Estimating Job Time Reference
Why this matters
The estimate sets the price. Underestimate = job loses money OR runs late + customer upset. Overestimate = customer goes elsewhere. The estimator who knows realistic times for common work wins the bid + delivers the work profitably. This is the field card every estimator + service tech should reference.
Estimating method comparison
T&M (time + materials): tech tracks actual hours; bill the actual time. Best for unknowns + repairs.
Flat-rate (per task): pre-set time per task from price book. Tech rewarded for speed.
Square-foot estimate: $/sq ft × area. Used for painting, roofing, flooring, drywall.
Per-fixture / per-component: a set price per unit installed (per outlet, per faucet, etc.), scaled to the complexity of that fixture type.
Lump sum bid: complete project price; estimator absorbs risk.
Time estimation rules
Always add 15 - 25% buffer for unforeseen issues.
Travel time included in your estimate (don't bill it separately unless contract specifies).
Setup + cleanup time typically 30 - 60 min added to actual work time.
For unfamiliar customers / homes: add 25 - 50% extra (don't know layout, customer questions, surprises).
Multi-fixture / multi-task: don't simply sum; some efficiencies; but also some context-switch overhead.
Common time estimates (residential)
HVAC
AC tune-up + clean 1.0 - 1.5 hr (coil + refrigerant); furnace tune-up 1.0 - 1.5 hr (combustion test + cleaning); basic thermostat 0.5 - 1.0 hr; smart thermostat + C-wire run 1.5 - 2.5 hr; capacitor replace 0.75 - 1.5 hr (incl. diagnosis); contactor replace 0.75 - 1.5 hr (incl. diagnosis); refrigerant top-off 0.75 - 1.0 hr (incl. leak check); full leak repair + recharge 3.0 - 5.0 hr; outdoor unit replace (same equipment) 6.0 - 10.0 hr; full 3-ton residential install 1 - 2 days.
Plumbing
Kitchen faucet replace 1.0 - 1.5 hr; lav faucet 0.75 - 1.0 hr; toilet replace (same flange) 1.0 - 2.0 hr; toilet repair (flapper, fill valve) 0.5 - 1.0 hr; disposal replace 1.0 - 1.5 hr; drain snake (25 ft) 1.0 - 1.5 hr; sewer camera 1.0 - 1.5 hr; hydrojetting 2.0 - 4.0 hr; 40-gal tank water heater 3.0 - 5.0 hr; tankless water heater 4.0 - 6.0 hr; sump pump 1.5 - 2.5 hr; frozen pipe thaw 1.0 - 4.0 hr.
Electrical
Standard outlet 0.5 - 0.75 hr; GFCI outlet 0.5 - 1.0 hr; single-pole switch 0.5 - 0.75 hr; 3-way switch 0.75 - 1.25 hr; basic light fixture 1.0 - 1.5 hr; ceiling fan (existing box) 1.5 - 2.5 hr; ceiling fan + new circuit 3.0 - 5.0 hr; smoke detector 0.5 - 0.75 hr; standard breaker 0.75 - 1.0 hr; GFCI/AFCI breaker 1.0 - 1.5 hr; add outlet to existing room 2.0 - 4.0 hr; 240V circuit (EV, dryer) 3.0 - 6.0 hr; panel upgrade 100A → 200A 8.0 - 16.0 hr; panel replace (same amperage) 4.0 - 8.0 hr.
Roofing + painting
Roofing: inspection 0.5 - 1.0 hr; shingle repair (10 shingles) 1.5 - 3.0 hr; tear-off + replace (1,500 sq ft) 1 - 2 days; flashing repair 1.5 - 3.0 hr; ridge cap replace 2.0 - 4.0 hr; soffit + fascia 2.0 - 4.0 hr. Painting: bedroom (12 × 14 walls + trim) 4.0 - 6.0 hr; bathroom 3.0 - 5.0 hr; kitchen incl. cabinet box 6.0 - 10.0 hr; whole house interior (1,500 sq ft) 3 - 5 days; exterior single-story 1,500 sq ft 3 - 5 days.
Common time-estimation mistakes
Underestimating travel + setup. Forgetting cleanup time. Assuming first-time job goes as fast as 10th-time. Not adding buffer for unknowns. Estimating in hours but billing in 15-min increments (small chargeable units add up). Not factoring in customer questions OR change orders mid-job. Forgetting permits + inspections add time.
Travel + drive time
Within service radius (5 - 15 mi): 15 - 30 min drive each way.
Beyond service radius: charge extra OR decline.
Drive time per call: typical 30 - 60 min round trip.
Multi-call route: tighter scheduling saves drive time; some tech sees 6 - 8 calls per day.
Set-up + tear-down time
Set up:
- Park truck + unload tools: 5 - 10 min
- Greet customer + walkthrough: 5 - 10 min
- Tarp + drop cloth + boot covers: 5 - 10 min
- Total: 15 - 30 min before work begins
Tear-down:
- Cleanup work area: 10 - 20 min
- Walk-through with customer: 5 - 10 min
- Customer signature + payment: 5 - 15 min
- Load truck + drive away: 5 - 10 min
- Total: 25 - 55 min after work ends
Add 45 - 90 min to actual work time for setup + tear-down combined.
Customer interaction overhead
Pre-job conversation: 10 - 30 min explanation + scope confirmation.
Mid-job customer questions: 5 - 20 min interruptions (varies wildly).
Post-job walkthrough + payment: 10 - 30 min.
Some customers: chatty; talkative; want explanation.
Other customers: minimal interaction; faster job.
Software for estimating
ServiceTitan: enterprise; flat-rate price book + scheduling.
Housecall Pro: SMB; flat-rate options.
Jobber: SMB; flexible quoting.
FieldEdge: HVAC + plumbing focused.
Manual / spreadsheet: smaller shops.
Price book apps: Profit Rhino (Plumber + HVAC + Electrical).
Quoting workflow
- Customer call: get scope of work, address, scheduling preference
- Site visit OR phone-estimate (depending on complexity)
- Generate estimate with line items + total
- Present to customer (in-app, email, OR in-person)
- Customer signs / approves
- Schedule + dispatch tech
- Tech performs work + collects payment
- Invoice + finalize
Building your own time database
Track your actual times for common tasks over months.
Categorize by complexity: simple, moderate, complex.
Use as basis for flat-rate pricing: ensures profitability.
Update annually: techniques + tools change.
The single most-impactful estimating habit is the BUFFER OF 20% on every estimate. Customer's "should be a simple job" is rarely simple. You arrive + find: corroded fittings, additional damage, customer's "while you're here" request, unexpected delays. 20% buffer absorbs the unknown without exceeding the estimate. Customer happy; you stay profitable. Skip the buffer + you lose money on 30% of jobs OR scramble to add change orders + damage customer relationship. 20% is the cheapest insurance against the unknown.
References
- Industry benchmarks (PHCC, ACCA, NECA)
- Profit Rhino + Service Titan time databases
- Pricing guides (HVAC R&S Magazine, PHC News)
- Manuall internal: Service Call Pricing Models, Customer Property Protocol