Best HVAC Estimating Software of 2026

Here's what we'll cover:

What you need to know about HVAC estimating software

What is HVAC estimating software?

Features of HVAC estimating software

Benefits of HVAC estimating software

How to choose the right HVAC estimating software for your business

Software related to HVAC estimating

What you need to know about HVAC estimating software 

Heating, ventilation, and air conditioning (HVAC) estimating software optimizes the evaluation of costs and resources needed to complete heating, ventilation, and air conditioning projects. Features include proposal generation, cost database, and project tracking, among others.

Specifically, HVAC estimating software helps calculate total material, labor, subcontractor, and equipment cost estimates and generates professional proposals and quotes for clients from these estimates. It also assists users in automating data entry, pulling updated prices of materials and equipment, and identifying labor and overhead costs.

To give you an idea of the market, we have 77 HVAC estimating software platforms on our site, ranging from affordable, scaled-down options to six-figure, comprehensive enterprise systems. You can read the profiles for these HVAC estimating systems and check out over 700 verified user reviews to know which systems can be a good fit for your business. 

It’s important to realize that all these products offer a wide and differing set of capabilities, which is why we’ve put together an in-depth HVAC estimating software buyers guide to help you understand what you’re getting into. Our insights will make the selection process easier, enabling you to choose the best platform for your business.

Our analysis reveals that most HVAC estimating software solutions on the market are priced on a “per month” basis, and a typical entry-level pricing plan is around $469 per month. Premium and advanced system subscriptions commonly cost about $1,702 per month.

Some HVAC estimating software might cost more or less per month depending on the feature set offered. For instance, if all you need is estimating and takeoff, you might be able to find a solution that costs less. But if you’re looking for a full suite that includes project management, accounting, and scheduling, you could be looking at a higher cost per month because you might need multiple systems or one larger system.

If you’re a first-time buyer, consider your budget, number of users, use cases, and necessary integrations. Ensure you’ve consulted with stakeholders on a list of critical questions to help you evaluate systems based on your needs, such as:

• How often does your software pull in prices for estimation?

• Can this software integrate with my current tech stack?

• Does the software have mobile functionality so our field agents can put in updates in real time?

• How much data input do my techs need to do?

Choosing the right option can be a complicated process because there are so many different vendors. In this guide, you’ll learn about the essentials of HVAC estimating software and get step-by-step guidance on how to choose the right solution for your business. Or, if you’d prefer to chat with one of our experienced HVAC estimating software advisors like Marty Moore—who has led buyers to the right HVAC estimating software dozens of times—schedule a call or start a chat with us.

What is HVAC estimating software?

HVAC estimating software helps calculate total material, labor, subcontractor, and equipment cost estimates. It leverages the collected data to produce professional proposals for clients. It also assists users in automating data entry, pulling updated prices of materials and equipment, and identifying labor and overhead costs.

We have over 70 unique HVAC estimating vendor profiles on our site, and, in the past one year alone, gathered over 1,000 reviews highlighting actual users’ experience with these vendors. [2]

A common misconception we’ve heard based on our conversations with buyers is that HVAC business owners are looking for an all-in-one solution that includes estimating and accounting, but a lot of times that isn’t an option. Moore futher explains, “Business owners are usually looking for systems that integrate with the accounting system or project management systems they’re already using. Unfortunately, you can’t always find a solution that can offer clean integrations, so business owners might be better off finding a solution that has HVAC estimating, accounting, project management, and general field services features all built in.”

This underscores the importance of determining the exact functionality and integration you need before setting out to choose a provider.

Features of HVAC estimating software

All HVAC estimating software includes important features like cost databases, job costing, proposal generation. In addition to those listed above, HVAC estimating platforms also share various common features, including auditing, customizable templates, project tracking, and project management.

Here are the features that are most important and nearly always included in HVAC estimating software:

Optional HVAC estimating software features worth noting

There are a number of features that may not be found in every HVAC estimating software system, but that are worth mentioning. These include:

• Historical database: Store all of your past projects with related materials and labor cost estimates in a database.

• What-if analysis: Model how your bid will change if assumptions (e.g., project completion date) change.

• Pre-built templates: To accelerate the estimating process, create a set of commonly required parts and labor for standard jobs, such as a bathroom remodel.

• Aerial measurements: Using GPS maps, easily determine an estimate for how large a roof is so you can quickly put together a bid.

• Reporting/analytics: Create cost breakdown reports using charts and graphs to improve the analysis of project costs.

For more information on HVAC estimating software features and recommendations, you can schedule an appointment with Moore or his colleagues.

Benefits of HVAC estimating software 

Moore’s conversation with HVAC professionals unveiled that they are often looking for better estimating solutions because they’ve outgrown manual methods. In his words, “Business owners are usually using manual methods trying to automate that process and just get more accurate estimates.” Other pain points that lead users to more specialized estimating software include a lack of automation, scheduling, and inventory tracking to ensure material cost databases are up to date.

Moore often talks to HVAC professionals about why they’re looking for HVAC estimating software. “Business owners just aren’t getting current pricing information, so they’re looking for a program that frequently updates their cost database.” If you don’t have confidence in the prices you’re providing, you could be shooting yourself in the foot by providing a bid that doesn’t cover all your costs down the road. 

In general, the primary benefits you’ll see when you purchase and utilize HVAC estimating software will make you more efficient across the board, such as:

• Accurate estimates: Manual calculations are prone to errors. If an estimate is too high, the job will go to another contractor; if it’s too low, the customer will be upset when the price inevitably goes up at the end of the job. To avoid this, HVAC estimating software helps field service techs accurately estimate the costs of labor and materials. 

• Simplified scheduling: HVAC estimating software makes it easy to track team assignments, track the location of equipment, and materials availability to avoid conflicts and ensure smooth operations.

• Enhanced project management: Mistakes happen when you’re trying to manage multiple jobs and coordinate paperwork across different job sites. HVAC estimating software can help you avoid that by simplifying project management. 

• Ensures efficient operations: Improved communication between field techs and backend offices, plus project management features, can help enhance your operational efficiency. Add improved and accurate estimating tools, and you should be able to win more bids.

• Provide more value to clients: Better estimating, quoting, takeoff, and processes all lead to a better client experience. If things run smoothly, your clients will be more likely to recommend you to their friends and family, ensuring a steady flow of referral business.

How to choose the right HVAC estimating software for your business

Starting your HVAC estimating software search can be daunting, so it’s important to break it down into steps. First, you should detail all your requirements and categorize them based on their importance to your business’ growth. Nice-to-have features, such as a what-if analysis engine, can be a bonus feature, but it shouldn’t be what you base your entire search around. The vendors you’re most interested in should at least meet all of your must-have requirements.

Step 1: Define your requirements

Before you start the HVAC estimating software selection process, begin by outlining the requirements that are unique to your business. Not only will these guide you to the platform that meets your current demands, but you’ll also end up with software that supports your long-term goals.

Ideal deployment model

The first step is to choose the desired deployment model. The two common types of system architecture are on-premise and cloud-based. On-premise deployment involves installing the solutions on servers that are housed in your building. While this solution gives you more security because your licensing isn’t reliant on cloud-based services, it can be tiresome and expensive to maintain and upgrade the hardware over time. 

On the other hand, cloud-based deployment gives users the flexibility of anytime, anywhere access but the internet connection needs to be fast and steady all the time.

In general, you’ll want a cloud-based solution as an HVAC business because it allows you to work more easily in the field with tablets or smartphones.

Common HVAC estimating integrations

As Moore mentioned earlier, it can be hard to find a solution that integrates with all your current methods, so it is crucial to be open-minded about all the available options. Look for software solutions that can integrate with your current accounting system to help streamline processes.

It might also be worth broadening your search outside of HVAC estimating specifically to a larger HVAC management system that includes estimating features. That way, you’re more likely to get all of the features you need in one place.

Step 2: Make a shortlist of HVAC estimating software

There’s a whole host of HVAC estimating software options available in the market, so it’s important to create a shortlist of 3-5 software vendors that you know have what you need.

Based on conversations our advisors have had with HVAC professionals, they often have a very strict idea about what software they want to use going into the software selection process because it’s either software they’ve used before at a different company or it’s an industry standard. While this is an effective starting point, it’s important to be flexible because the solution you’re dead set on might not be the best fit.

Get qualified help from an advisor

At Software Advice, advisors like Moore have experience helping hundreds of HVAC professionals identify solutions that match their needs and budgets.

If you need guidance, you can chat online now with an advisor or schedule a phone call. In just a few minutes, your advisor will help you identify a shortlist of options that align with your business requirements.

Step 3: Pick your best option

Once you’ve compiled a list of your top choices, you need to start scheduling vendor demos. During your demos, you can explore features, understand pricing better, and ultimately make the right choice for your business. Don’t go into these vendor demos without a plan, though, or you’ll be wasting your time.

How to prepare for vendor demos

Schedule demo sessions with each vendor on your shortlist to learn more about their product. Our advisors can also help schedule these for you a lot of the time. This is your chance to ask questions about specific features they offer, pricing, technical support, training tools, and anything else that might be an important factor in choosing the right system.

Some questions you should consider asking vendors include:

• What kind of customer support do you offer during implementation?

• Do you have a bid template library that offers branding?

• Can the bid templates be customized?

• How can you migrate existing data to the tool?

If you’re looking for some more general advice about how to find the right software for your business, we’ve got plenty of it. For more help and information about how to select software, check out these resources:

• Make Your Software Search More Seamless With a Software Advisor

• After Your Advisor Call: 4 Tips to Keep Your Software Purchase on Track

• The Ultimate Software Vendor Evaluation Guide

• How To Cut Through the Sales Pitch During Software Demos

Software related to HVAC estimating

Depending on which HVAC estimating software you choose, you may need to supplement some features with related software systems in order to provide more value to your customers. Some types of software that are closely related to HVAC estimating, but may or may not be included in your HVAC estimating system, include:

• Construction estimating software: Enables contractors and builders to quickly and accurately estimate the cost of a project. Construction cost estimating software is used by home builders, contractors, and architects to effectively manage construction budgets on one platform.

• Electrical estimating software: Helps electricians and contractors estimate the costs and resources needed to complete their projects.

• HVAC software: Automates service management for heating, ventilation, and air conditioning contractors. It helps manage incoming service calls, appointment scheduling, and also includes dispatch and communication tools for field technicians.

• Plumbing estimating software: Helps plumbers and related service companies evaluate and offer accurate prices and completion times for their projects.

About our contributors

Author

Giorgia Pisano is a content associate at Software Advice. She is always in search of the latest technology trends for small and midsize businesses, with a focus on retail and customer experience insights. 

Giorgia’s research and analysis is informed by more than 120,000 authentic user reviews on [Brand] and nearly 8,000 interactions between Software Advice software advisors and retail software buyers. Giorgia also regularly analyzes market sentiment by conducting surveys of retail and restaurant leaders, as well as consumers, so she can provide the most up-to-date and helpful information to small and midsize businesses purchasing software or services. 

Her research has been featured in various media publications including ANSA, Today, and La Nazione. She has a bachelor's degree in public relations and a master's degree in marketing and management.

Editor

Mehar Luthra is a team lead at Software Advice and specializes in editing reports that cover the latest trends affecting small businesses. With nearly a decade of experience, she has edited a multitude of research articles, top-rated software reports, and thought leadership articles for diverse markets such as Brazil, Japan, Canada, France, Australia, and India. She finds it particularly rewarding to produce content that provides small-business owners with practical tips and helpful advice on topics such as the digitalisation of small businesses, eCommerce trends, and HR developments.

Armed with a double bachelor’s in law (LL.B.) and business economics from Delhi University, she won a full scholarship to study for a master’s in creative writing at the National University of Ireland, Galway. In addition, she has written blog articles spanning a variety of topics such as fiction and non-fiction books, mental health and anxiety, the latest restaurants, and more. Her articles have been featured in Ireland’s national magazine The Village, among other publications. A die-hard journaling fan, she enjoys watching psychological thrillers, reading fiction books, and drinking iced coffee (even in the winter).

Advisor

Marty Moore is a senior software advisor. He joined Software Advice in 2014 as a software advisor, and he is based in Austin, TX.

As part of the software advisor team, Marty helps a wide range of industry professionals who are seeking construction, field service, CRM, and project management software. He provides a short list of personalized technology recommendations based on budget, business goals, and other specific needs. 

Marty’s favorite part of being a software advisor is talking to buyers and helping them understand how software works for them and can really help their business.

Sources

1. Software Advice advisor call notes: Findings are based on data from telephonic conversations that Software Advice’s advisor team had with small-to-midsize businesses seeking HVAC estimation tools. For this report, we analyzed phone interactions from August 1, 2023, to August 1, 2024. Read the complete methodology.

2. Software Advice reviews data: Software Advice reviews are collected from verified users for individual software products. For this report, we analyzed reviews from the past year as of the production date.  Learn more about our review verification process.