Digitize planning processes in HVAC companies: Here's how it works (2025)

Planning in the HVAC trade is becoming increasingly demanding, but many companies still work with analog processes and collections of notes. This slows down entire projects. Planning processes can now be digitally mapped more quickly and reliably than ever before. In this article, you will find out which planning processes you can digitize.

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Why digitization is crucial in the HVAC trade in 2025

HVAC companies are under severe time and cost pressure and must plan significantly more complex systems at the same time. Heat pumps, PV systems and hydraulic adjustments generate a planning effort that is barely manageable using analog methods. In addition, there are strict documentation requirements, a lack of specialists and customers who expect reliable offers quickly. Digital processes give companies a real competitive advantage here because processes can be carried out more precisely, faster and significantly more economically.

Where are HVAC companies today?

Many HVAC companies are still working with processes that no longer meet today's requirements. Analog work processes generate a great deal of effort, lead to delays and increase the risk of errors in every step of planning. The consequences are particularly evident in these points:

• Paperwork: Notes, sketches and measurements are scattered in folders and on construction site sheets, which makes traceability difficult and leads to loss of information.
• Manual measurement: Rooms are measured by hand, which costs time and promotes measurement errors, which later influence the entire layout.
• different tools: Companies use several stand-alone solutions for measurement, heat load, documentation and supply, which fragments work and slows down teams.
• Loss of time due to media breaks: Data must be transferred multiple times because content from paper, apps and desktop programs does not converge.
• Unclear data levels: Different documentation locations create version conflicts and make it difficult to retrieve a reliable status in the project at any time.
• Rework on an office PC: Information from the appointment must be transferred manually to the office, which takes up additional hours and creates sources of error.
• Heat load and sizing errors: Inaccurate input data leads to incorrect interpretations, which make projects more expensive and result in complaints.

HVAC companies can digitize these planning steps in 2025

Many tasks in HVAC companies are traditionally error-prone, time-consuming and heavily dependent on the experience of individual employees. Modern software automatically combines data, reduces manual work steps and creates planning principles that are technically reliable and can be processed immediately. By digitizing the planning steps, heating installers and solar expensive companies can process their orders significantly faster and more reliably.

1. Digital measurement

A digital measurement replaces handwritten notes, sketches and manual measurements. With the LiDAR scan You can enter rooms in just a few seconds and display them as a digital floor plan. Photos document details and are automatically assigned to the respective room.

On-site recording via app ensures that all data is available in full during the appointment and can be used without subsequent rework. Companies that operate with the Field App work, benefit from the fact that the scan can be used directly for heat load, radiator recording and design without having to re-enter dimensions or room geometries. This reduces errors and creates a consistent data basis for further planning.

2. Digital heating load calculation

A digital Heat load calculation replaces traditional work with DIN notes and manually transferred component data. The calculation is based on room and building data, which have already been recorded in the survey. This significantly reduces the incidence of errors because no dimensions or U-values have to be added.

The autarc planning software uses this data directly and creates the heat load automatically, so that HVAC companies achieve reliable results more quickly. The time until the offer is made is reduced because no further registration steps are necessary and the design of the heat pump can start immediately.

3. Radiator measurement and sizing

The radiator mount can also be completely digitized. Instead of manually identifying and measuring each model, you can use the Radiator detection Automatically recognize radiator shapes and sizes and assign them to the respective room. The autarc software uses the data from the room scan and creates a complete radiator list including height, design and connection. This information is incorporated into the sizing of the system and shows whether the existing radiators provide the required output or whether adjustments are necessary. This creates transparency and reduces subsequent surprises on the construction site.

4. Digital planning of heat pumps

The planning of a heat pump benefits in particular from digital processes. If measurement, heat load and radiator data are already available, the system can be quickly dimensioned and compared with different variants. Software solutions seamlessly transfer this data and enable a Interpretation, which is based on actual building facts. This avoids oversizing or underdimensioning and reduces rework. At the same time, planning can be directly documented, which makes the overall process for operation clearer.

5. Digital PV planning

PV planning can also be fully digitally mapped. A digital roof image using photogrammetry forms the basis for string design and shadow simulation. If these steps are combined in central software, there is no need to switch back and forth between different tools. The autarc platform supports this because roof areas, modules and yields are presented comprehensibly and changes are immediately visible. This makes planning faster and more technically transparent.

6. Digital documentation and handover

digital documentation creates clarity in the course of the project and makes handing it over to colleagues and customers easier. Standardised protocols, digital customer records and centrally stored data prevent version conflicts and reduce queries. When all relevant information is stored in one place, the company remains able to act even when responsibilities change. The autarc platform supports this process by storing data in a structured way and automatically linking planning-relevant information together.

Typical mistakes in digitization — and how HVAC companies avoid them

When it comes to digitization, problems arise not from technology, but from unplanned processes, lack of standards and too many parallel solutions. Many companies lose time as a result and create new sources of error, even though they actually want to simplify processes.

Here are the biggest pitfalls and how to avoid them in a structured way:

• Too many individual solutions: When measurement, heat load, documentation and offer run in different programs, media breaks and double work occur. A solution that processes data consistently and stores it centrally is better.
• Lack of employee involvement: New tools often fail because they are only introduced in the office, but do not fit into the everyday life of fitters and inspection teams. A clean implementation is successful when the software is also practicable on site and does not create any additional hurdles.
• No clearly defined workflow: Without fixed processes, digital tools can quickly be used at will. This leads to different results and unclear data levels. Standardised steps ensure that everyone involved works with the same information.
• Poor data quality: Incomplete room data or inaccurate information for components lead to incorrect calculations despite software. Digital measurement via LiDAR reduces this risk because dimensions are automatically recorded and not entered manually.
• Missing interfaces: Systems that do not communicate with each other generate queries and additional costs. Solutions with integrated heat load, radiator detection and design prevent this breakage.
• Underestimated training needs: Even software that can be used intuitively requires a brief introduction. A clear start process prevents rejection and ensures that the benefits are quickly visible.

What are the costs of digitizing an HVAC operation?

The costs of digitization depend heavily on the existing infrastructure and the extent of the planned changes. In most cases, expenses are incurred for software, mobile devices and short training for employees.

The following are typical cost areas and their scale:

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What savings are possible through digitized planning processes?

With digitized planning processes, you can save time of up to 90 percent per project. This is primarily due to the elimination of manual measurements, duplicate data inputs, media breaks and the automated calculation of central parameters such as heat load or radiator output. Processes that used to have to be completed one after the other now come together in a single digital workflow.

The following is a mini-case study that compares the costs before and after digitization, for example:

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Conclusion: Digitalization is becoming a competitive advantage in the HVAC trade

Digital processes create a clear advantage in the HVAC trade because they significantly reduce planning times, minimize errors and increase data quality throughout the course of the project. Companies that digitally map planning processes work faster and make decisions on a reliable basis. This has a direct impact on workload, margins and customer satisfaction. It is recommended to start gradually using tools that combine central planning steps and fit into existing everyday life without much effort. This creates a sustainable advantage that is noticeable after just a few projects.

The new standard for installers and energy consultants

Are you installing heating systems, PV systems, battery storage systems or wallboxes? With autarc, you can carry out acquisition, planning, promotion, maintenance and customer communication in one software. Digitize your processes and make your company fit for the future. Try it now for free for 14 days!

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