Installation estimates
List equipment models, quantities and locations, and explain whether the price includes piping, power connections and commissioning.
Mechanical contractor software
Keep your mechanical contracting business running smoothly with Pocket Invoice. Send estimates and invoices, and save hours of work by automating your workflow.
Record equipment supply, site work and stage payments separately
Project expenses
Record purchasing, lifting hire and subcontracting payments in the project and compare them with the original budget.
Stage payments
Invoice according to the contract's equipment delivery, installation or acceptance stages, then record payments against the relevant bills.
Keep your mechanical contracting business running smoothly
With Pocket Invoice, keep track of customers whether you're in the office or on site. Send quotes, estimates and invoices, and quickly download customer account statements.
What is mechanical contractor software?
Mechanical contractor software is a specialized tool designed to simplify operations and daily administration for mechanical contractors. They often handle complex projects involving HVAC installation, plumbing, refrigeration and piping systems.
This software simplifies essential tasks such as project management, job scheduling, invoicing and real-time collaboration. These tasks are important in an industry where projects often involve several interconnected parts that need precise coordination.
Create a mechanical project estimate →
Why do mechanical contractors prefer Pocket Invoice to other software?
Mechanical contractors prefer Pocket Invoice for its easy-to-use design, mobile support and advanced features designed for contracting and skilled trades, which simplify daily administration and improve overall business management.
1. Simplify invoicing with industry-specific features
Compared with many general invoicing tools, Pocket Invoice is designed with mechanical contractors' needs in mind. Quickly create and customize invoices with itemized labor, materials and service charges to reflect project costs accurately and maintain professional business records.
2. Easy for busy professionals to use
Mechanical contractors usually spend more time on site than at a desk. Pocket Invoice's intuitive interface lets them create and send invoices without navigating complex systems. Its simplicity saves time, allowing contractors to focus on completing projects with less effort spent on daily administration.
3. Handle business anytime from a mobile device
Pocket Invoice's mobile features let contractors manage invoicing, track payments and check project details from a phone or tablet. This flexibility is valuable for professionals who frequently travel between sites, allowing them to handle business matters wherever they are.
4. Manage efficiently with automation
Pocket Invoice offers automatic reminders and recurring invoicing options, reducing manual follow-up, helping contractors stay informed about payments and saving time on repetitive invoicing. Automating this work gives contractors more time to focus on projects while maintaining steady cash flow.
How much do mechanical contractors earn? Wages, business costs and taxes
Mechanical contracting includes HVAC, plumbing and equipment installation, so no single wage figure covers every mechanical contracting business. As a reference for a related employee occupation, the US Bureau of Labor Statistics' May 2025 occupational wage table lists a mean annual wage of USD68,460 and a median hourly wage of USD31.02 for industrial machinery mechanics. These are employee wages, not a contracting company's profit.
Income is affected by experience, specialized skills, location and local demand. Wages or rates may be higher in areas with higher living costs and strong demand. Bonuses or other incentives also affect an individual's actual income. Calculations must distinguish employee wages from business income.
Project pricing needs to account for equipment purchases, transport, lifting, supplies, subcontracting and commissioning. Site coordination, rework and warranty service also need to be considered; do not look only at the equipment's selling price.
Use the contractor markup calculator to compare purchasing costs with the final selling price, and the profit margin calculator to review income and costs for the whole project. Account for federal income tax and state and local taxes according to business location, income and company circumstances. State income tax rules differ, so calculate tax provisions using the rules that actually apply.
Related occupational information: US Bureau of Labor Statistics HVAC technician information and plumber information. Wage figures in this section come from the May 2025 occupational wage table.
Built for the way you work.
On a job site, in a studio or between service calls. Make every business document as professional as your work.
Free mechanical contracting resources
Mechanical contractor software FAQs
How do I record time spent on each task in a mechanical contracting project?
For mechanical contractors, managing time spent on different tasks such as HVAC installation, plumbing or electrical work is important. Here's how to record time for different tasks:
Use Client Time Tracking in Tools.
Record work hours for specific tasks such as equipment installation, system maintenance or repairs.
Convert logged time into an invoice to ensure accurate billing based on actual work hours.
How do I manage parts and labor separately in a mechanical service invoice?
When billing customers, distinguish parts from labor clearly. Parts include HVAC units, pipes and valves. To manage them separately in an invoice:
Create or edit an invoice and add parts, such as specific mechanical components, and labor services, such as installation or repairs, as separate line items.
This clearly itemizes each charge and makes the total cost easier for customers to understand.
Can I add mechanical system service notes or maintenance records to an invoice?
Yes. Adding detailed service notes or maintenance records to an invoice gives customers a clear view of completed work. Here's how:
Open the invoice for the job.
Scroll to Notes and enter service or maintenance details, such as diagnostic findings for HVAC systems or mechanical equipment, completed repairs or routine maintenance performed.
How do I handle different tax rates for parts and labor in mechanical contracting?
Mechanical contracting often requires different tax rates for parts and labor. Here's how to handle them:
Go to Settings and select Tax & Currency.
Select Itemized Tax Type to apply different tax rates to materials and labor.
This helps manage taxes efficiently if your region taxes parts and labor separately.