Why mechanical estimating services are important in the construction business?

mechanical estimating

Estimating companies has become an integral part of the construction industry in the USA. Specifically, contractors get assistance from professional mechanical estimating companies regarding mechanical projects. Mechanical installation companies hire estimators to increase the efficiency of their construction projects using their mechanical estimating services. From start to end, a mechanical construction estimating company helps contractors by equipping them with precise and accurate mechanical cost estimations.

What is Mechanical Estimating?

Mechanical estimating is the process of evaluating the cost of a mechanical building project. Estimators do this assessment at a mechanical company. They find the most reasonable and high-quality construction materials for their clients. Moreover, they help contractors streamline their construction activities and mitigate errors.

What Services Does a Mechanical Estimating Company Provide?

A mechanical estimating company provides a wide range of services to meet the needs of contractors and their clients. The list of services mechanical estimating companies offer is given below:

General Specific
  • Bid reviews
  • Bid estimates
  • Check estimates
  • Budget estimates
  • Reconciliation estimates
  • Subcontractor marketing
  • Project cost management
  • Change order management
  • Mechanical project lead generation
  • Mechanical, plumbing, piping, HVAC quantity takeoffs
  • Piping Fabrication Estimating
  • Mechanical Drafting Services
  • HVAC & Ductwork Estimating
  • Piping Insulation Estimating
  • Piping Estimating and Takeoff Services

Which Materials Do Mechanical Estimators Consider in Takeoffs?

  • Air devices
  • Air handling units
  • Air-cooled condensing units
  • Air conditioning units
  • Louver
  • Hangers
  • Boilers
  • Heat pumps
  • Exhaust fans
  • Manual volume damper
  • Rooftop units
  • Dust smoke detector
  • Pump
  • Water heaters
  • Chillers
  • Backdraft damper
  • Ducts
  • Gas pipes
  • Vent pipes
  • Refrigerate pipes
  • Condensate drain pipes
  • Air cleaners
  • Steam systems
  • Air filters
  • Pipe fittings
  • Sheet metal ducts
  • Duct fittings
  • Thermostat
  • Duct insulation
  • Duct supports
  • Humidifiers

What is the Process of the Mechanical Estimating Company?

When discussing the mechanical estimating process, we consider 6 steps.

  • Initial Inspection
  • RFI & RFQ
  • Takeoff
  • Bill of Quantities
  • Pricing
  • Reports with Supporting Papers

1.Initial Inspection:

The initial inspection is reviewing and scanning the mechanical project documents to understand the scope of work. With this detailed analysis, the estimator determines how much time they will be needed to complete the project efficiently.
The documents that a mechanical company must have for initial assessment are given below:

Requirement Description
Invitation to tender (ITT) ITT is the formal invitation for project tender.
The Scope of Works (SOW) SOW describes the project’s nature, size, complexities, and time and cost required for completion.
Construction Drawings They describe drawing registers, sectional drawings, 3D models, and isometric views of mechanical projects.
General & Mechanical Specifications These specifications elaborate the work details, materials, desired manufacturers, and installation standards and codes.
Equipment Schedules The schedule describes the machinery, equipment, and tools required for the mechanical installation project.

2.RFI & RFQ:

RFI is a request for information. Sometimes, when estimators do not understand the initial submissions, for instance, the confusion in blueprints, they send requests for clarification to their clients. Estimators send queries to their clients in the form of pictures so their clients can easily understand what an estimator is talking about.
Another term is RFQ, which stands for request for quotations. It is an application in which an estimator or project sends a request for quotation to a contractor or subcontractor. One may also send the quote for pricing to the appropriate material supplier. Consider the following points to make the best set of RFQs:

  • Request a quotation from 2 to 3 suppliers. It will help you find the best quote and choose the most reliable professional to meet your desires.
  • Send RFQ to suppliers or subcontractors residing near your location. It will cut down delivery costs and save time and money.
  • If a cloud-based database is available, save all suppliers’ information. It will help you to avoid sending the same RFQ to different suppliers. Moreover, it will save time and enable you to confidently contact suppliers.

3.Mechanical Material Takeoff:

The takeoff process quantifies all the construction materials you will calculate soon. Takeoff represents the quantity of materials you need to work on your mechanical construction project. It is a critical and time-consuming task. Therefore, estimators start with a single amount and move forwards by shifting attention to the following components.

Factors to Consider During Takeoff and Bill of Quantities:

  • Keep your eye on the project’s scope at each phase of the construction cycle. You can note everything on sticky notes or notepad.
  • Keep recording the services or activities you have done. It will help you save time on the already done task.
  • Whatever you note on your computer, keep its backup so that you do not experience difficulty if your system crashes suddenly.
  • While assessing blueprints, make points to highlight primary considerations during work.
  • If there is anything not correctly planned or wrong in the given data, write in your notepad and suggest what you can do to mitigate it.
  • Use mechanical takeoff software for better allocation management and, ultimately, excellent outcomes.

How to Use Mechanical Takeoff Software

  • Set the scale on the title page of the drawings by considering two or three measurements already mentioned in the documents.
  • Before beginning takeoff, divide the construction project allowances based on the scope of work or the pricing chart.
  • Then, use different colors to highlight non-allowances, approved services, and ambiguous and conflicting parts.
  • After highlighting primary considerations, measure the linear lengths of mechanical projects to make linear takeoffs.
  • Now, assemble all the materials and labor required to complete a mechanical installation project flawlessly.
  • Ultimately, count the materials such as fittings, valves, and equipment by observing each consideration you mentioned in your notepad.

4.Bill of Quantities (BOQ)

Estimators generate a spreadsheet showing the details of the required materials and their pricing. The specific sheet is called BOQ. It contains the divisions of materials, labor, and pricing based on the scope of work.

Methods to Prepare BOQ

Sr. Methods of Creating BOQ Paid/Unpaid
Directly exporting from takeoff software. Unpaid
Directly exporting from estimating software. Unpaid
Custom-made BOQ with manual data input. Sometimes Paid
Automated BOQ Generation. Unpaid

Note: Whatever the method you choose for the generation of BOQ, ensure 100% efficiency and accuracy of the outcomes!


The most challenging part of mechanical estimation is pricing since it requires high accuracy for the success of the mechanical installation project. During the pricing phase, an estimator must consider materials, labor, overhead, and construction permit expenses. Furthermore, an estimator must be efficient in mathematics and in-depth analysis to execute excellent pricing results.
Pro Tip: Use verified software to hit accurate calculations and even modify pricing after calculating the overall project budget!

6.Reports with Supporting Papers

Everything is ready to dispatch. A final submission must contain the following documents.

  • Priced/unpriced Bill of Quantities
  • Highlighted takeoff drawing
  • Specification schedule

What Type of Software is Used in a Mechanical Estimating Company?

Mechanical cost estimation is a tricky task. Therefore, estimating firms use multiple software and tools to make things easy and convenient for them and their clients. Estimating tools and software promote easy calculation, proper management, flawless communication, and easy scheduling of funds and allocations. A professional mechanical construction estimating company’s software for smooth working includes:

  • WenDuct & WenPipe
  • Contractor Foreman
  • QuoteSoft
  • Xactimate
  • ArcSite
  • Fergus
  • Joblogic
  • Service Fusion
  • Trimble
  • Quest
  • FastDUCT
  • FastPIPE
  • PlanSwift
  • Simpro
  • FieldEdge
  • Housecall Pro

What Are the Pros and Cons of Mechanical Estimating Companies?

When a contractor works with a company for mechanical estimating services, he experiences different advantages and advantages. One must know the significant pros and cons of estimating services to make the right decisions and meet business desires.
How to Choose the Reliable Mechanical Estimating Company for a Mechanical Construction Project?

In the construction industry, precise and accurate mechanical estimates are essential. They ensure the flawless processing and the successful completion of a mechanical installation project. The reliable figures determine the project feasibility, budgeting, and scheduling leading to successful executions. To avail of all these benefits of mechanical estimating services, you only need to invest your time and money in a dependable estimating company.

How can you identify whether the company you chose for evaluating solutions is reliable?

Consider the following factors before selecting a mechanical estimating firm:

  • Expertise and Experience

The mechanical construction estimating company you choose must be unbeatable regarding its employees’ expertise and experience. They must provide a deep understanding of a construction project and deal with it according to targeted desires.

  • Technological Expertise

In the current era, technology plays a vital role in the construction industry, particularly in the construction estimating business. An estimator must own unmatchable technological expertise to exploit these innovations and technologies. The proficiencies enable an estimating company to meet the needs of its clients with confidence and excellent results.

  • Cost and Value

Checking the cost and the quality of services a company delivers is a good technique for choosing a reliable estimating company. Many contractors and homeowners go for the cheapest option. It should be remembered that the too-low cost may lead to unprofessional behaviors and inaccurate estimates. Therefore, balance the quality and the service charges with the best-estimating company near you.

  • Customization and Flexibility

Each construction project has unique structures, features, and requirements. Only a company that offers customized and flexible services can fulfill these desires of a construction project. Therefore, you must scan whether the estimating firm you choose provides customized and flexible services. If not, you must go for another one for your mental peace.

  • References and Reputation

The mouth-of-world mostly give good suggestion. One must ask for reviews or feedback from past clients of the company you are hitting for estimating services. Likewise, you can do some research to check the company’s reputation. Both factors will help you understand whether you should select the company to meet your expectations.


Mechanical estimating companies play an essential role in completing construction projects. From detailed initial assessments to delivering precise and accurate estimates, they help contractors meet their needs efficiently. Professional estimating firms use customized strategies and techniques to satisfy contractors and builders. Likewise, they use trending software and tools for good project management and executing outstanding outcomes. All you need to do is choose a reputable and trustworthy company by doing proper research besides signing a contract with a random one. This way, you will get cost-effective, reliable mechanical estimating services while elevating the efficiency of your construction project.