The Right Software for the Right Bid

Lisa DiCarlo -- Expert Business Source, 2/10/2007 11:33:00 AM

More contractors are relying on software to help keep their construction projects on schedule and on budget. Many, however, pay less attention to software that helps them well before the first shovelful of dirt is thrown: during the bidding process.

That’s starting to change as estimating software becomes an increasingly key component of the pre-construction phase. Contractors of any size are discovering that estimating software can help them increase the accuracy and speed of producing bids, reduce errors and omissions, and improve their ability to produce several bids on different projects simultaneously.

“Construction estimating software systems are finally being adopted more aggressively over traditional methods,” says Don Fornes, president of RiverGuide, a Web resource for the application of technology in the construction industry. Fornes surmises that, because each construction job is different, contractors have been reticent to ditch pad and paper and Excel spreadsheets for more advanced technologies that automate portions of the bidding process.

But today a plethora of applications is available to improve the bidding process while letting contractors retain flexibility. “These [new] systems allow for more accurate estimates using real-time materials pricing [and enable users] to perform “what if” scenarios, round bids and add mark-ups to submit the most effective and profitable bid,” says Fornes.

How do you find the estimating software application that’s right for you? Here are three important questions to ask when evaluating your options:

Can I customize it?
Each contractor and each job has unique requirements, so the software you choose must be easily adaptable to your business. Because the cost of labor and materials can vary greatly from region to region, for example, the ability to customize assemblies (groups of related items with unit costs attached, such as materials, labor or equipment) is crucial.
Is it easy to use?
For small companies that do not have dedicated IT departments to install, manage and maintain estimating software, simplicity is always important. Contractors will still have to invest time learning the program and customizing it to their own business needs. But the time spent learning the new system will ultimately be a fraction of that spent previously on the laborious process of preparing paper bids.
Does it have the features I need?
Simplicity doesn’t mean your estimating program should skimp on features. The program should enable you to estimate and organize bids, track projects and costs, create client-ready documents and prepare order forms and reports. Also important: interfaces that allow the program to interact with popular bookkeeping and accounting software.

TopTenReviews.com offers this detailed list of features to look for and provides a feature-by-feature comparison of 10 construction-estimating software packages: