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Smart Estimator (AI Takeoff)

Upload construction plans and get AI-generated material takeoffs

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OverviewAccessing Smart EstimatorRunning a TakeoffUnderstanding ResultsTips for Better ResultsUsing Reference DocumentsDownloading ReportsQuestions

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 a Job or Ticket

  1. Open a job or ticket detail page
  2. Click "Smart Estimator" in the actions menu
  3. Customer and property information pre-fills automatically

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, images (JPG/PNG), or Excel spreadsheets
  3. Files process automatically - PDFs convert to images, Excel extracts to text
  4. Review uploaded files in the file list

Step 2: Select Your Trade

  1. Choose the trade that matches your work from the dropdown:

    • Structural: Framing, Concrete & Foundation, Structural Steel, Masonry
    • Mechanical: HVAC, Plumbing, Fire Protection
    • Electrical & Low Voltage: Electrical, Low Voltage / Data, Solar
    • AV & Home Technology: AV / Home Theater, TV Mounting, Security Cameras, Smart Home / Automation, Networking / WiFi
    • Exterior: Roofing, Siding & Exterior Cladding, Windows & Doors, Gutters & Downspouts
    • Interior Finishes: Insulation, Drywall, Painting, Flooring, Tile & Stone, Cabinets & Countertops, Trim & Millwork
    • Site Work: Landscaping, Grading & Excavation, Paving & Hardscaping, Fencing & Gates
    • Property Services: Pool & Spa, Irrigation Systems, Outdoor Lighting, Decks & Patios
    • Specialty: Gym Equipment Repair, Upholstery

  2. Trade selection helps AI apply the right formulas, waste factors, and terminology

Step 3: Describe the Scope

  1. Type a brief description of what you're bidding (optional but recommended)
  2. Example: "Install R-30 blown-in insulation in attic, 2,400 sq ft home"
  3. AI uses your description to focus on relevant details in the plans

Step 4: Generate Takeoff

  1. Click "Generate Takeoff"
  2. AI analyzes your files - this takes 30-60 seconds
  3. Results appear with line items, quantities, and materials
  4. Review and edit as needed

Understanding Results

Line Items

Each line item shows:

  • Description: What material or work is included
  • Quantity: How much is needed
  • Unit: Square feet, linear feet, each, etc.
  • Unit Price: Cost per unit (if you've set pricing)
  • Total: Extended cost for that line

Material Assumptions

AI explains its reasoning:

  • Where measurements came from
  • Waste factors applied
  • Assumptions made about materials

Verification Warnings

Always verify AI results - the system warns you to:

  • Confirm all measurements manually
  • Check material specifications
  • Verify waste factors for your job conditions
  • Review scope completeness

Tips for Better Results

Upload Quality Files

  • High-resolution plans produce better measurements
  • Labeled drawings help AI identify materials correctly
  • Complete specs ensure nothing is missed

Be Specific in Scope

  • Include material types: "R-30 blown-in cellulose" vs. "insulation"
  • Note special conditions: "vaulted ceilings" or "2-story"
  • Mention exclusions: "excluding garage"

Review and Adjust

  • AI is a starting point - always verify before bidding
  • Edit quantities if you know exact measurements
  • Adjust waste factors based on job complexity
  • Add line items AI may have missed

Using Reference Documents

Upload sample bids and customer documents so AI matches your style:

  1. Go to Settings > Reference Documents
  2. Upload sample bids you've sent customers
  3. Upload typical customer documents (plans, specs, RFQs)
  4. AI learns your format and applies it to future takeoffs

See Reference Documents for Smart Estimator for details.

Downloading Reports

After generating a takeoff:

  1. Name your report in the filename field
  2. Click "Download Excel" for a spreadsheet
  3. Click "Download PDF" for a branded report

See Downloading Takeoff Reports for details.

Questions

Q: How accurate are AI takeoffs? A: AI provides a solid starting point but always requires manual verification. Accuracy improves with high-quality plans and detailed scope descriptions. Always confirm measurements and material specs before bidding.

Q: Can I save takeoffs for later? A: Yes - all takeoffs are saved automatically. Access them from the Smart Estimator history page.

Q: What file types are supported? A: PDFs, JPG/PNG images, and Excel spreadsheets. PDFs are converted to images automatically for AI analysis.

Q: How many files can I upload? A: Up to 5 files per takeoff. If you have more, combine pages into PDFs or run multiple takeoffs.

Q: Can I edit line items after generation? A: Yes - click any line item to edit description, quantity, unit, or price. Changes save automatically.

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