When the measurements are taken and the walk-through completed, the hard part of getting the job for some contractors is just beginning. To help them overcome the uncertainty of over pricing or underbidding, numerous software programs are available to take the guesswork out of bidding and estimating.

With so many options, it can be hard to choose the right one. After all, no two jobs are the same, that’s why the best software programs will make adjustments for variables such as size and class of buildings, density of occupants, building use, cleaning frequency and specific cleaning needs.

A quality estimating program can prepare and monitor outgoing bids as well as many other tasks that constitute the daily business functions of a busy contractor. Just a few capabilities of a good program include:

• Document Preparation: creates reports, schedules, letters, contracts and printable change order forms;

• Purchase Order Processing: tracks all purchase orders and incoming inventory;

• Archives Previous Projects: builds a database of completed jobs for quick reference when estimating new bids;

• Flexibility: allows for instant changes to whole projects, room by room or dimensions as well as make adjustments for unit costs;

• Accounting: many programs directly or through a popular accounting program can manage general accounting, billing and payroll functions. In “Bidding and Estimating for Cleaning Companies,” Steve and Jean Hanson recommend noting the follow-ing when doing a walkthrough:

• Cleanliness of the building: What is the existing level of cleanliness? Is the quality of cleaning acceptable to the prospective client? Or are they looking for a new cleaning contractor because the quality of cleaning is below their expectations?

• Square Footage: When determining your price, you’ll need to know the square footage of the building so you can estimate your production rates accurately. If your square footage is off, your time estimates will be wrong. It is best to measure the square footage yourself, rather than taking someone’s word for it, as their numbers may not be accurate. You’ll also need to know the square footage by type of flooring (carpet, ceramic tile, VCT tile, marble, etc.).

• Number of Occupants and Public Foot Traffic: The more people that work and visit the building, the more time you’ll need to clean. Ask your prospect if they have an idea of how many people occupy the building each day.

• Building Layout: Is the building one story, or is it multiple levels with stairwells and elevators? The layout is also an important consideration. Some buildings may have dozens of cubicles completely filling the floor space, while others might have more open floor space and wide aisles.

• Number of Restrooms, Kitchen Areas and Fixtures: Inspect the restrooms carefully, noting how many fixtures in each (toilets, urinals, sinks).

Most programs will provide worksheets for recording such information. Keep the above in mind when choosing your estimating software, and consider some of the following when making your final decision:

• Is it frequently updated? Things can change very quickly from one year to the next. Does the estimating software program that you’re considering seem to be updated regularly? Also, are these updates included in the purchase price or do they come at an additional price?

• Is it easy to use? Unless you have days to devote to learning your new estimating software program, you’ll want one which is very intuitive. The useful features shouldn’t be buried in obscure menus that are difficult to access.

• Is help readily available? If your estimating software program crashes or isn’t functioning the way you would like, the software company should have a help desk that is easy to contact, either online, by e-mail or by phone.

• Will it work with your operating system? Most estimating programs are written to work with Microsoft Windows 2000 or newer. If you have an older operating system or you use Macintosh computers, you’ll need to make sure the program you’ve chosen is compatible.

• Does it accurately reflect your costs? If you have a free trial period, take advantage of this to input data from a recently completed project. Do the estimates from the program match what the job actually cost?

Your estimating software also should offer flexibility to control labor costs and adapt to regional differences. One of the real issues with estimating software is that it has to have a lot of flexibility, because labor and supply costs vary in different sections of the country.

Most software programs, like Rimrock Technologies’ BidPro, which is part of its Executive Toolkit, allow for the creation of easy-to-use bid worksheets for walkthroughs. With these worksheets, eye-catching cover letters, proposals and appendices can be created for the final bid presentation.

To accommodate different operation, bids can be generated based on price per square foot, hourly, cost-plus or by the piece. Overhead and other factors are used in the bidding process as well, and may be itemized or entered using a flat dollar amount or percentage.

Full integration with modules for inspection, inventory, safety and other executive functions, eliminate the need to re-enter customer and building information.

Labor, overhead, taxes, supplies, equipment and profit can be calculated for every segment of the bid. Each of these expense items can be customized to include as much detail as you need or simply use a flat percentage or dollar amount for each category.

There are a number of things to remember (and forget) while walking through a potential customer’s facility. Information gathered using software generated worksheets can help you remember to get all the information you need to make an informed proposal. ❑