Estimating

Creating an Estimate

Estimates let you price up a job in detail before it becomes a quote or a project. To start a new estimate:

1. Navigate to Estimates in the main menu
2. Click New Estimate
3. Step 1 — Choose a starting point: start from scratch, use a template, or let AI generate one for you
4. Step 2 — Preview & customise: if you picked a template, review the categories and line items and toggle what you need
5. Step 3 — Estimate details: name the estimate and optionally link it to a lead, client, or project
6. Click Create Estimate to open the estimate editor

Generating with AI

The AI generator gives you a fully categorised first draft from a plain-English description of the job. It's the fastest way to get from a brief to a working estimate.

1. Choose Generate with AI when starting an estimate (or go to Estimates → Generate)
2. Describe the scope of works — e.g. "Single-storey rear extension, 45m², including demolition, slab, framing, roofing, electrical and plumbing rough-in"
3. Review the generated categories and line items, then adjust quantities and rates to match your pricing

Templates & CSV Import

If you price similar jobs often, save the work as a reusable template so every new estimate starts with the right categories and line items.

• Templates — Manage reusable estimate templates under Estimates → Templates (also available in the Templates area). System templates ship with the app; you can also create your own business templates.
• CSV import — Already have a priced spreadsheet? Use Estimates → Import CSV to bring line items straight in.
• CSV export — Export any estimate to CSV from the estimate's actions menu to share or archive it.

Line Items & BOQ

Inside an estimate, the Items tab is where you build your bill of quantities. Line items are grouped into categories (and optionally phases) so totals roll up automatically.

The other tabs cover the rest of the estimate: Overview (totals and health), Scope (inclusions/exclusions), Files, Subcontractors, and Quote. If takeoffs and purchase orders are enabled for your plan, you'll also see Takeoffs and Purchase Orders tabs.

Provisional Sums, Prime Costs & Contingency

BuildLedger estimates support the cost types Australian builders use on residential contracts:

• Provisional sums — An allowance for work that isn't fully scoped yet (e.g. landscaping). Flag a line item as a provisional sum so it's clearly identified.
• Prime cost items — An allowance for an item the client will select later (e.g. tapware, tiles). The estimate carries an allowance until the final selection is made.
• Contingency — A percentage or fixed buffer added on top of the estimate to cover the unexpected. It's shown separately in the Overview totals.

Requesting Trade Quotes

Need real pricing from your subbies or suppliers before you commit a rate? Send quote requests straight from the estimate:

1. Open the Subcontractors tab on the estimate, or use the Add Trade wizard
2. Pick the requirement (the trade/scope) you want priced
3. Send a quote request to one or more contacts and track their responses
4. Pull the returned price back into the matching line item

See Subcontractors for managing your trade contacts and compliance.

Converting to a Project or Quote

Once an estimate is approved, you don't have to rebuild anything:

• Convert to a project — From the estimate, use Convert to Project. You can carry across phases, category budget lines, allowances, client selections, and milestones, so the project starts with a budget already in place.
• Generate a quote — Use the Quote tab to produce a client-facing quote from the estimate, controlling how much detail (quantities, cost breakdown) the client sees.