How to Estimate Better: Tools and Tactics That Save You Thousands

In construction, your estimate is more than just a number; it’s your profit margin, your reputation, and your ability to keep projects on track. Underbidding can sink a job before it starts, while overbidding may cost you the contract altogether. The key is accurate, consistent estimating that factors in every detail: labor, materials, time, and those sneaky hidden costs that can eat away at your bottom line.

At Southwest Scaffolding, we’ve seen firsthand how the right tools and methods can mean the difference between losing money and growing your business. Here are some practical tactics to sharpen your estimating process and save thousands in the long run.

1. Stop Underbidding by Tracking Actual Job Costs

The number one mistake contractors make is bidding too low. That often comes from relying on “gut feel” instead of real numbers. If you’re not tracking your actual job costs, you’re guessing.

• Log hours accurately: Use timesheet apps or simple spreadsheets to track crew hours by task. You’ll start to see which parts of a project eat up the most time.

• Record material use: Did that last project really take 80 sheets of plywood—or was it closer to 100 once you factored in waste? Tracking prevents surprises.

• Compare estimates vs. reality: Every project should end with a review. Where did you underestimate? That’s the data you need to refine your next bid.

2. Use Digital Estimating Tools

Paper and pencil leave too much room for error. Today’s software can make estimating faster, more accurate, and even easier to adjust for scope changes.

• Takeoff software: Digital plans mean you can measure square footage, materials, and quantities with precision.

• Estimating platforms: Programs like ProEst, Buildertrend, or even customized Excel sheets help you factor in labor, equipment rentals, and scaffolding needs all in one place.

• Mobile apps: Great for making updates in the field when conditions change.

3. Factor in Equipment and Scaffolding Costs

Many contractors forget to include the cost of equipment rental, setup, and takedown in their estimates. Even if you own your scaffolding, there are depreciation, maintenance, and transport costs.

• Include delivery and pickup: A flatbed trip across town adds up.

• Account for downtime: If scaffolding needs to be moved mid-project, build in the crew hours for it.

• Think long-term: If you rent scaffolding frequently, calculate whether buying would save you money over time.

4. Don’t Ignore the “Hidden Costs”

Projects often bleed cash in places that don’t show up on the initial estimate. Keep an eye out for these:

• Permits and inspections

• Waste disposal fees

• Weather delays

• Overtime and change orders

• Safety equipment and compliance costs

These may not feel significant individually, but together they can sink your profit margin. Build a small contingency line item (5–10%) into every bid to cover them.

5. Build a Repeatable System

The best estimators don’t reinvent the wheel every time. They create templates and processes so each bid is consistent and thorough.

• Standardize your estimate checklist

• Create pricing databases for materials and labor rates

• Update costs quarterly to reflect market changes (like rising steel or lumber prices)

• Train your team so everyone estimates using the same process

Final Word

Better estimating isn’t just about winning jobs—it’s about winning the right jobs and keeping them profitable. By tracking your actual costs, using modern tools, and factoring in every expense (even the hidden ones), you’ll bid with confidence, avoid costly underbids, and keep your business growing strong.

At Southwest Scaffolding, we help contractors stay efficient and profitable with high-quality scaffolding, safety gear, and construction equipment. When you have the right tools on hand and the right numbers on paper, your bids become more accurate—and your projects more successful.