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Smart Estimator (AI Takeoff)

Upload construction plans and get AI-generated material takeoffs

Overview

Smart Estimator uses AI to analyze construction plans and generate material takeoffs. Upload up to 5 files (plans, specs, photos, spreadsheets), select your trade, describe the scope, and get a detailed breakdown of quantities, materials, and line items - saving hours of manual measurements.

Accessing Smart Estimator

You can access the Smart Estimator from two locations:

From the Header

  1. Click the "New +" button in the top-right header
  2. Select "Smart Estimator" from the dropdown menu
  3. This works from any page in BlueClerk

From the Estimator Page

  1. Go to "Estimator" in the main navigation
  2. View the Smart Estimator interface with upload area and saved takeoffs

Running a Takeoff

Step 1: Upload Files

  1. Click "Upload Files" or drag files into the upload area
  2. Select up to 5 files:
    • PDFs (construction plans, specs)
    • Images (JPEG, PNG, WebP)
    • Spreadsheets (Excel)
    • Documents (Word)
  3. Files must be under 20MB each
  4. Review uploaded files in the preview list

Step 2: Select Your Trade

  1. Click "Select Trade"
  2. Choose the trade you're estimating for (electrical, plumbing, HVAC, etc.)
  3. Trade selection determines which materials and methods the AI considers

Step 3: Describe the Scope

  1. Add project details in the description box (optional but recommended)
  2. Include specifics like:
    • Special materials or finishes
    • Code requirements
    • Owner preferences
    • Areas of concern

Step 4: Run Analysis

  1. Click "Analyze Plans"
  2. Wait while AI processes your documents (typically 1-3 minutes)
  3. Watch progress messages as the system reads documents and generates the takeoff
  4. Credits are deducted when analysis completes (10 credits per takeoff)

Understanding Results

Line Items

The takeoff generates organized line items:

  • Category: Type of work (rough-in, fixtures, materials, etc.)
  • Description: What the item is
  • Quantity: How many/much
  • Unit: Unit of measure (EA, LF, SF, etc.)
  • Notes: Additional context or specifications

Optional Items

Takeoffs may include optional upgrades or alternatives:

  • Description: What the upgrade is
  • Additional Items: Extra materials needed if customer chooses this option

Assumptions

The AI lists assumptions it made:

  • Material types when not specified
  • Code requirements applied
  • Standard practices assumed
  • Items not visible in plans

Always review assumptions - they may need adjustment based on your local codes, customer preferences, or site conditions.

Warnings

Important alerts about:

  • Missing information in plans
  • Areas requiring field verification
  • Potential conflicts or concerns
  • Items that need clarification

Take warnings seriously - they highlight risks and unknowns that could affect your estimate.

Saved Takeoffs

Every completed takeoff is automatically saved as a draft.

Viewing Saved Takeoffs

  1. Scroll to "Saved Takeoffs" section on the Estimator page
  2. See all previous takeoffs with plan name, trade, and date
  3. Click any saved takeoff to reload it

Loading a Draft

  1. Click on a saved takeoff
  2. Results load instantly - view, export, or create estimate
  3. All original data preserved - line items, options, assumptions, warnings

Deleting Drafts

  1. Hover over a saved takeoff
  2. Click the trash icon that appears
  3. Draft is permanently deleted

What to Do Next

Export the Takeoff

Download as Excel or PDF to share with customers or use for bidding. See Downloading Takeoff Reports.

Create an Estimate

  1. Click "Create Estimate" from the results
  2. Line items prefill into a new estimate
  3. Add pricing to each line item
  4. Send to customer for approval

Start a New Takeoff

  1. Click "New Takeoff" to clear results
  2. Upload new files and start fresh
  3. Previous takeoff is saved in Saved Takeoffs

Credit Usage

  • 10 credits per takeoff regardless of file count or complexity
  • Credits deducted when analysis completes successfully
  • Failed analyses don't consume credits
  • Check your credit balance before running large takeoffs

Tips for Better Results

Upload Quality Files

  • High-resolution PDFs work best
  • Clear, legible plans produce more accurate takeoffs
  • Include specification sheets for better material identification
  • Photos of existing conditions help with remodel/retrofit projects

Be Specific in Descriptions

  • Mention special materials or brands
  • Note any owner-requested upgrades
  • Include relevant code requirements
  • Highlight areas of uncertainty

Review Everything

  • Verify quantities against your own measurements when possible
  • Adjust assumptions to match local codes and practices
  • Confirm materials match customer expectations
  • Add field-verified items the AI may have missed

Use Saved Takeoffs

  • Name your takeoffs clearly for easy identification later
  • Save variations - try different scopes or options
  • Reference old takeoffs when bidding similar projects
  • Delete outdated drafts to keep the list manageable

Limitations

What AI Can't Do

  • Field verify dimensions - always confirm critical measurements on-site
  • Know local codes - apply your jurisdiction's requirements
  • Read minds - specify preferences that aren't in the plans
  • Guarantee accuracy - use AI as a starting point, not final word

When to Use Caution

  • Remodel projects with unknown existing conditions
  • Plans missing critical details or specifications
  • Unusual construction methods outside standard practices
  • Projects requiring engineering calculations

Questions

Q: How accurate are AI takeoffs?
A: AI takeoffs are a starting point. They save time by identifying most items and quantities, but you should always review results, verify measurements, and adjust for local codes and site conditions. Think of it as a highly skilled assistant - fast and thorough, but still requiring your expertise.

Q: Can I edit line items after the takeoff?
A: Yes. When you create an estimate from a takeoff, all line items are editable. You can adjust quantities, change descriptions, add pricing, and modify anything to match your actual bid.

Q: What if the takeoff is wrong?
A: Review the assumptions and warnings first - they often explain discrepancies. Then adjust line items manually. If results are consistently poor, check your file quality and try adding more detail in the scope description.

Q: Can I run multiple trades on the same plans?
A: Yes. Upload the same files, select a different trade, and run another analysis. Each trade gets its own takeoff with relevant materials and line items. All saved takeoffs remain accessible.

Q: Do saved takeoffs expire?
A: No. Saved takeoffs remain in your account indefinitely unless you delete them. Load them anytime to reference past work or create new estimates.

Q: What happens if I run out of credits mid-analysis?
A: The system checks your credit balance before starting. If you don't have enough credits, the analysis won't run and you'll be prompted to purchase more.

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