Estimating support for builders and contractors

Key takeaways

Much of estimating is repetitive preparation: measuring quantities from drawings, pricing standard items from a rate library, requesting and comparing supplier and subcontractor quotes, and assembling the estimate. The judgement, such as risk, programme and margin, belongs to the estimator. Support with the preparation lets contractors price more tenders without missing deadlines.

• Quantity takeoff from drawings is rule-based and repeatable.
• A rate library keeps standard items consistent.
• Supplier quotes requested and compared on a fixed format.
• Risk, margin and final price stay with the estimator.

Which parts of estimating are repetitive?

Measuring, pricing standard items and collating quotes follow the same steps for every job. They take most of the hours and are where an estimating backlog builds.

• Quantity takeoff from drawings and specifications.
• Pricing standard items from your rate library.
• Sending enquiries to suppliers and subcontractors.
• Comparing returned quotes like for like.
• Assembling the estimate in your format.

• How UK SMEs can use outsourcing to handle repetitive tasks
• Bid and tender admin support: respond to more tenders

How do you keep support accurate?

Give the team your measurement rules, rate library and estimate template, and have the estimator review takeoffs on the first few jobs line by line. After that, sample. Keep a list of the items that always need the estimator's eye, such as groundworks, temporary works and anything with access constraints.

• Quality sampling: how many outsourced items to check
• Acceptance criteria: define done for outsourced work

What does estimating support save?

In an illustrative example, a contractor prices 12 jobs a month at about 10 hours each, two-thirds of it takeoff and quote collation. Moving that preparation frees around 80 hours, enough to price more work or review each estimate more carefully. These are example figures.

• Quote turnaround time: how fast should you send a quote?
• Skilled staff stuck doing admin? What it costs you

What must stay with the estimator?

Interpreting ambiguous drawings, judging risk and programme, setting margins and deciding the final price must stay with the estimator or director. Commercial terms and tender qualifications need the same care. Support prepares; the estimator decides.

• Rule-based vs judgement tasks: what to hand over
• Core vs non-core activities: what to keep in-house

What does this look like in practice?

A pattern we see: the estimator spends evenings measuring, so estimates go out late and with little time for review. Moving takeoffs to a support team gives the estimator time to check risk properly.

• See client work
• BPO Solutions for UK businesses

Estimating support checklist

Set up support with these points.

• Written measurement rules.
• A current rate library.
• Standard supplier enquiry format.
• Estimator review of early takeoffs.
• List of items always reviewed in full.

• RAMS preparation: risk assessments and method statements

Next step

Send us a recent estimate and how it was prepared. We will say plainly which parts a support team could prepare and what stays with your estimator.