In the fast-paced construction industry, accurate estimates are essential for winning bids, managing budgets, and protecting your bottom line.
If you’re still using spreadsheets or juggling tools, chances are you're wasting time and risking costly errors. That’s where modern construction estimating software makes a real difference.
A good construction cost estimator helps you generate accurate quotes in minutes, keeps pricing data up to date, and removes the guesswork from your pre-construction process. It’s faster, more reliable, and built to handle the complexity of real-world jobs.
At Crewmatic, we’ve developed a flexible estimating solution using powerful no-code platforms, tailored specifically for builders, project managers, and contractors. Our system combines the features of traditional estimating software with the adaptability of custom workflows, so it fits your business instead of forcing your business to fit the software.
In this article, we’ll break down how our approach works and how you can start producing faster, more consistent construction estimates without the frustration.
We also have a full video breakdown here.
The Importance of Real-Time Pricing in Construction Estimating
One of the biggest challenges in construction estimating is keeping your pricing data accurate and up to date. Material costs, labour rates, and equipment pricing can shift quickly due to market changes, supply chain issues, or vendor updates. Relying on outdated data often leads to underquoting jobs, shrinking your profit margins, or losing out on bids with inaccurate estimates.
Our construction estimating software addresses this directly by linking to a live, centralised price book built in Airtable. While Airtable isn’t construction-specific, it’s a powerful no-code database tool that gives you full control over your cost data.
Your price book can include detailed line items for materials, labour, equipment, and assemblies—each with default unit costs and wastage percentages at both the item and category level. Every estimate you generate pulls from this central source, ensuring your quotes reflect the latest costs without the need to chase down spreadsheets or scattered documents.
Structure Your Price Book for Faster, Smarter Estimating
A well-structured price book is key to faster, more accurate construction estimating. With our system, you can organise items by type: materials, labour, equipment, and assemblies. Making it easy to navigate and manage your cost data.
Grouping items by category not only speeds up the estimating process, it also helps you understand where your costs are coming from. You can quickly search and select the exact item you need, whether you're pricing a new build or updating a quote.
If you’re already working with a spreadsheet or vendor-provided price list, you don’t need to start over. The software supports CSV imports, so you can bring your existing data into the platform quickly and start estimating right away.
Streamline Estimating with Live Supplier Quotes
Modern construction estimating isn’t just about internal costs—it’s about working closely with your suppliers. Our software includes a built-in vendor bid feature that lets you track materials you need to price externally and capture real-time quotes from your preferred vendors.
Instead of relying only on default internal pricing, you can maintain a live record of vendor bids within the same database as your price book. This ensures your estimates reflect current market rates and stay aligned with your procurement process.
If you work with multiple suppliers, the system lets you collect and compare bids, then set default prices for future use. You can toggle between internal estimates and vendor quotes, helping you stay both competitive and accurate when quoting jobs.
Manage Customers Easily and Speed Up Estimating
Creating accurate construction estimates shouldn't involve copying the same customer details over and over. Our construction estimating software solves this by storing all your client information in a central Airtable database. Instead of double-handling data for every job, you simply select the customer from a dropdown menu, and the system auto-fills everything you need.
This approach not only reduces data entry errors, it also speeds up the entire quoting process, especially when you're working with repeat clients or active prospects. Your estimate form stays clean and focused, while the full customer record is stored securely in the background.
The result?
A faster, more organised workflow that keeps your team efficient and your data accurate.
Flexible Item Entry: Manual Add, CSV Import, or Templates
Adding items to your estimate should match how your team works. Our construction estimating software supports multiple methods to suit your workflow and project size.
Manual Entry
Quickly add line items by selecting from your organised price book and entering quantities. This method is ideal for small jobs or last-minute changes.
CSV Import
If you use separate takeoff software, you can export your material lists as CSV files and import them directly into the estimating tool. This reduces manual entry and helps avoid errors.
Assembly Templates
For tasks you quote regularly—like bathroom fit-outs or roof replacements—you can create assemblies. These are pre-built templates combining materials and labour, ready to drop into any estimate with one click. It saves time and keeps your quotes consistent.
Some takeoff software can even integrate directly, pushing measurement data straight into your estimates. This cuts duplication and keeps your process smooth from start to finish.
Instant Updates and an Interface Built for Estimators
Many construction estimating software tools slow down when you need to make quick changes. Delays while editing line items can waste time and create frustration.
Our estimating system solves this by updating totals immediately as you enter or adjust quantities, unit costs, or markup. This real-time feedback helps you see the full impact of your changes on the construction estimate.
The interface is built for speed and clarity. Key fields like quantity, unit price, and total cost are easy to find and edit.
For more advanced control, you can expand any line item to fine-tune details such as wastage and markup percentages.
For example, if the default markup is 15 percent but you need to adjust it to 20 for a specific job, you can make that change in seconds. The new total appears right away, giving construction estimators the flexibility to adapt pricing without slowing down the process.
From Estimate to Quote: Seamless Client Communication
After your construction estimate is complete with all items, markup, and wastage included, the next step is sending a clear and professional quote to your client. Our construction estimating software makes this easy with a built-in “Send Quote” button. This moves your estimate into the next phase and prepares it for client delivery.
You have multiple options for sharing the quote, depending on your workflow:
Automatically send the quote as a PDF attachment via email, without leaving the platform.
Generate a secure link where the client can view the quote and provide an electronic signature.
Use a tablet or iPad on-site to collect a client signature in person.
The electronic signature feature is built directly into the software. There is no need for third-party tools or paper forms. This keeps the approval process simple, fast, and fully digital
Payment Processing Built into Your Construction Estimates
To help you get started on the job faster, the software is integrated with Stripe, a popular payment processor, allowing you to collect deposits directly through the platform. Once the client signs the quote, they can pay a deposit immediately, streamlining your cash flow and reducing delays.
While Stripe is demonstrated in this example, many of our customers use QuickBooks or other construction finance software such as Foundation for payment processing. Our system can be configured to work with these tools, ensuring your financial workflows are consistent and efficient.
Track Construction Estimate Changes with Version Control
Sometimes, a construction estimate needs to be updated after it's been sent to a client. Our estimating software makes this simple by allowing you to move a quote back into draft status. You can revise line items, adjust pricing, or update project details without starting from scratch.
Each version of the quote is saved, so you can easily track changes and share updated proposals with your client. This version control feature supports clear communication, avoids confusion, and keeps your estimating process organised throughout the approval and negotiation stages.
Why Choose Tailored Construction Estimating Software?
You can keep using Excel or old software that’s been sitting on your desktop since the early 2000s. It might get the job done, but it won’t help you move faster, reduce errors, or improve how you work with clients.
Too many construction businesses struggle with bloated software that doesn’t fit their needs or end up stitching together disconnected tools. The result? More admin, less control, and a slower estimating process.
At Crewmatic, we do things differently. We build construction estimating software that fits your workflow. It’s powered by flexible no-code tools and designed around how your team actually works—so you get a solution that’s fast to deploy, easy to manage, and ready to scale as your business grows.
If you want to see what this looks like for your team, book a free 30-minute consultation with us today, completely free.
Let’s build estimating workflows that are faster, smarter, and built for the way you work.
Why Custom Construction Estimating Software Works Better
Centralise Pricing Data
Use a flexible database like Airtable to keep your material, labour, and equipment costs up to date in one place.
Connect to Real-Time Vendor Bids
Integrate live supplier pricing directly into your estimates to stay accurate and competitive.
Simplify Customer Management
Store customer details once and reuse them across jobs for faster, more consistent quoting.
Flexible Item Entry
Add estimate items manually, import them via CSV, or use pre-built assembly templates to save time and ensure consistency.
Live Estimate Calculations
Watch subtotals and totals update instantly as you adjust quantities, costs, or markups.
Faster Quote Delivery
Send quotes with embedded PDFs, collect e-signatures, and keep the process digital from start to finish.
Integrated Payment Collection
Accept deposits using Stripe or sync with tools like QuickBooks or Foundation to keep your payment process seamless.
Version Control and Draft Management
Track quote revisions, manage draft status, and keep your negotiations organised and transparent.
With custom construction estimating software tailored to your business, you can reduce errors, save time, and send professional quotes that help you win more profitable projects.
Are you ready to level up your estimating workflow?