Take your quantity takeoff to the next level using Excel
In this article I won’t go over the basics of quantity takeoffs or a typical excel template. In fact I will show you ways you can harness the power of excel to convert your basic quantity takeoff list to the final bid amount with as little effort as possible.
Convert your basic takeoff list to a full material list automatically
The first step is to look at each item in your basic takeoff list. Think of any items that are required to install or finish that item. This could be nails, primer, adhesive, sealer, polish etc.
The next step is to write all the additional items one at a time in each column to the right of that item in excel. Insert a blank row below. Now you need to write a formula that will automatically convert the basic takeoff quantity of the main item into the quantity of the additional item. Do this in the cell below the name of the item in the blank row we just inserted.
For example lets say you have estimated the area of the flooring. The main takeoff item is the flooring finish material, lets say tiles. But additional items for the same takeoff would be adhesive required to install the flooring. You need to use a formula to in the right column which will convert the flooring area into the quantity of adhesive required.
Repeat for each takeoff item in your list.
Add waste to your material takeoff list using excel formulas
Every item on your material list will require waste to be added for 2 main reasons. Installation wastage and bundles / boxes.
Installation wastage
The smaller the item and the bigger the area of installation, the lower the waste and vice versa. It is also a good practice to incorporate actual on site wastage to give feedback to estimators to tweak this number.
But simply add the column for waste % and another column which will multiply the gross qty. By (1+ waste%) to give quantity including waste.
Bundles / Boxes
You can’t purchase 27.4 floor tiles or 3.6 liters of paint. You need to round off the quantity including waste to the nearest bundle / box that the actual material is available in.
Input Material price and calculate material cost
Now add a column with price of each material. If required calculate the price per unit qty. Then multiply by total quantity to get the total material cost.
Input labor productivity and calculate labor cost
Put another column where you will put the average labor productivity to install an item. i.e. average quantity installer per labor hour. Then divide total qty. By quantity installed per hour to arrive at total no. Of labor hours required. After that multiply by cost per labor hour to arrive at total labor cost.
Add margins
After adding material and labor cost in another column. Multiply that by the desired profit margin which should be able to cover your fixed expenses, plus some margin of safety.
Need Help?
I have personally designed custom excel templates for a lot of our clients. Please feel free to contact me (through the contact us page) if you want any help with this. Consultation and first takeoff are both free.