Manual estimates are slowing you down.
Relying on spreadsheets and scattered paperwork or juggling too many bids at once can make accurate estimating feel almost impossible. If you are an HVAC contractor or consultant, you know just how much is on the line every time you submit a proposal.
Getting your job costing right is more than just a math exercise. It can be the difference between winning the work and watching profits slip away. Also, inaccuracies or rework can cost you precious time and result in missed opportunities.
According to McKinsey & Company, poor processes and manual errors account for approximately 30% of project costs in construction projects. Now, that is a serious hit to your bottom line, especially when those losses are avoidable with better technology.
That is why moving to an automated, integrated HVAC estimating software can save you from wasted hours and profit loss.
Here, I am going to introduce the best HVAC estimating software on the market—tools designed to streamline your bids, simplify your workflow, and help grow your business.
Checking out this article means you will discover features, pros, cons, and insights you can use to make the right decision for your team.
Let’s get started.
Quick Summary:
| # | Software | Target Users |
|---|---|---|
| 1 | PlanSwift ↗ | Contractors needing faster, reliable HVAC bids |
| 2 | Trimble ↗ | Contractors seeking precise, data-driven estimates |
| 3 | Fast Duct ↗ | Contractors wanting fast, accurate HVAC bids |
| 4 | QuoteSoft ↗ | Ductwork contractors needing accurate, customizable bids |
| 5 | ServiceTitan ↗ | Contractors aiming to boost profits and grow business |
1. PlanSwift
Tired of slow and inaccurate HVAC bids?
PlanSwift tackles the common challenges by offering easy-to-use digital takeoff tools that eliminate manual errors.
With PlanSwift’s drag-and-drop interface, you’ll quickly measure areas and calculate materials without digging through paper plans. This means you can bid faster and more confidently, helping you avoid costly mistakes that cut into profits.
The software lets you import blueprints instantly from PDFs, images, or CAD files so you don’t waste time recreating drawings. It also automatically generates material lists and labor costs, streamlining your estimating process.
You don’t need to be a tech expert to get started.
PlanSwift supports customizable formulas and assemblies, which means your estimates are precise and tailored to your specific HVAC projects. You can even export your bids to Excel or other programs for easy collaboration.
Its cloud syncing capabilities let you access projects from anywhere, so you’re not tied to a single device.
Key features:
Quick digital takeoffs: Drag-and-drop measuring tools speed up your bids while reducing costly human errors in calculations and measurements.
Blueprint compatibility: Instantly import PDFs, CAD drawings, or images to avoid redrawing plans and save valuable estimating time.
Customizable assemblies and formulas: Tailor your material and labor estimates to your exact project needs for accurate, profitable bids. For teams focused on residential jobs, check out these residential construction estimating software options that further streamline project workflows.
Learn more about PlanSwift features, pricing, & alternatives →
Verdict:
PlanSwift stands out as the best HVAC estimating software for contractors who want faster, reliable bids without fuss. Its robust takeoff tools helped one contractor reduce bidding time by 55%, proving its effectiveness on real HVAC projects. If speedy, precise estimates matter to you, PlanSwift is a smart choice.
2. Trimble
Looking for more control over your HVAC project bids?
Trimble offers connected hardware and software solutions to close productivity gaps in construction and infrastructure projects.
It specializes in turning complex workflows into manageable, real-time actions with precise positioning, 3D modeling, and advanced data analytics. This means you can coordinate your HVAC estimating with actual project conditions and reduce guesswork.
With Trimble, you get confidence at every turn while bidding and managing jobs.
Its software helps you track progress, stay coordinated, and make informed adjustments as work progresses, reducing costly delays. If you’re interested in learning how you can boost bids and maximize profits, keep reading for more insights.
The platform also integrates hardware and software to deliver data-driven insights across your projects.
Another big plus is its large ecosystem, where global users continually elevate project outcomes by connecting data, people, and workflows.
This approach works well if you want to avoid costly reworks and maintain profitability across multiple HVAC bids.
Key features:
Precise 3D modeling and positioning technology that cuts errors and improves bid accuracy, so you can price HVAC projects closer to actual costs.
Real-time data analytics and project tracking to help you stay on top of job progress and make adjustments that keep bids profitable.
Connected solutions integrating hardware with software that turn project complexity into simpler tasks, reducing coordination headaches and saving time.
You might also find it helpful to explore partner solutions for smarter customer targeting used in growing other industries.
Learn more about Trimble features, pricing, & alternatives →
Verdict:
Trimble stands out as the best HVAC estimating software if you need to bring more accuracy and control to your construction projects. Managing over $500 billion in construction annually and serving more than a million users worldwide shows its proven capability to improve bids and project execution. It’s a strong choice for HVAC contractors who want precise, data-driven estimates tied directly to real project conditions.
3. Fast Duct
Need faster, more accurate HVAC bids?
Fast Duct tackles slow, error-prone manual estimating with automated takeoff and bidding tools designed for HVAC contractors.
Its intuitive interface lets you quickly generate precise duct and pipe takeoffs, saving you hours on each estimate. It uses digital plan interpretation, reducing costly mistakes that can eat into profits.
This software leaves no room for guesswork.
When you upload your blueprints, Fast Duct automatically calculates materials and labor, ensuring your bids are both comprehensive and competitive.
I also like its ability to customize rates and assemblies, letting you tailor estimates exactly to your business needs—this helps avoid underbidding or leaving money on the table.
Another smart feature is real-time bid tracking, which keeps you organized and aware of upcoming deadlines, helping you manage multiple projects without stress.
Fast Duct supports HVAC contractors who want to boost profits with more accurate bids and cut down estimating time. Its automation and customization really help solve common problems around wasted time and costly errors. I found they say their users typically reduce estimating time by up to 50%, which is a huge win.
Key features:
- Automated duct and pipe takeoff calculations that speed up your estimating by precisely measuring materials from digital blueprints.
- Customizable labor and material rate settings let you tailor bids to your business, avoiding missed costs and improving profitability.
- Real-time bid and project tracking keeps you on top of deadlines and multiple estimates, reducing stress and enhancing efficiency.
Learn more about Fast Duct features, pricing, & alternatives →
Verdict:
Fast Duct stands out as the best HVAC estimating software for contractors looking to save time and increase accuracy. Users report cutting estimating time by half while reducing errors that impact profits. Its custom rate settings and digital takeoff tools make it a solid pick for improving your bidding process.
4. QuoteSoft
Want to cut time on HVAC bids?
QuoteSoft makes estimating labor and material costs for ductwork and HVAC projects simple and precise.
This HVAC estimating software is powerful yet straightforward, designed specifically for ductwork contractors who need fast, accurate quotes. It lets you handle rectangular, round, and oval ducts alongside spiral pipe, fittings, grills, and dampers with ease. Plus, it works directly from prints, PDFs, or many other digital files.
You’ll appreciate how QuoteSoft lets you customize material names and icons to match your business’s exact specifications.
The software reduces the stress of bidding by automating complex calculations, so your estimates come out right the first time.
It also supports custom assembly building and allows you to adjust specs, which means your bids reflect your unique approach — not a one-size-fits-all model.
Plus, QuoteSoft provides a solid support system with online training videos, live tech support, and even in-person options, all included for a full year after purchase.
Estimating HVAC jobs just got easier.
Key features:
- Customizable bidding tools let you tailor materials and assemblies, reducing errors and helping your bids fit your business perfectly.
- Versatile duct estimating handles labor and material costs for various duct shapes, including spiral pipe and fittings for precise cost control.
- Comprehensive training and support ensure you get up to speed quickly and keep your software running smoothly without hassle.
If you work on homes as well, you might want to explore the best residential construction estimating software for related tools.
Learn more about QuoteSoft features, pricing, & alternatives →
Verdict:
QuoteSoft stands out as the best HVAC estimating software for ductwork contractors who want accuracy, customization, and reliability. Users like Upstage Plumbing report reducing multi-day projects to just hours, proving how it streamlines bids and boosts profits through automation and tailored features.
5. ServiceTitan
Want to win more bids and boost profits?
ServiceTitan helps contractors like you improve workflows and increase revenue with its all-in-one platform built specifically for HVAC and other trades.
By providing real-time costing and predictive insights, it helps you control project budgets while maximizing profit margins. You can automate billing to optimize cash flow, cutting down on overhead and late payments.
It also drives productivity by automating processes and keeping your team motivated and safer.
ServiceTitan makes growing your business easier.
Its dashboard lets you proactively monitor your sales pipeline and respond to incoming work orders quickly, so you never miss a chance to win new customers.
The platform integrates with over 70 popular commercial tools, including Sage and Viewpoint Spectrum, meaning you can keep your existing systems but gain centralized control and insight.
One-liner to close.
Key features:
- Real-time costing and predictive insights to keep your bids accurate and maximize profit margins on every HVAC job you take.
- Automated billing and cash flow management that helps reduce overhead and boost the chances of invoices paid on time by 10%.
- Proactive sales pipeline monitoring so you can respond faster to bids and generate up to 16% more annual revenue.
Learn more about ServiceTitan features, pricing, & alternatives →
Verdict:
ServiceTitan stands out as the best HVAC estimating software for contractors who want to improve profitability and growth. Its real-time project costing and proactive lead management helped commercial customers increase revenue by 16% and see 10% faster invoice payments. These results prove the software’s value for HVAC pros.
Conclusion
Are you ready to tackle your estimating challenges?
As an HVAC contractor, inefficient estimates can lead to wasted time and potential losses. Each miscalculation or manual error could mean money slipping through your fingers, making it crucial to have the right tools in place.
Research from McKinsey & Company shows that approximately 30% of project costs stem from inefficiencies and rework. This statistic emphasizes the importance of accurate estimating software that can streamline your processes and ultimately boost your bottom line.
That’s where PlanSwift really shines. It automates your estimating tasks, allowing you to generate precise bids faster than ever. One contractor even reduced their bidding time by 55% after implementing it—that’s impactful!
If you’re looking to increase efficiency and profitability, I encourage you to start a free trial of PlanSwift today.
Taking action on this could save you precious time and help secure more projects with confidence.
