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HVAC Estimating Services for Bid Winners

The estimating company HVAC and mechanical contractors trust to win more projects and protect the profit on every one of them.

With our comprehensive approach, you'll notice a tangible uptick in your win ratio.

Speak with an Estimator Now

Art Graves, Clearwater Construction: 10 Years with Astra

Electrical, plumbing, and HVAC contractor. $1.15M+ won in three years.

You Don't Need a Full-Time Estimator.

You Need a Full-Time Estimating Company.

In the saturated HVAC market, delivering exceptional work in the field is often not enough. The behind-the-scenes strategy, precise estimating and smart bidding, is what secures the profitable projects. Astra Estimating gives HVAC contractors that edge. With our help, contractors are not just participating in bids. They are winning them.

Catering to HVAC professionals, Astra Estimating extends its services nationwide. No matter where you operate, our team ensures you benefit from industry-leading expertise, with consistency and excellence across the board. Even though our main office is in Ohio, our team of estimators is located all across America.

When you need help with HVAC estimating services, you want a team you can trust. These services help you create accurate bids for your projects. Good estimates are vital in winning contracts and making profits.

Key takeaways

Key takeaways

  • What is HVAC estimating? It’s the process of calculating costs for heating, ventilation, and air conditioning jobs.
  • Why is it important? Accurate estimates help contractors win more bids and increase profits.
  • Who can benefit? Both small and large HVAC contractors can use these services.
  • Where are we located? We are based in Tallmadge, Ohio, and serve clients across the country.

For more information on the benefits of these services, see our dedicated page on HVAC estimating services.

What Are HVAC Estimating Services?

What Are HVAC Estimating Services?

HVAC estimating services help contractors figure out how much a job will cost. This includes materials, labor, and other expenses. These services give contractors a clear picture of what to expect and help them prepare competitive bids.

In Tallmadge, Ohio, many contractors rely on these services to improve their chances of winning projects. The market can be tough, and having a well-prepared estimate is a huge advantage.

Who Needs HVAC Estimating?

Contractors of all sizes can benefit from HVAC estimating services. If you run a small business or a larger operation, these services can help you. You may have a lot of jobs to bid on or need help with complicated projects. Either way, professional estimating can make a big difference.

Common HVAC Estimating Challenges

ChallengeDescriptionPossible Solutions
Inaccurate MeasurementsMisestimating dimensions can lead to costly errors.Use professional software and double-check measurements.
Price FluctuationsMaterial costs can change rapidly, affecting estimates.Regularly update pricing databases and maintain supplier relationships.
Labor AvailabilityLocal workforce changes can impact labor cost estimates.Stay informed about local labor market trends.
Compliance IssuesFailing to account for local codes can lead to project delays.Always consult local regulations when estimating.

When to Outsource your HVAC Estimating

In the ever-evolving construction landscape, the key to success often lies in recognizing when to delegate for optimal efficiency. Outsourcing your estimating can be a strategic move, especially during periods of high workload, rapid growth, or when specialized expertise is required. Astra Estimating provides a premium, full-service estimating solution you can rely on, no matter where you are located.

Benefits of HVAC Estimating Services

Benefits of HVAC Estimating Services

Increased Accuracy

Using professional estimating services helps improve accuracy. Experienced estimators know the market and understand cost fluctuations. This means fewer surprises down the line.

Save Time

Estimating can be time-consuming. By outsourcing this task, contractors can focus on running their business. This helps in managing daily operations more effectively.

Competitive Edge

Having precise estimates gives you an advantage over competitors. It allows you to submit better bids, increasing your chances of winning projects.

Boost Profit Margins

With accurate estimating, you can price your bids correctly. This helps ensure you cover costs while still making a profit. A well-prepared estimate can lead to better financial outcomes.

See Our Sample Bids (330) 633-7300

HVAC Estimating Service Packages

It entirely depends on your needs. Need help with a certain task or part of your estimate? Try our Modified Complete package. Need just a takeoff done? Check out our Assist Take-Off package. Need a full estimating solution? Then Astra Complete is built for you.

Modified Complete

Where you select exactly the services you need from the Complete package list.

  • For contractors who only need certain tasks or portions of the estimate completed
  • Where you can select exactly the services you need from the Complete Package list

Assist Take-Off

For contractors who only need certain tasks or portions of the estimate completed. Detailed material counts from your plans, ready for your pricing.

  • We first submit fixture, gear, equipment, and material counts for quoted Items to you for your vendors to quote
  • Next, Labor hours for each and every item is calculated
  • Also, system material pricing on each item is finalized
  • We give you a detailed estimate of all labor and material needed
  • Finally, you finish the bid by adding in vendor quotes, labor rates, final markup and submit your proposal to your bidders

Astra Complete

Full-package with a detailed estimate and us representing your company to the GC. From complete bids and detailed material counts to executing a high-level proposal that gives you the best chance of winning.

  • Astra provides you with a complete and detailed estimate
  • 1 - We track down all the GC's bidding the project
  • 2- We call and build relationships with GC's representing your company
  • 3 - We submit fixture, gear, equipment, and material counts for quoted Items to directly to your vendors
  • 4 - We review and closeout the complete bid with your company
  • 5 - We prepare a bid proposal with all includes and excludes of your estimate
  • 6 - We submit your bid estimate to all bidding GC's from the bidders list
  • 7 - We call for bid results and track the estimates progress
  • In conclusion, we then help negotiate the win for your company

Most contractors running crews of ten or fewer choose Astra Complete, because they are already wearing every hat in the building. In fact, 98 percent of our customers choose the Complete package. Assist Take-Off fits shops with an in-house estimator who just needs the counts.

Estimating Software We Use

We use industry-leading software to give you the best odds of winning your bid.

QuoteSoft estimating softwareQuickPen estimating softwareFastEST estimating software

How our HVAC Estimating Services Work

Start Winning More Bids

What Our Clients Say

They Bring Us Results

“Mark has done a great job estimating our projects. If you are in a jam or need help with your estimating, then give them a call. We continue to use them because they bring us results.”

Kevin Skelton

President of KPS Plumbing Company

Well Within Range of Our Own Numbers

“Provided accurate HVAC estimation. We tested them on several projects and they were well within range of our own. I would highly recommend using them in future projects.”

Andrew Radder

A Professional Estimating Service

“Astra has been a great help to our company. They can turn around projects fast and the estimates are very detailed and accurate. I would recommend Astra to any contractor who is looking for a professional estimating service. We continue to use Astra on an as needed basis and have been extremely pleased with their work. Try them out and I am sure you will find that it is well worth it.”

Lou Tadiello

Two Seasons Heating & Cooling

Helped Us Win an $8 Million Project

“Astra helped us get a project for over 8 Million dollars. I would definitely recommend them!”

Robert Nickerson

N&T Mechanical Contractors

Over $1.15 Million Won in Three Years

“From the very first job, we have always made money with the jobs that you have estimated for us.”

“At the beginning I was skeptical. I didn't think it would work... I can honestly say, from the very first job, we have always made money with the jobs that you have estimated for us... When we were trying to bid jobs in-house, we were probably twenty to one. So winning one in four makes it well worthwhile... I can take what would have been twenty, thirty, forty hours and turn it into a two to three hour review and submit a bid... There is no way I could hire a mechanical estimator, a plumbing estimator, and an HVAC or electrical estimator and be able to afford it at the stage we are right now... There is no way that we could be where we are today without what you guys have done. And now I would not be without it.”

  • $1.15M+ Won in 3 Years
  • 1-in-4.2 Win Ratio
  • 10-Year Astra Client

Art Graves

Clearwater Construction (Livonia, Michigan)

Great Addition to my Company

“We have bid three projects to date and have won all three totaling over $675,087.00 in revenue for my company. I have nothing but great things to say about you and your services. Your team is always professional, always fair and a great addition to my company as a second look on my projects to help me gauge where my bids should be. I highly recommend your services and I have more jobs I will be sending your way to help me bid.”

Joe Dowd

Dowd's Mechanical Heating & Air Conditioning Inc

Speak with an Estimator

(330) 633-7300 See More Testimonials

Get Your Project Priced

Tell us a little about your project. An estimator will get back to you fast.

No estimate is ever shared with another contractor. Every project is on a first come first serve basis.

Speak with an Estimator (330) 633-7300

How our HVAC Estimating Services Work

Have you heard of the 80/20 rule? Estimating is only 20 percent of winning a bid in the competitive open bid market. Most contractors, and most estimating firms, focus all their energy on that 20 percent. We built our whole service around the other 80: choosing the right jobs, building relationships with the GCs, tracking results, and negotiating the win. You pay for the estimating. The rest comes with it, because it is how we keep you winning, and winning is how we keep you as a customer.

  1. Numbers Analysis. Before we price anything, we work from your numbers: your overhead, your breakeven point, your labor rate and burden, your profit target. If you do not know those rates, we show you how to find them. A bid built on someone else's numbers is a guess wearing a suit.
  2. Project Qualification. We help you choose jobs you can actually win AND make money on. Example: if your breakeven is 55 dollars an hour and the market history on a project type shows it goes at 45, we will call you and tell you not to bid it, because you would be upside down before the first day of work. The next job, where the market allows 65, is the one worth your bid.
  3. Relationship Building. We track down the full bidders list so your bid reaches every GC bidding the project, then we call each one, as your company, to build the relationship and make you their new favorite. We win more second-place jobs than first because of these relationships.
  4. Professional Estimating. Every estimate is taken off piece by piece, so your company can job cost against it and know exactly where the money is. Scope letter with includes and excludes, quoted items to your suppliers, everything reviewed with you before bid day. Your letterhead, your name. No one ever knows you bid with an outside estimating company.
  5. Results and Bid Tracking. We call for bid results and track them so patterns form, then we work the negotiation for you, with your approval on every number. We get bid results about 80 percent of the time. Most contractors never find out why they lost. Our customers do.

No estimate is ever shared with another contractor. Every project is on a first come first serve basis.

The Estimating Process Explained

The Estimating Process Explained

Estimating HVAC jobs involves several steps. Here’s a simple breakdown of the process:

Step 1: Gather Project Information

Before making estimates, it’s essential to gather all the details about the job. This includes: 

  • Plans and drawings of the project
  • Scope of work that needs to be done
  • Location of the project

Having this information at hand allows estimators to get a clear picture of the job.

Step 2: Calculate Material Costs

Estimators begin by figuring out the cost of all materials needed for the project. They look at items like: 

  • Ductwork
  • Piping
  • HVAC units

Knowing local prices and suppliers is crucial. It helps ensure the estimate is realistic.

Step 3: Estimate Labor Costs

Next is estimating labor costs. This part includes: 

  • Number of workers needed
  • Hours of work required
  • Labor rates based on local standards

Understanding the local workforce helps in making more accurate estimates.

Step 4: Add Other Expenses

Apart from materials and labor, other costs must also be considered. These can include: 

  • Permits
  • Insurance
  • Transportation costs

These extra costs can add up, so it is important not to overlook them.

Step 5: Create the Final Estimate

Once all the costs are calculated, the estimator will put together a final bid. This document includes:

  • A detailed list of all costs
  • Notes on what is included and what is not
  • Any special considerations for the contractor

Having a well-organized estimate helps in presenting a professional image to potential clients.

Benefits of Professional HVAC Estimating Services

  • Improves accuracy in bids
  • Saves valuable time for contractors
  • Enhances competitiveness in the bidding process
  • Increases potential for higher profit margins

Choosing the Right HVAC Estimator

Choosing the Right HVAC Estimator

Finding the right HVAC estimating service is key. Here are some tips to help you choose:

Check Experience

Look for a service with a strong track record. Experienced estimators are familiar with the market and local strategies.

Look for Reviews

Reading reviews from other contractors can provide insight into the quality of services. Check their website or ask for references.

Ask About Software

Knowing what software they use can help you understand their methods. Good estimators use industry-standard programs for accuracy.

Communication Matters

A good estimator should communicate well. They should be open to questions and provide updates during the estimating process.

Speak with an Estimator Now

Local Insights for Tallmadge, Ohio

Local Insights for Tallmadge, Ohio

In Tallmadge, the HVAC market has its unique characteristics. Many local contractors face different challenges compared to those in bigger cities. Understanding local regulations, building codes, and climate conditions are essential.

HVAC guidelines in Ohio can vary, so having local expertise is invaluable. Working with an estimator who knows the area can help you avoid costly mistakes.

Seasonal Factors

Ohio experiences different seasons, which can affect HVAC needs. Estimators must account for this when creating bids. For instance, summer may lead to increased demand for air conditioning installations.

Relevant Codes and Regulations

Each state has its building codes. In Ohio, understanding these codes helps prevent issues during construction. Hiring a local estimator familiar with these rules can save you time and money.

Frequently Asked Questions (FAQs)

What is the typical turnaround time for HVAC estimates?

Most HVAC estimates can be prepared within 24 to 48 hours. However, this can vary based on the job’s complexity. The sooner you reach out, the quicker we can assist you.

How do I submit plans for estimating?

You can easily upload your plans on our website. This way, our estimators can review everything quickly. You can also send them through our Project Center.

What is the format of the deliverables?

We provide estimates in a clear and easy-to-read format. This includes detailed breakdowns of costs and a summary. You can see real examples on our sample bids page.

How much do HVAC estimating services cost?

The cost often depends on the project’s size and complexity. We recommend getting a quote to understand better. After we receive your plans we send a cost quote you can approve or deny before any work begins.

Which estimating package should I choose?

Certain tasks only: Modified Complete. Takeoff only: Assist Take-Off. Full solution: Astra Complete.

Do you work outside Ohio?

Yes. Our main office is in Tallmadge, Ohio, and our team of estimators is located all across America, serving HVAC contractors nationwide.

For insights into various phases of construction estimating, check our page on electrical estimating services.

Speak with an Estimator (330) 633-7300

How our Pricing Works

We Quote You the Hours

1 We quote you the amount of hours to complete the estimate based on the project and services you selected.

You Approve the Cost Quote

2 After reviewing and approving the hours quoted to complete the estimate, we start the estimating process.

Modified Complete

3 You can accept and we will then start the estimate or you can also pass on the project and choose a different one.

The first question everyone asks is what we cost per hour. We challenge that question, because the real measurement is not what an estimator costs per hour. It is what it costs you to win a job. A cheap estimator who wins you one job in fifteen is the most expensive estimator you can hire.

Here is how it works: you send the project, we quote you the hours to complete the estimate, and nothing starts until you approve. You never pay for overage hours unless we give you the reason, like a mid-bid addendum, and you approve them.

Any fool can win you an estimate. You can win jobs all day long and lose money on every one of them. Our job is winning you work, making sure you make money on the work we win you, and making it affordable. And we make it affordable because our win rates are what make it affordable: it is not what an estimator costs per hour, it is what it costs you to win a job.

How We Improve your Win Ratio: It All Starts with your Numbers

Most contractors price overhead as a percentage of the job. Ten percent for overhead, ten percent for profit, done. Here is the problem: overhead is not consumed by contract dollars. It is consumed by TIME. Your trucks, your insurance, your office, your software: they cost the same for every hour your crew works, whether the contract is big or small. Watch what that does to two real-world bids.

A Worked Example

Illustrative numbers, not a rate quote.

Line item Job A ($50,000 project)Job B ($200,000 project)
Job total $50,000 $200,000
Who supplies material + equipment package Owner You
Labor hours 1,000 1,000
Overhead by the 10% method $5,000 $20,000
Real overhead at $10 per hour × 1,000 hrs $10,000 $10,000
Result by the percentage method Short $5,000 — your 'profit' was overhead. You won a loser. Overpriced by $10,000 — you likely lose the bid.
Result by the hourly rate Priced right — you know this job can't carry your cost, so you pass or price it honestly. WIN: add $8,000 profit on top of your 10% and STILL come in $2,000 under the percentage bidders.

The Percentage Method: wins the wrong jobs and loses money on them.

Declining chart crashing into a broken dollar sign

The Hourly Rate: wins the right jobs with the profit still in them.

Win checked, lose unchecked

Labor is where all the risk is. Materials get quoted; labor gets estimated. That is why we recommend pricing overhead as an hourly rate, not a percentage: it stays consistent across every project size, and it lets you see instantly whether a job can carry your real cost of doing business.

It matters more than most contractors realize, because the overhead a market will bear changes with the project type.

Restaurants, retail, and national chains are brutally competitive: low market overhead, low average labor rates, and full of bidders who do not know their numbers.

Medical office buildings, office buildings, and hospitals allow for higher overhead and higher average labor rates with thinner competition.

Once we run your numbers analysis, we can tell you which types of projects your company can actually win AND make money on, and steer your bidding there. If you have options, go after the jobs where you are competitive, profitable, and likely to win. That is the whole game.

Want to know what your real overhead rate is? That conversation is free.

Speak with an Estimator Now

Why Choose Our HVAC Estimating Services?

Why Choose Our HVAC Estimating Services?

We have over 40 years of experience helping contractors succeed. Our team understands what it takes to win bids. We offer tailored services that cater to your needs. Here’s why you should work with us:

Proven Track Record

We have helped thousands of contractors win jobs, ensuring their projects are profitable.

Comprehensive Services

From our office in Tallmadge, we provide estimating for all aspects of HVAC projects.

Focus on Client Success

We don’t just provide numbers; we help you build relationships. Our estimators work closely with general contractors to give you the best chance of winning.

Profitability in the HVAC industry is not just about the volume of jobs. It relies on the accuracy of your bids. An overestimate can cost you the project. An underestimate erodes your margins. Our precision-focused approach strikes that balance: competitive bids that safeguard, and often improve, your profit.

We are one of the largest independent estimating services in the country. Our estimators do one thing, estimating, 365 days a year, each in their own trade. They are not juggling project management, supplier orders, and payroll between takeoffs, which is exactly why in-house accuracy is so hard to match.

Talk to an HVAC Estimating Expert Today

Speak with an HVAC Estimator Now: (330) 633-7300

No estimate is ever shared with another contractor. Every project is on a first come first serve basis.

The Win Ratio Is the Whole Game

Most contractors come to us winning one job in every fifteen or twenty bids. Our goal path is simple: get you to one win in five bids quickly, then push toward two in five, and with bid tracking and relationships working, three in five.

Industry Standard

Before Astra: most contractors win 1 in 15 to 1 in 20 bids. That is a 5 to 7 percent win rate.

1 in 5 = 20%

our customers typically get here quickly

2 in 5 = 40%

where we push next

3 in 5 = 60%

where bid tracking and relationships take you

Winning 1 in 5 instead of 1 in 20 does not just mean more work. It means every dollar you spend bidding buys four times the revenue.

“Astra has been a great help to our company. They can turn around projects fast and the estimates are very detailed and accurate. I would recommend Astra to any contractor who is looking for a professional estimating service. We continue to use Astra on an as needed basis and have been extremely pleased with their work. Try them out and I am sure you will find that it is well worth it.”

Lou Tadiello Two Seasons Heating & Cooling

Speak with an Estimator Now

Conclusion

HVAC estimating services are vital for contractors in today’s market. With accurate estimates, you can win more bids and boost profits. Choosing the right estimating partner, especially one that understands your local market, can make all the difference. In Tallmadge, Ohio, we are here to support your business goals.

If you want to win more bids, contact us today at (330) 633-7300. Let us help you build a better future for your HVAC contracting business.

Additional Resources for Contractors

Resource TypeDescriptionLink
BlogsInsights and tips for improving HVAC estimatingVisit our blog
Sample BidsExamples of successful bids for referenceExplore Sample Bids
Client TestimonialsRead about our success stories from other contractorsSee Reviews

Related HVAC Estimating Topics

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Estimators, Not Salespeople

We are a professional estimating services company located in Tallmadge, Ohio. Over the past 25+ years we have worked with large and small Electric, Plumbing and HVAC Contractors Nationwide.

We are not your average estimating company. The clients we work with understand implementing successful strategies do not happen over night. Long term solutions require time, professional instruction and a client open to discovering new solutions that get real results.

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No estimate is ever shared with another contractor.
Every project is on a first come first serve basis.