, structure type and whether the space is occupied, so the hours reflect how your crews will actually work the job.
What type of hvac estimating can you get?
Match the estimate to where your project is. Every option is priced as a flat fee before work begins.
Plan-and-spec HVAC bid
±5%48 hours
Full Division 23 pricing from construction documents with equipment, ductwork in pounds, piping, insulation, controls and labor organized by system and area.
Best for: Competitive mechanical bids
Design-build mechanical budget
±10%24–48 hours
Tons-per-square-foot and assembly pricing from schematic drawings, refined as equipment schedules and duct layouts firm up at each milestone.
Best for: Design-build and negotiated projects
Duct takeoff only
24 hours
Ductwork by size, gauge and pounds with fittings, flex, dampers and air devices for sheet metal shops that fabricate and price in-house.
Best for: Sheet metal fabricators
Equipment replacement and retrofit
±5%Same day to 24 hours
Fast pricing for rooftop replacements, boiler and chiller swaps and controls upgrades, with rigging, crane and demolition allowances.
Best for: Service and retrofit contractors
Deliverables
What's included in your estimate package
Every deliverable is formatted so it can go straight into a proposal, a purchase order or an owner report.
Estimate workbook
Quantities, unit costs, labor hours and totals organized by CSI division, with subtotals, markups and a bid summary tab.
Marked-up plans
Color-coded takeoff drawings showing exactly where every measured quantity came from.
Material procurement list
Consolidated material quantities with waste factors applied, ready to send to suppliers for quotes.
Labor hours by task
Crew-based labor hours and productivity rates so you can check the schedule against the estimate.
Assumptions and exclusions log
Every clarification, allowance and exclusion documented so your proposal scope is defensible.
Bid summary sheet
A proposal-ready one-page summary with overhead, profit, bonds and contingency applied.
Why LEEDS
Why contractors switch to LEEDS
An estimating desk that behaves like an extension of your team, not a software subscription.
Estimators who have fabricated and hung duct, and who read mechanical schedules the way your project managers do.
Ductwork converted to pounds of sheet metal, using SMACNA gauge schedules, so your shop can price fabrication directly.
Equipment priced from current manufacturer and rep quotes with curbs, rigging, startup and warranty included.
Labor hours by activity and condition, separating equipment, duct, pipe, insulation and controls.
Insulation, hangers, dampers and accessories, derived from the layout rather than a percentage of duct cost.
Kitchen exhaust, lab exhaust and specialty, systems captured as alternates when the bid form calls for them.
Color-coded marked-up plans by system: supply, return, exhaust, hydronic and refrigerant.
36 to 48 hour turnaround on most commercial, mechanical sets.
Tools
Estimating software and cost data we work in
Deliverables fit the tools your team already uses.
Bluebeam Revu
Calibrated PDF markup and measurement
PlanSwift
Digital takeoff and assemblies
RSMeans Data
Localized unit cost database
Trimble Accubid
MEP estimating and pricing
Autodesk Takeoff
2D and 3D quantification
Microsoft Excel
Deliverables formatted to your template
Reviews
What contractors say after their first bid with us
What general contractors, subcontractors and developers say after bidding with our numbers.
“Duct takeoff by gauge and size, equipment schedules, hangers, insulation. They understand sheet metal. Turnaround was 36 hours on a 90,000 square foot clinic.”
Tom Beaulieu
President, Beaulieu Mechanical · Minneapolis, MN
FAQ
HVAC Estimating FAQs
Straight answers on scope, turnaround, pricing and deliverables.
Do you quantify ductwork in linear feet or pounds?
Both. Ductwork is measured by size and run on the plans, then converted to pounds of sheet metal using SMACNA gauge schedules so fabrication shops can price directly. Linear feet, square feet of surface and pounds all appear in the workbook.
How do you price HVAC equipment?
Scheduled equipment is priced from current manufacturer or rep quotes where available, otherwise from published cost data adjusted to the project location, with curbs, rigging, startup and warranty allowances called out separately.
Can you estimate from a design-development mechanical set?
Yes. We build an assembly-based budget using tons per square foot, air changes and system type, document every assumption, and refine the estimate as equipment schedules and duct layouts are completed.
Are controls and building automation included?
Controls are quantified from the controls drawings and points list whenever they are part of the mechanical package, and broken out on a separate tab so you can carry them as base scope or hand them to a controls subcontractor.
Do you include test and balance, commissioning and permits?
We carry allowances for TAB coordination, startup and commissioning support, and permits when the specification assigns them to the mechanical contractor, and we flag each one in the assumptions log.
What is the turnaround on an HVAC estimate?
Most commercial mechanical sets are returned within 36 to 48 hours. Equipment replacements and small tenant improvements are often same day, and rush delivery is available for tight bid dates.
Related
Related estimating services
Most projects need more than one trade. Bundle them into a single upload and we price the whole scope together.
Ready for a hvac estimating quote?
Upload your plans and get a fixed quote within 2 business hours. Most estimates are delivered in 24–48 hours.