📋 Requirements
Before creating a payment schedule, make sure that:
A project has been created
You have access to the Estimates module
(Optional) Cost codes and pricing settings are configured
Estimate Structure
Estimates in Buildern are organized in a hierarchical structure. This helps keep project costs clear and easy to manage.
Typically, estimates are structured as follows:
Groups – Represent major project phases (e.g., Site Preparation, Foundation, Framing).
Estimate Items – Individual cost components such as materials, labor, equipment, or subcontractor work.
Assemblies – Predefined combinations of multiple estimate items used together.
Using this structure helps organize complex construction estimates and makes them easier to review and convert into proposals.
Access the Estimates Module
To start working with estimates:
Open the project you want to work on.
Navigate to the Estimates module from the left-side menu.
From here, you can create and manage all estimate items for your project.
Create a New Estimate
To start building your estimate, you first need to add estimate items. In Buildern, you can do this in two ways:
Create estimate items manually
Import estimate items
👉 Learn more about How to Import Estimates in Buildern
💡 Tip - Copying or importing estimates is useful when working on similar projects and helps maintain consistency.
Create Estimate Items Manually
To add items manually:
Open the Estimates module in your project.
Click Add Item.
Select the type of item you want to create.
Buildern supports several estimate item types:
Group – Organize estimate items into sections.
Cost Catalog Item – Use predefined cost catalog entries.
Material – Add material costs required for the project.
Labor – Include workforce expenses.
Equipment – Add equipment-related costs.
Subcontractor – Record subcontractor services.
Fee – Add administrative or service fees.
Allowance – Include estimated budget placeholders.
Assembly – Add a group of predefined estimate items.
Create and Configure Estimate Items
In Buildern, several estimate item types share the same creation window and follow the same configuration process.
These include:
Material
Labor
Equipment
Subcontractor
Fee
Allowance
These item types represent actual project costs and are configured using the same set of fields.
Configure Item Fields
When creating a cost-based item, fill in the following fields:
Basic Information
Name – A clear and descriptive item name
Group (optional) – Assign the item to a group
Cost code – Used for cost tracking and reporting
💡Tip - When entering the Name, you can select items from the Cost Catalog, which will automatically populate the item details.
💡 Tip - Use the available Tips icons for additional guidance when needed.
Cost & Quantity
Quantity – Number of units required
Unit type – Measurement unit (e.g., hours, days, each)
Unit cost – Cost per unit
Markup % (optional) – Additional percentage for profit or overhead
Bid Requests - Create and manage bid requests
ℹ️ Note – If taxes are configured in your account settings, the Unit Tax and Unit Cost (incl. tax) fields will be populated automatically. When a tax percentage is set in the system, it is applied to the Unit Cost (excl. tax), and Buildern automatically calculates the final Unit Cost (incl. tax).
💡 Tip - In the Quantity field, you can use measurements (entered manually or from takeoff), apply formulas, or use the built-in calculator for quick calculations.
👉 Learn more about How to Work with Takeoff Measurements
ℹ️Note - Configure pricing details including unit cost, tax, and markup. Pricing settings such as tax configuration can also be managed in Settings.
👉 Learn more about How to Customize Taxes in Buildern
Description & Notes
Description – Visible to the client in the proposal
Internal note – Visible only to your team
Attachments & Organization
Attachments – Add related files
Selection – Assign to a predefined selection
ℹ️Note - You can also create Selections and Bid Requests after the item is created.
Calculation & Visibility
Calculate in total – Include the item in total cost
Visible in proposal – Show or hide the item for the client
Show amount in proposal as – Control how the price is displayed
👉 Learn more about How to Use Visibility and “Show as” Columns in Estimates in Buildern
Add Items Directly from the Estimate Table
In addition to using the Add Item button, you can also add new estimate items directly from within the estimate table.
To do this:
Scroll to the bottom of your estimate
Click Add new line to quickly create a new item
Or click More Types to choose a specific item type (e.g., Material, Labor, Assembly, etc.)
This allows you to continue building your estimate without leaving the table view and helps speed up the item creation process.
Add Items from the Cost Catalog
Buildern allows you to quickly add estimate items using your Cost Catalog, helping you save time and maintain consistency across estimates.
To add items from the Cost Catalog:
Click Add Item
Select Cost Catalog Item
Browse or search for the item you want to use
Select the item to add it to your estimate
Once selected, Buildern will automatically populate key fields such as name, unit cost, unit type, and description.
Important Behavior
When creating Material or Equipment items, you can add Labor directly.
In this case, the item will automatically be converted into an Assembly.
Finalize the Item
Once all fields are configured:
Review the calculated totals at the bottom (cost, markup, tax, total amount)
Click Add Item to save
Next Step: Create a Proposal
After completing your estimate, you can easily turn it into a client-ready proposal directly in Buildern.
👉 Learn more about How to Create a New Proposal in Buildern
Continue reading to uncover more ways to work efficiently in Buildern.
Happy Building!