Mechanical estimating spreadsheet
Three sheets organized the way a mechanical estimate is built: equipment by tag from the schedules, ductwork by size and gauge, and piping by system, size and material, each with labor hours and totals.
- Equipment by tag
- Ductwork by gauge
- Piping by system
- Labor hours
Mechanical estimating spreadsheet (XLSX + CSV)
No email required. The Excel file has working formulas, drop-downs and a "How to use" tab. The CSV holds the main sheet for import into other tools. Example rows are synthetic; replace them with your job.
What's inside
- Equipment. 11 columns, totals row, built-in formulas.
- Ductwork. 11 columns, totals row, built-in formulas.
- Piping. 9 columns, totals row, built-in formulas.
How to use it
- Pull equipment from the schedules first; tie every tag to its sheet.
- Take duct by system and size; surface area and weight fill in from perimeter and gauge.
- Piping by system, material and size, with fittings and hangers counted separately.
| Tag | Description | Schedule sheet | Qty | Capacity / size | Quote $ each | Material $ | Labor hrs each | Labor hrs | Rigging / crane | Notes |
|---|---|---|---|---|---|---|---|---|---|---|
| RTU-1 | Packaged rooftop unit | M-601 | 3 | 10 ton | 0 | 0 | 0 | |||
| EF-1 | Roof exhaust fan | M-601 | 6 | 1,200 CFM | 0 | 0 | 0 | |||
| VAV-1..24 | VAV terminal w/ reheat | M-602 | 24 | Size per schedule | 0 | 0 | 0 |
Preview of the first sheet. "ƒ formula" cells calculate automatically in Excel or Google Sheets.
Equipment first, then distribution
Mechanical estimates start with the equipment schedules: air handlers, RTUs, fans, pumps, boilers, chillers, VAVs, terminal units. Each tag has a quantity, capacity and a vendor quote, plus labor to set, connect and start up, and often rigging. Distribution follows: ductwork by size and gauge, piping by system, size and material. This spreadsheet keeps those three blocks on separate sheets so each can be checked against its own drawings.
- Equipment. Tag, description, schedule sheet, quantity, capacity, quote, labor hours, rigging.
- Ductwork. System, size, length, gauge, weight and labor.
- Piping. System, size, material, length and labor.
Tags, runs, totals
Load the schedules
One row per equipment tag with quantity and quote.
Take off ductwork
Runs by size and gauge from the plans.
Take off piping
Runs by system, size and material.
Review
Use an MEP review checklist before pricing.
Where RenderDraw fits
RenderDraw's AI takeoff reads equipment schedules and plans together, proposes equipment by tag and duct and pipe runs with the sheet attached, and holds items it could not confirm for your review.
Equipment counts and duct runs, checked before pricing.
RenderDraw reads mechanical plans with schedules and specs, proposes equipment counts, duct and pipe runs with the source attached, and puts uncertain items in front of your estimator first.
- Equipment from schedules and plans. Traceable to the source sheet.
- Duct and pipe runs. Proposed lengths your estimator accepts or corrects.
- Addenda through the same review. Send the changed sheets back through takeoff and estimator review.
- Your labor and pricing. Applied to reviewed rows only.
Send one mechanical set
Files stay private while RenderDraw assesses the request. No obligation.
RenderDraw does not publish accuracy percentages or time-saved claims. Test it on your own plan set.
Questions estimators ask.
Is the mechanical estimating spreadsheet free?
Yes. Download the XLSX or CSV.
What does it include?
Equipment, ductwork and piping sheets with quantity, material, labor-hour formulas and totals.
Where do labor hours come from?
Your labor units per item, from your history or a labor-unit reference such as MCAA.
Can I add sheets for controls or insulation?
Yes. Copy the Piping sheet structure for any additional scope.
Can RenderDraw take off HVAC equipment and duct?
Yes, RenderDraw's AI takeoff proposes equipment, duct and pipe quantities with sources. Get a free sample takeoff.
Equipment schedules, read for you.
Send a mechanical set. RenderDraw proposes equipment by tag, duct runs and pipe runs with their sheets, and flags tags it could not match to the schedule.
- Upload the plans, specs and schedules, plus an addendum if you have one.
- RenderDraw reviews the set and the scope you want tested.
- We follow up with extracted quantities, flagged items and next steps.