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What is Cost Estimating Software?

Cost estimating is a specialized software application designed to assist contractors and professional services firms in accurately estimating the costs and resources required for projects. It is a valuable tool that streamlines the estimation process, automates calculations, and provides comprehensive features and functionalities for efficient project estimation.

Why Cost Estimating Software?

Why Cost Estimatig

Accurate cost estimating is vital in determining project pricing and striking the right balance between competitiveness and profitability. It allows businesses to effectively incorporate risk assessments and confidence scoring, enabling them to calculate risk-adjusted costs and provide well-informed estimates. By factoring in potential risks and uncertainties, contractors can better analyze project costs and make informed decisions to ensure competitiveness and profitability.


Benefits of Estimating Software

Over the past few decades, the contractor industry has witnessed significant technological advancements that have revolutionized project management. One notable innovation that has dramatically impacted professionals in the sector is cost-estimating software. This specialized software has transformed how businesses operate and achieve their project goals, offering a streamlined approach that gives companies a competitive advantage.


Cost estimating software provides numerous benefits to construction professionals. Here are some key advantages:

  1. Time Savings: Estimating software automates complex calculations and reduces the time required to generate accurate estimates. It eliminates manual data entry and provides quick access to project information, allowing estimators to focus more on analysis and decision-making.

  2. Improve Accuracy of Cost Estimates: By leveraging historical data, digital takeoff, and built-in formulas, estimating software minimizes errors and improves the accuracy of cost estimates. It ensures that all factors, such as labor, materials, equipment, and overhead costs, are accounted for correctly, reducing the risk of underestimating or overestimating project costs.

  3. Efficiency: Estimating software streamlines the estimation process, allowing for more efficient workflows. It provides centralized data management, eliminating the need for multiple spreadsheets and manual consolidation. Collaboration among team members is improved, as data can be shared and accessed in real time.

  4. Cost Control: Estimating software allows contractors to track and manage costs throughout the project lifecycle. It helps in identifying potential cost overruns and enables proactive cost control measures. By comparing estimated costs with actual expenses, contractors can monitor project profitability and make informed decisions to keep projects within budget.

  5. Consistency: Estimating solutions promotes consistency in the estimation process. It provides standardized templates and predefined formulas, ensuring estimators follow consistent procedures and guidelines. This consistency leads to more reliable and comparable estimates across different projects, enhancing the credibility and reputation of the construction firm.

  6. Documentation and Reporting: Cost Estimating software generates detailed reports, including cost breakdowns, material lists, and project summaries. These reports provide clear documentation of the estimation process and serve as a valuable reference for future projects. Additionally, well-presented reports can be shared with clients, stakeholders, and project teams to enhance communication and transparency.

  7. Integration: Many estimating solutions integrate with other project management tools, such as project scheduling, accounting, and document management systems. This integration facilitates seamless data transfer and improves overall project coordination. It allows for better alignment between estimating and other project management processes, enabling more efficient project execution.

  8. Professionalism and Competitive Advantage: Utilizing advanced estimating software demonstrates professionalism and enhances the reputation of construction firms. Accurate and well-presented estimates can instill confidence in clients and increase the chances of winning bids. By leveraging the capabilities of estimating software, construction professionals gain a competitive edge in the industry.

  9. Enable Compliance with Government Regulations: Comply with the U.S. Department of Defense DFARS 252.215-7002, Truth in Negotiations Act (TINA), and Small Business Administration (SBA) offsets requirements by ensuring complete traceability throughout the project process. These solutions maintain full traceability across project requirements, assumptions, source data, and estimates.

  10. Better Pricing Decisions: Using intelligent systems, pricing can be generated automatically for various contract types, including cost-plus, fixed price, or time and materials (T&M). These systems utilize pricing catalogs, flexible billing rates, volume discounts, and customer discounts to determine the most appropriate pricing structure. Furthermore, pricing can be adjusted based on profit target wins (PTW) and risk-adjusted margin calculations to identify the optimal price point that balances profitability and competitiveness. These solutions allow businesses to streamline their pricing processes and make data-driven decisions to maximize their chances of success in securing contracts.

Key Features of Estimating Software

Key Features

Cost Estimating software is specifically tailored to meet the unique needs of the construction industry. It combines the power of technology with industry-specific knowledge and data to provide accurate and reliable cost estimates. The software typically includes features such as cost calculation, takeoff functionality, resource management, integration capabilities, and reporting tools.

Cost Calculation

Estimating solutions provide detailed cost calculations for each component of a project. It allows users to quickly and accurately calculate costs based on variables such as labor, materials, equipment, and subcontractors. The software can also generate estimates for different scenarios and compare them side by side for better decision-making. It considers overhead costs, taxes, permits, and other factors to ensure accurate estimates.

Material Cost Estimating

Material cost estimating is an essential function of estimating software. It enables estimators to accurately calculate the cost of materials for a project, including labor and overhead costs. By providing up-to-date pricing information and itemized lists of required materials, the software helps construction professionals identify the most cost-effective options for their projects. Additionally, it considers factors such as local labor rates and industry-specific regulations.

Labor Cost Estimating

Labor Cost Estimating is an essential feature of estimating software. This feature allows estimators to accurately calculate labor costs and allocate project resources. It provides access to a database of labor cost information, including wage rates and hours worked, helping them to properly budget project expenses. Labor cost estimating also allows estimators to track project progress and adjust labor requirements. This insight ensures that labor costs stay within the project budget.

Indirect Cost

Cost Estimating software can also provide estimates for indirect costs. Indirect costs are those associated with a project that cannot be easily measured or tracked, such as overhead and administrative costs. These costs are usually calculated by applying a percentage rate to direct material or labor costs. Cost Estimating software can calculate these rates accurately so that the contractor can cover all the necessary expenses associated with the project.

Resource Management

Cost estimating software can comprehensively view project resources, including labor, materials, equipment, and subcontractors. Estimators can use resource management tools to track cost and resource commitments and monitor utilization levels. This financial data allows for better forecasting and budgeting decisions, increasing efficiency and reducing waste. Additionally, cost estimators can leverage their access to detailed resource data to make more informed decisions and accurate estimates.

Takeoff Functionality

Cost Estimating software typically includes takeoff tools that allow estimators to quickly and accurately measure the materials needed for a project. By using digital plans, the software calculates precise measurements and provides detailed reports that can be used for cost estimation. Additionally, these tools can detect any changes in the plan to ensure accuracy during the estimating process.

Top Down Planning

Top-down planning is a process used by contractors to create detailed estimates. This method begins with an overall cost estimate for the entire project, which is then broken down into smaller components such as labor and materials. The top-down approach allows estimators to better understand the total cost of a project and identify areas where costs can be reduced. Additionally, top-down planning provides an organized structure that can be used to create more accurate cost estimates.

Intelligent Project Pricing & Project Estimating (iPE)


Intelligent project pricing and estimating refers to using advanced technologies and data-driven approaches to optimize and improve the accuracy of project pricing and estimation accuracy in various industries. It combines the power of artificial intelligence (AI), machine learning, and data analytics to provide intelligent and informed estimates that align with project requirements, market conditions, and business goals.


Intelligent project pricing and estimating solutions leverage historical data, industry benchmarks, and predictive models to calculate project costs and prices accurately. By analyzing vast amounts of data, including past project performance, material costs, labor rates, and market trends, intelligent systems can generate estimates considering multiple variables and factors influencing project pricing. These data insights enable businesses to make well-informed decisions, optimize profitability, and gain a competitive edge in the market.


AI and machine learning algorithms are crucial in intelligent project pricing and estimating. These technologies can analyze large datasets, identify patterns, and make predictions based on historical data. By learning from past projects and adjusting estimates in real-time, intelligent systems can adapt to changing conditions and improve the accuracy of future estimates. These insights lead to more precise project pricing and estimation, minimizing the risk of underestimation or overestimation and enhancing overall project success.

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