Equipment and parts
Identify major units, fittings and who is responsible for supplying them.
Estimating and invoicing software for mechanical contractors
Separate equipment, materials, installation labor and testing before you give a price. Pocket Invoice keeps the approved estimate, supplier spending, invoice and customer payments with the project, whether the work is a new installation or a repair.
Set out what the installation includes
An equipment price does not tell the customer who supplies fittings, how the unit gets into place or whether testing is included. Specify the model or capacity, materials, installation work, access requirements and commissioning in the estimate. If the customer supplies the equipment, say what your price still covers and what it excludes.
On a repair call, describe diagnosis separately from parts and repair labor. When the fault is uncertain, explain what you can price now and send a revised estimate after inspection.
Create a mechanical work estimate →
Keep equipment and labor separate
This makes supplier changes and site variations easier to price.
Installation labor
Show the work required for fitting, connection and testing.
Site access
Include lifting, restricted access and other conditions that affect the price.
Billing stages
State when deposits or progress invoices are due for a larger job.
Keep the record current when the job changes
A replacement part costs more than expected
Keep the supplier receipt with the job and compare it with the part allowed in the original estimate. If it changes the customer price, explain the difference and get agreement before installing it.
Installation is complete but final testing remains
Invoice only according to the milestones you agreed. Keep the installation and later testing charges clear, then record each customer payment against the relevant invoice.
Why choose Pocket Invoice for mechanical contracting?
Keep the commercial side of an installation organized from the equipment quote to the final payment.
Quotes that explain the whole installation
List equipment, fittings, labor and commissioning separately. Add your business details and payment terms to a PDF the customer can review.
Project costs in one place
Save supplier spending, site photos and documents with the project. The original quote stays available when a part or access requirement changes.
Invoices ready for the next stage
Start an invoice from an estimate in the Web app, adjust the work being billed and record the customer's payments against it.
Mechanical contracting: wages, job revenue and costs
Mechanical contracting covers several trades, so one salary figure cannot represent every installation business. For U.S. employees, BLS May 2025 median annual wages were $61,010 for HVAC mechanics and installers and $63,800 for plumbers, pipefitters and steamfitters.
A contractor's equipment sale and installation invoice is different from an employee's wage. Equipment purchases, subcontractors, lifting equipment, travel and testing all affect what the business earns from a project.
Use the contractor markup calculator to compare those job costs with your proposed selling price. Budget for taxes under the rules where your business is registered.
Sources: BLS HVAC wages and BLS plumbing wages.
Tools for mechanical contracting
Contractor markup calculator
Compare equipment and labor costs with your selling price.
Calculate markup →Estimate generator
Describe supply, installation and testing before work starts.
Create an estimate →Invoice generator
Bill completed work or an agreed project stage.
Create an invoice →Receipt maker
Confirm deposits and other payments.
Create a receipt →Mechanical work estimate questions
How can mechanical contractors use Pocket Invoice?
Quote equipment supply, installation and commissioning separately, then invoice the agreed project stage. Save supplier expenses, site photos and supporting PDFs with the job and record payments against its invoices. These records help manage project costs and billing; use the required technical documents for design, inspection and commissioning results.
Should equipment and installation have separate prices?
Yes, when each cost matters to the agreement. It helps the customer see what changes if a different model is chosen or they supply the equipment.
How do I price a repair before finding the fault?
Price the diagnostic visit and state what it covers. After inspection, quote parts and repair labor separately for approval.
Can I invoice at project milestones?
Yes. Agree on the stages first, then issue invoices for the work or deposit due at each stage and record payments against them.
What if site access requires extra equipment?
Explain the lift, additional labor or delay and send an updated estimate before adding it to the scope.
Related trades
Use the same account across the work your business handles.
Start with the equipment and the work
Set out the scope, record job costs and follow each invoice through payment.