How to Create Professional Estimates in Built Simple: Complete Guide

Built Simple’s estimation tools help you create professional, accurate quotes faster than ever. With the new assemblies feature, you can reduce estimation time by 80% while maintaining accuracy. This guide covers creating estimates on both web and mobile platforms.

Getting Started

Web App Setup

1. Log in to Built Simple
2. Navigate to “Estimates” in main menu
3. Click “+ New Estimate”

Mobile App Setup

1. Open Built Simple app
2. Tap “Estimates” tab
3. Tap “+” to create new

Creating Your First Estimate

Step 1: Basic Information

Web App

Estimate Details:

• Estimate Number (auto-generated)
• Date (today’s date default)
• Valid Until (30 days default)

Project Information:

• Project Name
• Project Type (Residential/Commercial)
• Site Address
• Project Description

Client Details:

• Select existing or add new
• Contact person
• Email and phone
• Billing address

Mobile App

Tap through setup wizard:

• Screen 1: Project name and type
• Screen 2: Client selection
• Screen 3: Site details
• Quick save at any point

Step 2: Building Your Estimate

Traditional Method (Line Items)

Web App:

1. Click “Add Section” (e.g., “Groundworks”)
2. Click “+ Add Item” within section
3. Enter:

• Description
• Quantity
• Unit (m², m³, hours, etc.)
• Rate (per unit cost)
• Total calculates automatically

Mobile App:

1. Tap “Add Section”
2. Tap “Add Item”
3. Use quick entry:

• Voice dictation for descriptions
• Number pad for quantities
• Recent items list

Using Assemblies (New AI Feature!)

What are Assemblies?

Pre-built groups of related items (like recipes) that include all materials, labor, and
equipment for common construction tasks.

For a deeper dive into this feature, check out [How to Use Assemblies for 80% Faster Estimating in Built Simple].

Web App – Assembly Method:

1. Click “Add from Assemblies” button
2. Browse categories:

• Concrete & Footings
• Framing
• Roofing
• Bathrooms
• Kitchens
• External Works

3. Select Assembly (e.g., “Standard Bathroom Fit-out”)
4. Adjust Quantity (e.g., 2 bathrooms)
5. Review Items:

Standard Bathroom Fit-out includes:
- Plumbing rough-in
- Electrical rough-in
- Waterproofing
- Tiling (floor and walls)
- Fixtures installation
- Vanity and mirrors
- Final connections

6. Click “Add to Estimate”
7. All items added with accurate quantities!

Mobile App – Assembly Method

1. Tap “Assemblies” icon
2. Search or browse categories
3. Tap assembly to preview
4. Adjust quantity with slider
5. Tap “Add” – done!

Step 3: Customizing Assemblies

Modifying Assembly Items

1. After adding assembly, expand section
2. Adjust individual items:

• Change quantities
• Update rates
• Add/remove items
• Add notes

Creating Custom Assemblies

1. Build your item list manually
2. Select all related items
3. Click “Save as Assembly”
4. Name it (e.g., “Premium Ensuite”)
5. Reuse on future estimates!

Step 4: Adding Costs and Markup

Direct Costs

1. Materials: Actual cost from suppliers
2. Labor: Hours × hourly rate
3. Subcontractors: Quote amounts
4. Equipment: Hire costs

To understand how estimates connect with budgets, see [How to Track Costs and Budgets in Built Simple: Complete Financial Control].

Indirect Costs

• Site setup
• Supervision
• Safety equipment
• Waste removal
• Permits and fees

Applying Markup

Web App:

1. Scroll to “Markup & Margin” section
2. Choose method:

• Percentage markup: On total cost
• Fixed amount: Dollar value
• Per section: Different rates

3. Set percentages:

• Materials: 20-30% typical
• Labor: 10-15% typical
• Subcontractors: 5-10% typical

Mobile App:

1. Tap “Markup” at bottom
2. Use sliders for quick adjustment
3. See live total update
4. Toggle between markup/margin view

Step 5: Variations and Options

Adding Variations

1. Click “Add Variation”
2. Create alternate options:

• Standard vs Premium finishes
• Different material choices
• Optional extras

3. Client can select preferences

Provisional Sums

For uncertain items:

1. Add provisional sum line
2. Mark as “PS”
3. Include explanatory note
4. Update when confirmed

Step 6: Professional Presentation

Cover Page (Web)

1. Click “Customize Cover”
2. Add:

• Company logo
• Project image
• Executive summary
• Key features

Formatting Options

• Sections: Collapsible groups
• Subtotals: Per section
• Images: Add photos/drawings
• Notes: Detailed descriptions
• Terms: Payment conditions

Mobile Preview

1. Tap “Preview”
2. Swipe through pages
3. Pinch to zoom
4. Check formatting
5. Make quick edits

Advanced Features

Excel Import/Export (Web)

Exporting Estimates

1. Click “Export” → “Excel”
2. Choose format:

• Detailed (all items)
• Summary (totals only)
• Client-friendly (no costs)

3. Opens in Excel for editing

Importing from Excel

1. Use Built Simple template
2. Fill in your data
3. Click “Import” → “From Excel”
4. Map columns if needed
5. Review and confirm

Templates for Speed

Creating Templates

1. Perfect an estimate
2. Click “Save as Template”
3. Name it clearly:

• “Single Story 3BR House”
• “Bathroom Renovation”
• “Kitchen Standard”

4. Include/exclude pricing

Using Templates

1. New estimate → “Start from Template”
2. Select your template
3. Adjust for specific project
4. 70% faster than starting fresh!

Cost Database

Building Your Database

• Every item saves to database
• Rates update automatically
• Regional pricing available
• Historical data tracking

Quick Add from Database

1. Start typing item description
2. Suggestions appear
3. Select previous item
4. Rate pre-filled
5. Adjust quantity only

Collaborative Estimating

Team Collaboration (Web)

1. Click “Share” → “Team”
2. Assign sections to team:

• Electrician prices electrical
• Plumber prices plumbing

3. Real-time updates
4. Comments on items
5. Approval workflow

Subcontractor Input

1. Send section link
2. Subbies enter their price
3. Automatically updates
4. Locked after submission
5. Compare multiple quotes

Client Presentation

Professional Output

PDF Generation

1. Click “Generate PDF”
2. Choose style:

• Detailed breakdown
• Summary only
• Visual (with images)

3. Include/exclude:

• Cost breakdown
• Payment schedule
• Terms and conditions
• Insurance details

Online Estimate Portal

1. Click “Share” → “Client Portal”
2. Client receives link
3. They can:

• View estimate online
• Accept electronically
• Ask questions
• Select variations
• Download PDF

Mobile Presentation

1. Open estimate on tablet
2. Tap “Presentation Mode”
3. Clean, client-friendly view
4. Swipe through sections
5. Get signature on device

Acceptance and Conversion

Client Acceptance

Electronic Acceptance (Web)

1. Client clicks “Accept Estimate”
2. Digital signature captured
3. Timestamp recorded
4. Automated confirmation email
5. Status updates to “Accepted”

Mobile Acceptance

1. Hand device to client
2. They review and sign
3. Photo of client (optional)
4. GPS location captured
5. Instant notification to office

Converting to Project

One-Click Conversion

1. Accepted estimate → “Convert to Job”
2. Automatically creates:

• Project in system
• Initial schedule
• Purchase orders
• Invoice schedule

3. Team notifications sent

Tracking and Reporting

Estimate Analytics

Success Metrics

• Win/loss ratio
• Average estimate value
• Time to acceptance
• Most profitable types
• Markup analysis

Comparison Reports

1. Estimated vs Actual costs
2. Section profitability
3. Time tracking
4. Material waste
5. Lessons learned

Version Control

• Every change tracked
• Version history maintained
• Compare versions
• Revert if needed
• Audit trail complete

Best Practices

Accuracy Tips

1. Measure twice: Verify all quantities
2. Current pricing: Update rates regularly
3. Include everything: Don’t forget hidden costs
4. Buffer appropriately: Allow contingency
5. Document assumptions: Be clear on scope

Speed Tips

1. Use assemblies: 80% time saving
2. Create templates: Reuse successful estimates
3. Build item database: Quick selection
4. Keyboard shortcuts: Learn key combos
5. Mobile for site: Quick measurements

Professional Tips

1. Clear descriptions: Client-friendly language
2. Logical grouping: Easy to follow sections
3. Visual aids: Photos and drawings
4. Payment terms: Clear expectations
5. Validity period: Time limit on price

Common Mistakes to Avoid

1. Forgetting margins: Don’t work for free
2. Missing items: Use checklists
3. Wrong units: m² vs m³ errors
4. Old prices: Update regularly
5. No contingency: Always include buffer

Integration Features

With Schedules

• Estimate phases → Schedule tasks
• Duration estimates included
• Resource requirements
• Milestone payments

Learn more about timelines and task planning in [How to Use Schedule Management in Built Simple: Complete Guide for Web and Mobile].

With Purchasing

• Generate POs from estimate
• Track cost variations
• Supplier price updates
• Budget monitoring

With Invoicing

• Progress claims from estimate
• Variation tracking
• Retention calculations
• Final accounting

Mobile-Specific Features

On-Site Estimating

1. Photo measurements: AR measuring
2. Voice notes: Record details
3. Offline mode: No internet needed
4. GPS tagging: Location reference
5. Quick sketches: Markup photos

Quick Quotes

1. Instant estimates: Common jobs
2. Rate cards: Fixed price items
3. SMS quotes: Text to client
4. Square meter rates: Quick calculations

Troubleshooting

Calculation Errors

• Check unit consistency
• Verify formulas
• Review markup settings
• Validate tax rates

Sync Issues

• Force sync in settings
• Check internet connection
• Clear app cache
• Re-login if needed

PDF Problems

• Update app version
• Check storage space
• Try different format
• Email support

Next Steps

Master these features next:

1. Create estimate templates
2. Set up assemblies library
3. Configure client portal
4. Excel import/export guide

Need Help?

• Help Center: help.builtsimple.com/estimates
• Video Tutorials: YouTube channel
• Templates: Download from resources
• Support: [email protected]