HVAC estimating software that runs off a
voice note
HVAC estimating software built for the tech at the furnace, not an office bid room. Talk through the job while you're still in the mechanical room and QuickBidAI drafts a clean, branded heating and cooling estimate with scope, line items and terms — ready to send before you pull out of the driveway.
In short
QuickBidAI is HVAC estimating software that writes the estimate from a voice note instead of from a takeoff screen. Say the tonnage and efficiency, furnace or heat pump model, line set and ductwork, thermostat and IAQ add-ons, startup and permit needs out loud, and the draft comes back in under 60 seconds with a scope of work, itemized labor and equipment lines, exclusions and an expiry date. It works as HVAC pricing software too — equipment and material prices are drafted from typical retail shelf pricing and your own saved prices override them — but you set every number before it goes out. There is no price book to load and no ductwork takeoff. Free for 3 estimates, then $49.99 a month for unlimited.
- Time to draft
- Under 60 seconds
- Free to try
- 3 estimates, no card
- Unlimited plan
- $49.99 / month
The quote is the part nobody pays you for
A changeout walkthrough takes thirty minutes. Writing it up takes another thirty — usually at the kitchen table after a twelve-hour day in the middle of a heat wave, with three more system quotes still owed. Meanwhile the homeowner is comparing you against whoever answered first. QuickBidAI takes the writing off your plate so the quote goes out the same day you saw the job.
How it works for HVAC techs
From the mechanical room to the customer's inbox in three steps.
Talk through the job
System type, age and tonnage, load and duct condition, line set and refrigerant, venting and combustion air, condensate and electrical, thermostat and zoning, filter and IAQ add-ons. Add photos of the data plate, the plenum, the rusted heat exchanger.
Get a drafted estimate
Back comes a structured HVAC estimate: scope of work, equipment and labor line items, startup and commissioning, exclusions, warranty and registration language and an expiry date — in HVAC terms, not generic filler.
Set your price and send
Drop in your numbers, tweak the wording, then send it with your logo and license number on it. The customer can sign it right on their phone.
How QuickBidAI compares to traditional HVAC estimating software
Most HVAC estimating software was written for mechanical bid rooms — duct and pipe takeoff, assemblies, a price book somebody has to maintain. That's the right tool if you bid plan sets with an estimator on staff. If you're the one at the air handler, the estimate has to get written between calls.
How you enter the job
Traditional takeoff software
Duct and pipe takeoff, assemblies and item codes on a desktop screen
QuickBidAI
A voice note recorded at the furnace, or typed notes and photos
Setup before your first estimate
Traditional takeoff software
Load a price book, build assemblies, import labor tables — days to weeks
QuickBidAI
None. Sign up and send an estimate the same afternoon
Where it runs
Traditional takeoff software
Windows desktop or laptop in the office
QuickBidAI
Any phone browser, from the crawlspace or the truck
What it costs
Traditional takeoff software
Typically hundreds to thousands per seat, often annual
QuickBidAI
3 free estimates, then $49.99 a month, cancel anytime
Best fit
Traditional takeoff software
Mechanical plan-and-spec bidding with an estimator on staff
QuickBidAI
Changeouts, mini splits, service and remodel work for one- to three-truck shops
Not sure where your numbers should land? Start with the HVAC cost estimator for typical job price ranges, or print the free HVAC estimate template.
What a real HVAC job looks like
One voice note from a basement, turned into something you'd be happy to put your name on.
- Drafted in under 60 seconds
- HVAC language: tonnage, SEER2, line set, plenum, heat exchanger, static pressure, commissioning
- Scope, exclusions and expiry that protect you on change orders
Voice note
"Eighty-thousand BTU furnace and two-and-a-half-ton AC in the basement, both nineteen years old, cracked heat exchanger. Full changeout — new 96 percent furnace, new matched condenser and coil, new line set, new PVC venting, new pad and disconnect, condensate pump, smart thermostat. Homeowner wants heat back before the weekend."
Draft estimate
Furnace and AC Changeout — 80k BTU / 2.5 Ton
- • Recover refrigerant, remove and dispose of existing furnace and condenser
- • Supply and install 96% AFUE 80,000 BTU condensing furnace
- • Supply and install matched 2.5 ton condenser and evaporator coil
- • New refrigerant line set, filter drier and nitrogen pressure test
- • New PVC intake and exhaust venting to code
- • New condenser pad, whip and electrical disconnect
- • Condensate pump with safety switch
- • Smart thermostat installed and configured
- • Startup, static pressure and airflow check, warranty registration
Valid for 14 days
HVAC work it handles
Service, repair, replacement and remodel — residential and light commercial.
- Furnace replacement
- AC and condenser changeouts
- Heat pump installs and conversions
- Ductless mini splits
- Ductwork repair and new runs
- No-heat and no-cool service calls
- Thermostat and zoning
- Indoor air quality add-ons
- Humidifiers and ventilators
- Maintenance agreements
- Boilers and hydronic heat
- Remodel and addition systems
Win the local jobs you already get called for
Local HVAC work is decided by speed. When a homeowner searches "AC repair near me" on the first ninety-degree day, they call three shops the same morning and hire whoever puts a clear written price in front of them first. QuickBidAI is built for that window: record the diagnosis at the unit, send the estimate from the driveway.
Same-visit estimates
No-heat calls, changeouts and mini split quotes get a written price before you leave the property — no evening paperwork, no callback to quote.
Your city and county language
Say the permit pull, inspection, gas line or venting code upgrade out loud and it lands in the scope as a line item, priced the way your jurisdiction requires it.
Your license on every page
Your company name, license number, local phone number and logo head every estimate, so homeowners see a licensed local HVAC contractor, not a generic form.
Built for how neighborhood work arrives
- • Repeat maintenance customers who expect a price today, not Monday
- • Property managers and realtors comparing two or three written bids
- • Home warranty and rebate jobs that need itemized scope
- • Remodel GCs who want equipment and ductwork broken out separately
- • Older housing stock: octopus ductwork, oil conversions, no return air
- • Seasonal spikes — first heat wave, first freeze, holiday no-heat calls
Tell us the towns you cover in the form below and we'll walk through your own job types with you.
Want a walkthrough for your shop?
Tell us about your HVAC business and we'll get back to you.
Questions HVAC techs ask
- What is the best HVAC estimating software for a small shop?
- It depends on the work you bid. Sheet metal and mechanical plan bidding still belongs in a takeoff program like FastEST or Trimble. If you run one or two trucks and quote changeouts, mini splits and service work yourself, the right tool is the one you can use in the mechanical room without a setup project — QuickBidAI drafts a complete written HVAC estimate from a voice note in under a minute for $49.99 a month.
- Is this ductwork takeoff software?
- No. There is no plan or sheet metal takeoff. You describe the equipment, line set, venting and duct work you saw and QuickBidAI writes the estimate around it. If you bid large mechanical plan sets, a dedicated takeoff program is still the right tool.
- Do I need to build a price book first?
- No. Equipment and material prices are drafted from typical retail shelf pricing so you can send an estimate on day one. When you edit a unit price, QuickBidAI remembers it and uses your number on every future estimate, so your own price list builds itself as you work.
- How do I estimate HVAC costs?
- Price the equipment first — furnace, condenser and coil, heat pump or mini split heads — then break labor into tasks and hours at your rate. List line set, venting, pad and disconnect, condensate, thermostat and filter work as separate material lines, add permit and inspection fees, and price or exclude duct modifications. Our HVAC cost estimator page shows typical price ranges.
- Does it set the price for the job?
- No. You set every price. QuickBidAI writes the scope, line items, terms and cover letter, and you fill in or adjust the numbers before you send.
- Can it break out equipment and labor separately?
- Yes. Equipment, materials and labor come back as separate line items, so you can adjust margins or hand a GC the breakdown they asked for.
- What about permits, venting and code items?
- Mention them in your voice note — permit pulls, combustion air, venting changes, gas line sizing, condensate safeties — and they are written into the scope as line items.
- Does it work on my phone in a crawlspace?
- Yes. Record the voice note on your phone right at the air handler. The estimate is drafted from the recording, so you never type in the truck.
- How fast is an estimate?
- Most drafts come back in under a minute from the moment you stop recording.
Already a member? Sign in — or create an account.
Start with 3 free estimates
No credit card required. Try it on the next changeout call.