Material takeoffs and quote calculation for HVAC companies with an AI employee
HVAC and plumbing installation companies use an AI employee to build material takeoffs and put together quotes. The AI goes through the drawings, identifies pipe sizes, valves, and equipment, and produces a quantity list that serves directly as the basis for the quote. Work that used to take several hours now takes a fraction of the time.
The administrative burden on an HVAC contractor
In an HVAC installation company, the owner splits time between installation work, estimating, and customer management. In smaller companies, the owner does everything: on-site in the morning, calculating quotes at home in the evening.
Putting together a material takeoff from HVAC drawings is the most time-consuming part of estimating. Pipe sizes, fittings, valves, supports, insulation, everything needs to be listed and priced. On a larger job, building the takeoff can take a full day.
Service contracts bring steady cash flow, but keeping track of them is messy. Which unit is due for service, who is responsible for filter changes, when is the next heat exchanger inspection. The information lives in a calendar, on sticky notes, and in the owner's head.
Public tender offers through Hilma require extra precision. Format requirements, attachments, references, and deadlines. A single missing attachment means rejection.
What it actually does
Material takeoffs from HVAC drawings
The AI employee reads HVAC drawings, identifies pipe sizes (DN15 to DN100), valve types, heat exchangers, pumps, and ventilation ducts. It builds a quantity list that the owner fills in with unit prices and margin. Especially useful on large jobs where tracking pipe runs is tedious.
Takeoff time drops from 4 to 8 hours down to 1 to 2 hours.
Contract bids and public tender responses
Public tender forms repeat themselves. The AI employee fills in the standard fields (company info, references, insurance, certifications), and the owner focuses on the site-specific pricing and schedule.
Fewer rejections caused by formatting errors in bids.
Service contract management
The AI employee keeps track of service contracts, sends reminders for upcoming maintenance visits, and puts together service reports for clients. When an air handling unit's filters need replacing, the owner gets a reminder without having to search through a calendar.
Coordinating service visits becomes noticeably easier.
Material orders and supplier comparison
Based on the quantity list, the AI employee compares prices from suppliers (Onninen, Dahl, Ahlsell) and prepares an order draft. The owner reviews and places the order without manual comparison.
Time spent comparing material prices drops considerably.
In practice: a material takeoff for an apartment building pipe renovation
An HVAC installation company in southern Finland received a request for quote on a pipe renovation in a 1970s apartment building. Four floors, 16 apartments. The drawings were a mix of original hand-drawn plans and updated CAD files.
The owner sent the drawings to the AI employee: 'Build a takeoff. Copper pipes are being replaced with composite, drains are being recast. I also need the plumbing fixtures listed by apartment.'
The AI employee went through the drawings floor by floor, identified the pipe runs, calculated lengths by pipe size, and listed the valves, fittings, and supports. Plumbing fixtures were calculated by apartment type: studios got a different configuration than three-bedroom units.
The owner received the takeoff in Excel format in under two hours. Normal time for a job like this: a full working day. The owner corrected three pipe sizes and added site-specific specialty valves.
Who it works for, and who it doesn't
Good fit
- HVAC installation companies where the owner handles estimating
- Companies that do both new construction and renovation work
- Service contract businesses where tracking contracts is done manually
- Companies with 3 to 15 employees and annual revenue between 500,000 and 5,000,000 euros
Not the best fit
- Large building services companies with their own estimating department and BIM modeling software
- Companies that only do small one-off jobs with no formal estimating process
- Owners who do not use a smartphone or email on a daily basis
Common questions
Does the AI understand HVAC drawing symbols?
Yes. The AI employee recognizes the most common HVAC symbols: pipe sizes, valve types, pumps, heat exchangers, and ventilation ducts. If a drawing is unclear, it asks for clarification, for example 'is this DN25 or DN32?'.
Can the AI use our own unit prices?
Yes. During onboarding you input your unit prices, and the AI employee remembers them. You can also update prices any time, for example when supplier rates change.
How does the AI work with Hilma tenders?
The AI employee does not complete a tender fully on its own. It fills in the standard fields, compiles the reference list, and helps format the attachments. The owner is always responsible for the pricing and the content of the bid.
What HVAC software can the AI employee use?
The AI employee has its own browser, so it can use any software that runs in a web browser. For desktop programs like MagiCAD or CADS Planner it cannot work directly, but it can process PDF drawings exported from those programs.
Try it for 7 days, risk-free
No lock-in, no hidden fees. If the AI employee doesn't work out, you get your money back.