How to do ACMV takeoffs without printing the drawings

Short answer: Work from the PDF drawings on screen, starting with the equipment schedule, then count units on each layout, then measure refrigerant piping and ducting after checking the scale on every sheet. Keep the sheet and revision next to each quantity, and flag clashes between the schedule, layouts and roof plans instead of guessing.

Why do estimators still print ACMV drawings?

Printing feels safer. With a printed set, an estimator can lay the equipment schedule next to the layout, tick off each fan coil unit with a highlighter, and run a scale ruler along a duct. It works, and many good estimators have priced ACMV tenders this way for years.

The trouble shows up later in the tender:

Large-format printing for a full tender pack takes time and money, and it is often done again for each addendum.
The highlighter marks live on one person's desk. Nobody else can check what was counted.
When a revised sheet arrives, there is no easy way to see what changed except comparing two printouts by eye.
The quantities still have to be retyped into the consultant's BQ.

Working on screen doesn't change how you measure. It changes how the record is kept.

What do you need to do ACMV takeoffs on screen?

You need less than most people expect:

A PDF viewer or takeoff tool that lets you mark up, count symbols and measure lengths with a set scale.
A second screen, or a large one, so the schedule and the layout can be open side by side.
A takeoff sheet or the consultant's BQ in a spreadsheet, with a column for the sheet and revision.
A simple naming habit for marked-up files, so the marked set for each revision is kept.

Why start with the equipment schedule?

The schedule tells you what the consultant expects to be there before you look for it on the layouts. It lists unit references, capacities, types and often the condensing unit each indoor unit connects to. Taking it off first gives you a checklist.

Enter each scheduled item as its own line with its reference, type and capacity. Then, as you count the layouts, tick each one off against the schedule. At the end, anything scheduled but not found, or found but not scheduled, is a flagged line. Those mismatches are common, especially where the schedule was updated in one revision and the layouts in another.

How do you count FCUs and condensing units from the layouts?

Count by reference, not just by symbol. Most ACMV layouts label each unit, so count references floor by floor and match them to the schedule.

Separate unit types: ceiling cassette, wall-mounted, ducted and so on. They are usually separate BQ items.
Record which floor and which sheet each unit sits on.
Count condensing units from the roof or outdoor layout, and check the position against the architectural roof plan. If they disagree, the piping lengths will be wrong too.
For VRF systems, keep indoor units grouped by the outdoor unit they serve, as the schedule and schematic show.

How do you measure refrigerant piping without a printout?

Set the scale on each sheet before measuring. Check it against a known dimension, such as a gridline spacing, rather than trusting the scale written in the title block. PDFs are sometimes resized when issued, and an unnoticed scale error affects every length on that sheet.

Then measure each pipe run from the indoor unit to the condensing unit, along the route drawn. For each run, record:

The unit references at each end.
The horizontal length from the layout.
The vertical length, taken from floor-to-floor heights or the riser drawing.
Pipe sizes, if the BQ measures them separately, and whether insulation is included.
Any allowance your firm adds, written down as a rule rather than hidden inside the number.

Where the route isn't drawn and only the units are shown, the length is an assumption. Say so on the line.

How do you take off ducting, grilles and diffusers?

Measure ductwork by the method the BQ uses. Some consultants measure duct by area of sheet metal, others by length for each size, and flexible duct is often a separate item. Read the BQ preamble and item descriptions before you start, so you measure once.

Measure main ducts first, then branches, recording each size.
Count fittings such as bends and transitions if the BQ itemises them; otherwise note your firm's allowance.
Count grilles and diffusers by type and size from the layout, and check them against any air terminal schedule.
Note dampers, access panels and insulation as separate lines if the BQ asks for them.

What should you flag rather than guess?

Flag anything where two documents disagree or where a quantity depends on an assumption. Your estimator decides what to do with it; the takeoff just needs to say why.

What you see	Why it matters	What to write on the line
Unit in the schedule but not on any layout	Could be omitted, or missing from the drawing	"Scheduled, not shown on layouts"
Condensing unit position differs from the roof plan	Piping lengths depend on it	"CU position differs between M-sheet and roof plan"
Pipe route not drawn	Length is an estimate	"Route assumed, not shown"
Sheet marked not to scale	Measured lengths are unreliable	"Scaled from NTS sheet"
Duct size missing	Rate depends on size	"Size not shown, assumed as adjacent run"

Flagged lines with clear reasons also make it easier to write tender queries to the main contractor or consultant before the closing date.

Can AI help with ACMV takeoffs?

Yes, if it is set up to show its working. UkurBQ sets up AI inside your own Claude or ChatGPT business account to draft the BQ from the tender drawings, reading the equipment schedule and the layouts together. Each quantity carries its sheet and revision, clashes like a condensing unit in two different positions are flagged with the reason, and the draft follows the consultant's BQ layout. Your estimator checks and signs off, then prices it with your own rates.

FAQ

Is working on screen slower than printing at first?

It can be for the first few tenders while the estimator gets used to the tools. The time comes back when addenda arrive and when someone else needs to check the takeoff.

How do we compare a revised ACMV sheet with the old one on screen?

Open both revisions side by side, or use a PDF compare feature if your viewer has one, and list every line that came from the revised sheet. Recording the sheet and revision on each line makes this much quicker.

Should vertical pipe lengths be measured or allowed for?

Take them from floor heights or riser drawings where you can, and write down any allowance as a rule. Either way, the line should say how the length was found.

What if the BQ and the drawings use different unit references?

Keep the BQ's item numbering for pricing, and note the drawing reference on each line so the two can be matched.

Try it on a tender you've already priced

Send one past tender. We return a draft BQ with every quantity traced to its sheet, so you can compare it with your own. Free, under NDA.

Book a free BQ test