Finding the best estimating software for your building firm
Spreadsheets v specialised building estimating software
Research has shown that the vast majority of all spreadsheet-based estimates contain errors. There’s plenty of opportunity for mistakes to be made as builders copy and paste calculations from one cell to another, having to remember to make adjustments throughout the job as one change cascades to other build phases. It’s an admin nightmare.
Assuming there are no mistakes in the estimate, there are numerous other potential pitfalls. Many builders fail to factor in hidden costs like wear and tear, breakages and theft, or to add on inflation, overheads, VAT or even profit. Any of these oversights can mean the difference between making decent money on the job – or not.
You’re probably aware that there’s a range of different construction estimating software and apps on the market. We’d recommend that you choose a solution from an established software company to ensure you’re getting a quality product. As you make this significant change in the way your estimate, you’ll want to be supported by a reliable software company, to help you on your way.
We see building estimation software as an investment; that is to say, it will pay for itself time and time again as it reduces the time you spend estimating and reduces the potential for errors. Having a detailed breakdown of costs for each build phase will enable you to set up staged payments which keep your cashflow looking healthy. Links to live material prices also mean that you’re estimating with real prices, helping you overcome the challenges of material inflation. All this means you can stay on top of costs and get to the end of each job with all the profit in your bank account.
Choose a software product which you know will work well for your business; it probably won’t be the cheapest option.
Deciding on the best software for you
Selecting a software product which meets your business needs perfectly is key if you want to save time and improve your profits.
Before you go ahead and purchase any software, research the options in depth. Ensure the solution you choose will cater for your business’s estimating requirements in the longer term. Whilst it might be tempting to go for the simplest option, as soon as you need to estimate something more complex, you may find it falls short of what you need it to do. Remember, if you make the right choice, your business will be revolutionised.
Take-off v estimating solutions
A take-off solution allows you to trace and take-off measurements from 2D plans in order to calculate the materials and labour required for a job. Estimating software typically requires you to input dimensions to calculate the materials and labour before creating a professional customer quotation. There are software tools which can do both. Consider which approach is right for your business.
System requirements
Make sure you know your computer’s specification and check the system requirements of the software you’re interested in.
You’ll need to check your computer is compatible in terms of the version of Windows you’re using, the amount of RAM, hard drive storage space and storage speed. One important thing to note is that very few estimating software packages run on a MAC. There is a possible workaround - running a Windows operating system on your MAC – but we’d recommend that you check this out and speak to the software company directly for advice.
If your computer falls short of the system requirements, you may find that the software runs slowly or you get errors. If you check the system requirements at the outset, you can avoid a headache later!
What to consider
These are the key aspects you need to consider before going ahead with your purchase.
How much does the software cost? Is the product good value for money? What exactly is included in the cost? Look out for hidden costs and unwanted extras which may add to the costs unnecessarily. Remember, the best value programme may not be the cheapest one - a more expensive solution may work out better value in the long run as it grows with your business and continues to meet your needs.
Will it improve the accuracy of your quotes? One of the main benefits of using estimating software is to reduce the possibility of human error. If you choose a software programme which factors in the little details and uses up-to-date material prices, the result should be a highly accurate estimate of the resource requirements and job costs. Ensure the software you go for can be linked to different merchant’s prices, that it has the facility to add prices from your own local merchants and also that you can tailor the labour rates.
How flexible is it? Look for estimating software that is suitable for all the work you do, whatever the scale of the project. Software with a wide variety of pre-loaded estimating calculators will handle a broader range of projects. Make sure the software package you choose has the flexibility to manage larger or more complicated projects which you may do further down the line.
Is it user-friendly? It goes without saying that you want software which is quick to learn. That said, it’s realistic to expect a learning curve as you find your feet. Check out the support materials which are available alongside the software. The best software companies will provide you with plain-speaking “How-to” videos and tutorials to help you get up to speed with your new software quickly.
Does it cover hidden costs? It’s easy to overlook critical costs when estimating manually, from wastage, wear and tear to VAT and inflation. And these costs can quickly add up. Quality estimating software will factor in all of these costs – and prompt you to add a profit markup too.
Can you export the data? With some estimating software, you can share the data with different programmes, meaning you only have to input data once. This helps avoid errors and inconsistencies which stem from entering data multiple times. So, for example, you may be able to share the information you’ve entered into your estimating software with a health and safety package, to produce all of the paperwork necessary for a project, or with contract-writing software, to draw up a contract for the client or subcontractors.
What support does the company offer? It’s important to understand what you get in terms of support from the software company. Check that they offer phone and email support as a minimum. The best software firms will also offer support via live chat, online webinars and 1-2-1 sessions with software coaches. Some software providers set limits on how often you can speak to the support team – find out if this is the case. Also check how long they offer support for.
After care
The best software providers offer free unlimited support and updates for the first 12 months. If not, you may want to consider paying extra for this service. Having access to unlimited telephone support while you get to grips with the software is essential.
Keeping up to date
Signing up to support and updates also means that your software will be kept up to date with the latest changes in technology, construction methods and legislation such as Building Regulations. Access to the latest updates will also mean you’re getting the latest bug-fixes and additional features that the company releases.
Licences
Find out how many computers you can install the software on. Often when you purchase software, you’re buying a single user licence. Check whether there’s the option of using the system on multiple computers.