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Add an Estimate

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Objective

To add a new estimate in the Estimating, Tender Board or Portfolio Planning tools.

Background

After adding takeoffs for the project, you can view project estimates, set labour costs and profit margins and generate downloadable proposals. You can also manually enter information on an estimate without takeoffs. Each section on the Estimating page displays the appropriate elements of the project’s proposals, such as material quantity and costs, labour and labour costs, inclusions and exclusions and an overall summary of the proposal. See What fields are in an estimate and how are they calculated?

Things to Consider

  • Required User Permissions for the Tender Board tool.
  • Required User Permissions for the Estimating tool.
  • Required User Permissions for the Portfolio Planning tool.
  • Information from the Takeoff tab automatically populates in the Estimating tab.
  • Any items on the Estimating tab that are highlighted in orange can be edited.
  • Only one user can edit an estimate at a time. If another user at your company is already working on the same estimate, you will see a banner indicating you are in 'read only' mode. However, you can create or edit another estimate for the project or choose to click 'Kick User Out' if necessary.
  • Premium features with the star icon-premium-feature-star.png icon are only available for paid Procore customer accounts.

Steps

  1. Navigate to the Tender Board or Portfolio Planning tool and select the project.
    OR
    Navigate to the project's Estimating tool.
  2. Click the Estimating tab.
  3. Click Add Estimate. 
  4. If you want to use an existing estimate, click Copy Selected Estimate.
    OR
    If you want to create a completely new estimate, click Create Empty Estimate.
  5. See the sections below for available options:

Adjust Estimate Settings

  1. Click the vertical ellipsis icon-ellipsis-vertical.pngicon.
  2. The following modes are available for project estimates. Click a toggle ON icon-blue-toggle-on-esticom.png  to activate the mode or OFF icon-toggle-off-esticom.pngto deactivate it.
    • Detailed Estimating
    • Group Multiplier
    • 'Use' Tax Instead of 'Sales Tax'
    • Individual Labour Rates
    • Company-Wide Estimating Settings

Create a New Group

  1. In the section of the estimate that you want to add a new group to, click Create New Group.
  2. Click into the title field to enter a new name.

Group By Requested Tender Item

Note: This feature is only available for tenders sent with tender forms as part of the new Tender Management Enhanced Experience. If you have questions, contact the company that sent you a tender invitation.

  1. Go to the group section in the Estimating tab.
  2. Click Select next to 'Requested Tender Item'.
  3. Choose the Requested Tender Scope Item to group by.
    • If you create a new group, you can drag the requested tender items to the new group.

Add Items

 Tip

The following information is important when creating estimates:

  1. On the right side of the row for a group, click the add icon-plus.png icon.
  2. Mark the tickboxes next to any items you want to include and click Select.
  3. Enter information into each column as necessary:
    Note: The amounts that you enter for these fields will automatically calculate to populate the Total Cost, Sales Price, Total Sales, Profit and Total Labour columns.
    • Budget Code:
       Tip
      • If you have Procore Project Financials enabled, the budget code selections that are available have been imported from the project budget.
      • If you have the ERP Integrations tool enabled, budget code selections will be available from your connected ERP integration. 
      • Click Select next to the estimate group budget code to assign a budget code to an entire group of cost items or click Select within the individual cost item to assign a budget code by cost item. 
      • Enter or select the budget code from the drop-menu to apply the budget code.
      • Optional: Click Create Budget Code if you need to create a code that is not listed.
        See Assign a Budget Code from an Estimate for more details. 
      • After your budget code has been applied, you can click on any budget code to make changes.
      • Click the 'x' within the budget code for options to remove it.  
    • Quantity: Enter the quantity required of the item.
    • Item Cost: Enter the cost of the item.
    • Waste: If there will be waste for the item, enter the amount as a percentage.
    • Margin/Markup: Click to switch between 'Margin' and 'Markup' Enter a percentage of margin or markup to apply.
    • Labour (Mins / Hrs): Click to switch between 'Mins’ or 'Hrs'. Enter the amount of labour required in hours or minutes.
    • Difficulty: Enter the difficulty level. The higher the difficulty, the more the cost will be multiplied.
    • Tax:  Mark the tickbox if the item should be taxed.

Add Notes to the Estimate

  1. Scroll to 'Notes' and click the arrow to expand the section.
  2. The following sections are available by default to add notes to:
    • Scope of Work
    • Included
    • Excluded
    • Project Notes
  3. Click into a field to add notes as necessary.
  4. The following actions are also available:
Optional: Create a Library of Inclusions and Exclusions
 Tip
To save time on future estimates, you can create a library of Inclusions and Exclusions to choose from. See the steps below.
  1. Click Browse Library.
  2. Click New Inclusions or New Exclusions.
  3. Enter a name and content.
  4. Click Confirm.
    Note: When you add notes in the Additional Notes section, click Browse Library to select the inclusions or exclusions that you want to add to the estimate.
  5. Optional: To make inclusions or exclusions standard on projects"
    1. Click the vertical ellipsis icon-ellipsis-vertical.pngicon.
    2. Next to 'Include in Projects by Default', click the toggle to the ON icon-toggle-on-esticom.png position.

Export a Bill of Materials

  1. Click the vertical ellipsis icon-ellipsis-vertical.pngicon.
  2. Hover over Export Bill of Materials.
  3. Select one of the the following options for your export:
    • Export Bill of Materials as Flat List to Excel
    • Export Bill of Materials as List Grouped by Plan to Excel

Import a Bill of Materials

 Tip
This option can be used to import external bill of materials information from a previous source into a new project. 
  1. Click the vertical ellipsis icon-ellipsis-vertical.png icon and select Download Bill of Materials Import Template.
  2. Enter material information on the template and save the file.  
    Note: Quantity (Qty), Unit of Measurement (UoM) and Item Cost are required.
  3. Click the vertical ellipsis icon-ellipsis-vertical.png icon again.
  4. Hover over Import Bill of Materials and select Import Bill of Materials From Excel Template.
    Your new items will now appear as a new group with the date imported.  
  5. Optional: Click within the title of the new group to rename it.

Bulk Update a Bill of Materials

  1. Click the vertical ellipsis icon-ellipsis-vertical.png  icon.
  2. Hover over Export Bill of Materials.
  3. Select one of the the following options for your export:
    • Export Bill of Materials as Flat List to Excel
    • Export Bill of Materials as List Grouped by Plan to Excel
  4. Update the 'Item Cost' column and save file.
  5. Click the vertical ellipsis icon-ellipsis-vertical.png icon again.
  6. Hover over Import Bill of Materials and select Update Bill of Materials Pricing from Excel File. 

Confirm Summary items

  1. Click the expand icon-expand-materials-esticom.png icon to view the Summary section.
  2. Review a summary of your Labour and Materials, Profit, Additional Adjustments, Taxes and 'Other' adjustments.
    Note: The 'Global Labour Cost' amount applies to the rest of the estimate. However, you can still make individual adjustments to items if needed.
  3. Adjust editable percentages as needed.