Introduction: Switching to remodeling estimate software can feel like a magic fix for your estimating woes. And while it’s true that software greatly improves speed and accuracy, it’s not a silver bullet. How you use the tool matters. In fact, there are some common mistakes contractors make when implementing and using estimating software that can undermine its benefits. Think of it this way: even the best power saw won’t cut straight if you don’t handle it properly. Similarly, to get the most out of your construction estimating software, you’ll want to avoid these pitfalls. Let’s walk through the top mistakes and how you can steer clear of them, ensuring your new software truly bolsters your estimating process (see what we did there? 😉).
1. Skipping Training or Setup
The Mistake: You get the software, install it or log in, and try to wing it without thoroughly learning it or setting it up properly. Maybe you think, “I’ll figure it out as I go,” or you only partially set up your cost database because it’s tedious.
Why It’s a Problem: Estimating software is powerful, but only if it’s configured to your business. If you don’t invest time up front to input your standard costs, create your templates, and understand how to use the features, you might end up misusing the tool or not using many of its time-saving capabilities. This can lead to mistakes like using incorrect default values or not knowing how to generate the report you need. No matter how easy the software is, your team will encounter issues if they aren’t properly trained.
How to Avoid It: Dedicate time for training. Take the tutorials, watch the webinars, or have a session with the software’s support team if they offer onboarding. Set up your cost library before you start cranking out estimates. For example, input your typical material prices (lumber, drywall, paint, etc.) and labor rates right away. This setup ensures that when you make estimates, you’re pulling from accurate data. Also, get your team on the same page. If you have multiple people estimating, ensure everyone knows how to use the software consistently. It might feel like a time investment (and it is), but it will pay off with smoother operations later. Skipping this step is like trying to drive a new car without adjusting the mirrors or learning what the dashboard indicators mean.
2. Not Customizing the Software to Your Workflow
The Mistake: Using the software straight out-of-the-box without tailoring it to your projects. Perhaps you just use the generic templates that came with it, or you don’t adjust the settings to match your process.
Why It’s a Problem: Every contracting business is unique. If you don’t customize your estimating templates and workflow, you might end up with estimates that don’t quite fit what you or your clients expect. This can cause confusion or require manual changes later (negating some benefits of having software). For example, the software might have a template that lists every minute construction detail, but maybe you prefer a summary-level estimate for clients. If you don’t modify the template, you’ll either present too much detail (which could overwhelm or scare a client) or you’ll waste time deleting stuff for each bid.
How to Avoid It: Take advantage of the software’s flexibility to customize. Set up templates for the types of jobs you do most. If you mainly do bathroom remodels and kitchen remodels, have a tailored template for each, with the tasks and line items you typically include. Remove irrelevant sections or add missing ones. Adjust the estimate report format to your liking – for instance, maybe you want your company logo up top and a line for client signature at the bottom. Also, tweak any calculations to match how you prefer to calculate overhead or profit, if the software allows that. In short, make the tool work like you work. It’s worth the time to do this once. Using cookie-cutter settings might save a little time initially, but it often leads to inefficiencies or mistakes down the line when the generic setup doesn’t align with a specific project’s needs.
3. Relying on Default Data Without Verification
The Mistake: Blindly trusting the software’s default cost data or formulas without cross-checking. For instance, maybe the software comes pre-loaded with a database of material prices or productivity rates and you just use them as-is, assuming they’re correct.
Why It’s a Problem: Default data might not reflect your local market or your company’s actual costs. Material and labor prices can vary hugely by region and over time. If you use out-of-the-box data, you could severely underbid or overbid. For example, if the software’s database thinks plywood is $30 a sheet but in your area it’s $45, your estimate will be off. Also, some programs use general assumptions for labor productivity (like “it takes X hours to frame a 100 sq ft wall”). These are not one-size-fits-all; your crew might be faster or slower. Using unverified data can erode the accuracy that software is supposed to provide.
How to Avoid It:Customize your cost database with local pricing. When you first get the software, spend time inputting your known costs: call your suppliers for current material prices or import a price list if you have one. Update your labor rates (what you pay crews or subs, including burden). Essentially, replace or adjust the defaults with reality. Many software solutions shine here by letting you store vendor pricing sheets, etc. – use those features. Moreover, keep that data updated. Prices change, so make it a routine (maybe monthly or quarterly) to update key prices in the system. As for formulas or productivity factors, review them. If something looks off (e.g., the software allocates 2 hours for a task you know takes 4), change it if possible or account for it. The software likely allows you to edit assembly details or item production rates. The phrase “garbage in, garbage out” applies: if the data behind the estimate isn’t accurate, the estimate won’t be either. So avoid the mistake of complacency; always sanity-check what the software is using to calculate your bids.
4. Neglecting to Update Pricing Regularly
The Mistake: Setting up your cost database once and then forgetting about it. Over time, material costs, labor rates, and other expenses change, but you’re still estimating with last year’s or last quarter’s numbers.
Why It’s a Problem: Construction costs are dynamic. Lumber prices might spike, a new tariff might make imported tiles pricier, or labor rates might go up due to demand. If you don’t keep your software’s pricing current, your estimates will drift from reality. You might start consistently underestimating (which hurts your profit) or overestimating (which could lose you bids). Imagine losing out on a job because your quote was too high, only to realize later that you priced everything with a 15% materials markup that’s no longer necessary because material costs dropped from pandemic highs. That’s a preventable loss.
How to Avoid It:Regularly update your cost data. Some modern software can do this automatically or with one-click via services (for example, fetching current market prices – Bolster’s AutoCost is a feature like this, bringing in live pricing for thousands of items). If your tool has that, use it! If not, make a schedule to update. Maybe at the start of every quarter, review your top 20 materials and verify pricing with suppliers. Update labor if you’ve given raises or if subs have upped their rates. Essentially, treat your estimating software as a living system that needs maintenance. This small discipline ensures your estimates remain accurate and you’re not caught off guard. Some contractors assign this task to an office manager or estimator to ensure it gets done. Also, if your software flags outdated prices or unusual entries, don’t ignore those warnings – they’re there to help you avoid mistakes.
5. Overlooking Software Warnings and Error Flags
The Mistake: Clicking past or ignoring any alerts the software gives. For example, the program might warn “Unusually high quantity entered, please confirm” and you just dismiss it without investigating, or it flags a potential missing cost and you assume it’s fine.
Why It’s a Problem: Estimating software often has built-in safeguards to catch exactly the kinds of mistakes we humans tend to make. If you ignore those, you’re throwing away one of the software’s benefits. Warnings are usually there because something might be wrong. If you overlook them, you could end up with a flawed estimate – maybe you accidentally added an extra zero and quoted 1000 square feet of countertops instead of 100, but if you skip past the warning, you’d send out a wildly off estimate. Or perhaps you left a subcontractor field blank – the software might flag that you have a line item with $0 cost, which likely means you forgot to fill it in. Ignoring that could mean you omit a whole cost from your bid.
How to Avoid It:Pay attention to warnings and error messages. They’re your friends! When the software says “Check this out,” take a moment to do so. Yes, sometimes it might be a false alarm (maybe you really did need 1,000 of something unusual), but it’s worth the double-check. Get into the habit of reviewing any highlighted items before finalizing your estimate. Also, make sure these warning features are turned on (some software lets you toggle them). It’s a bit like the spellcheck in Word – you wouldn’t turn it off and ignore red underlines if you wanted a flawless document, right? Similarly, don’t turn a blind eye to estimate alerts. They can save you from embarrassing or costly mistakes. Think of it as the software waving a little red flag saying “hey human, just verify this.” Ten seconds of review could save you thousands of dollars or your reputation.
6. Not Utilizing All the Features (Sticking to Old Habits)
The Mistake: Using the new software only for one or two tasks and still doing other parts of estimating manually or in old tools. For example, you might use the software to do takeoffs but then export to Excel because you’re comfortable tweaking numbers there, or you use it to calculate costs but then write the proposal in Word separately.
Why It’s a Problem: If you don’t embrace the full capabilities of the software, you’re creating extra work for yourself and opening the door for mistakes during transfers. Plus, you’re not getting your money’s worth out of the tool. Using multiple systems when one could suffice increases complexity. You might accidentally have inconsistencies (like you updated a price in the software but not in your Excel sheet). It also takes more time to jump between platforms. This often happens when someone is very accustomed to their old way and only half-trusts the new software, so they use it partially. But it defeats a main purpose of having an integrated solution, which is to streamline everything in one place.
How to Avoid It: Commit to fully transitioning your workflow into the software. Modern estimating programs are usually all-in-one for a reason – they want to handle takeoff, costing, proposal generation, etc., in one pipeline. If your software can generate a client proposal, use that feature instead of pasting numbers into Word. If it can manage revisions and alternative versions, use that instead of saving multiple files. It might be a bit uncomfortable at first as you break old habits, but give it a chance. Over time, you’ll likely find it’s much faster and more reliable to use the integrated features. If you catch yourself reverting to Excel or another old method, ask why. Is it because you don’t know how to do that part in the software? If so, reach out to support or look up how – learning it will help in the long run. Of course, if there’s something the software truly can’t do that you need, that’s a different discussion (maybe it’s not the right tool or maybe there’s a workaround). But in most cases, software chosen for remodeling estimating will cover what you need, and using it end-to-end will ensure consistency and save time.
7. Failing to Review Output Before Sending to Clients
The Mistake: Trusting the software so completely that you don’t even glance over the final proposal or estimate report before sending it off to the client. You assume everything is perfect since the software crunched the numbers.
Why It’s a Problem: Even with great software and data, you should always apply a human sense-check, especially on the presentation and scope wording. The software doesn’t know if something “looks off” to a client; that’s your job. Maybe the wording of a line item is too technical, or maybe the total price seems abnormally high or low and warrants a double-check for input errors. If you send out an estimate with obvious mistakes (like a bathroom remodel bid totaling $500 when it should be $50,000 because of a typo), you’ll lose credibility. Or if the client gets a quote that has confusing jargon because you didn’t adjust the description, they might be uneasy or ask a lot of questions (or worst-case, not trust you and go elsewhere).
How to Avoid It:Always review the estimate output as if you were the client receiving it. Check that all scope items are included and clearly described. Ensure the totals match your expectations from a business perspective (does the price align with similar jobs you’ve done? If not, why? Investigate before sending). Proofread for any weird spacing or spelling issues in the proposal text sections. Essentially, do a quality control pass. The software ensures math accuracy, but context and communication – that’s where you come in. Also verify any attachments or photos if your software includes them. A quick review can catch things like “Oops, I left the demo phase out entirely” or “I see I listed the countertop twice.” It’s easier to fix before the client sees it. Yes, the software is doing heavy lifting, but your experience and judgment are irreplaceable in making sure the estimate is not only correct, but also makes sense to the client and sells your services well.
8. Relying on Software Alone for Client Interactions
The Mistake: Thinking that because your estimates are more automated and polished now, you can take a backseat in explaining or selling them. In other words, sending off the fancy estimate and waiting for a signed contract, without personal follow-up or clarification.
Why It’s a Problem: Software is a tool, not a salesperson. While remodeling estimate software (like Bolster) can produce interactive, detailed proposals that certainly help educate the client, you still need to be engaged in the process. If you remove the personal touch, clients might feel like just another number. Also, some may have questions about the estimate that the document itself doesn’t answer. If you assume the software output speaks for itself, you could miss an opportunity to discuss the project’s nuances, upsell options, or address concerns that could make or break the deal.
How to Avoid It: Use the software output as a conversation starter, not the entire conversation. When you deliver an estimate, accompany it with a phone call or meeting to walk the client through it (or at least a personalized email summarizing key points). Emphasize how the software’s capabilities benefit them: e.g., “You’ll see an itemized breakdown in the attached estimate – I use a professional remodeling estimating program that ensures nothing is missed, and prices are current. Let’s review it together.” That way, they know you’re using high-tech tools and giving them personal attention. If your software provides a client portal or interactive features, guide the client on how to use them. Don’t assume they’ll dive in without prompting. By remaining actively involved, you can catch any misunderstandings (“Oh, I didn’t mention, the estimate assumes mid-grade fixtures; we can adjust if you want high-end, let me know”) and reinforce trust. The mistake to avoid is thinking the software replaces your sales role – it augments it, but you still need to close the human side of things.
Conclusion: Remodeling estimate software can significantly elevate your estimating game – but only if you use it wisely. By avoiding these common mistakes, you’ll ensure that the tool serves you well rather than creating new headaches. To recap, invest time in training and setup, keep your data updated, heed the software’s warnings, and integrate it fully into your workflow. Also, maintain that human oversight and touch in the process.
The good news is that these mistakes are all easily avoidable with a bit of awareness and good practices. You’ve already made a smart move by adopting technology; now just double down by using it to its fullest potential. With accurate data and careful use, your construction estimating software (like Bolster or whichever you chose) will deliver on its promise of efficiency and accuracy.
So go forth and estimate with confidence! Let the software handle the grunt work, while you steer the ship. And if you haven’t chosen a software yet or want to see how a top-tier platform helps you sidestep these pitfalls, Book a Demo to learn more about Bolster. We not only give you great software but also guidance to ensure you avoid these very mistakes and get the most out of it. Happy estimating!
