Reference Documents for Smart Estimator

Overview

Reference documents help Smart Estimator learn your business style. Upload sample bids you've sent customers and documents customers send you - the AI will match your format, categories, and line items when analyzing new takeoffs. This means takeoffs that look like YOUR estimates, not generic ones.

How It Works

When you upload reference documents:

• Sample bids teach the AI your output format - how you organize categories, write descriptions, and structure line items
• Customer documents help the AI understand input formats you typically receive - plans, specs, and RFQs

The AI uses these references during takeoff analysis to generate results that match your existing workflow.

First-Time Setup

Onboarding Popup

When you first access Smart Estimator, you'll see an onboarding popup:

1. Choose document category: Sample Bids or Customer Documents
2. Click "Upload" or drag files into the upload area
3. Select files (PDF, images, Excel, Word - max 20MB each)
4. Documents upload automatically and appear in the list
5. Switch categories to upload both types
6. Click "Get Started" when done (or skip to upload later)

You can dismiss this popup anytime - it won't show again once dismissed.

Managing Reference Documents

Accessing References

1. Go to Smart Estimator (from New + button or Contractors menu)
2. Click "Reference Documents" tab at the top
3. View your uploaded documents organized by category

Uploading Documents

From the Reference Documents page:

1. Select a category: "Your Bids & Reports" or "Customer Documents"
2. Click "Upload" in that category section
3. Choose file (max 20MB)
4. Document saves automatically
5. Upload up to 20 total documents across both categories

Deleting Documents

1. Find the document in the list
2. Click the trash icon next to it
3. Confirm deletion

Document Categories

Your Bids & Reports

Sample bids or reports you send to customers. Upload examples that show:

• How you organize work categories
• Your line item descriptions and detail level
• Units of measure you prefer
• Notes and assumptions format
• Overall estimate structure

Customer Documents

Documents customers send you. Upload examples like:

• Construction plans you typically receive
• Specification sheets
• RFQs and bid requests
• Scope of work documents

This helps the AI recognize and interpret similar formats in the future.

Tips

• Upload your best work - Documents that represent how you want takeoffs to look
• Mix variety - Different project types help the AI learn your range
• Update regularly - Add new examples as your format evolves
• Start with 3-5 - You don't need 20 immediately; a few good examples work well

Questions

Q: Do I need to upload references to use Smart Estimator? A: No, it's optional. Smart Estimator works without references, but results will be more generic. References make takeoffs match YOUR style.

Q: How many documents should I upload? A: Start with 3-5 sample bids and 2-3 customer documents. You can always add more later.

Q: Can I see my reference documents later? A: Yes, click the "Reference Documents" tab in Smart Estimator anytime to view, add, or delete documents.

Q: What file types are supported? A: PDF, JPEG, PNG, WebP images, Excel (.xlsx, .xls), and Word (.docx, .doc) - max 20MB per file.

Q: Will the AI copy my pricing? A: No. References teach format and style only - the AI generates quantities and descriptions based on the NEW plans you upload for each takeoff.