How to do Takeoff In Construction?

Summary- A practical guide on how to do construction takeoff. Learn a repeatable step-by-step takeoff workflow, when to use a manual takeoff guide, and how AI speeds reviews. Build accurate bids and keep procurement aligned. Move faster while staying in control of quality.

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As they say in construction, every project starts with a takeoff. Quantity takeoffs form the base for cost estimating, resource planning, and project execution.

The old way of doing takeoffs is slow. Estimators spend hours going through complex plans and adjusting counts whenever new drawings arrive. At the same time, contractors are under pressure to send quotes quickly, leaving little room to refine estimates or scope projects properly.

Today, digital tools make this process faster and simpler. In this blog, we’ll show you a step-by-step takeoff workflow that helps you bid more efficiently and deliver projects more profitably.

What is a Construction Takeoff?

In construction, “takeoff” represents taking off each material required for completing the projects. This includes detailed quantification of all the materials like rebar, lumber, concrete, ductwork, piping, asphalt, etc. The takeoff serves  as a foundation for accurate cost estimating, resource planning, and project evaluation. Without an accurate takeoff, contractors risk facing costly overruns, material shortages, and delays that can jeopardize the whole project. 

Why is a Construction Takeoff Important? 

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An accurate takeoff is an indispensable part of any successful construction project.  Its importance cannot be overstated as it lays the groundwork for numerous critical aspects of the construction process. Here are some key reasons why construction takeoffs are essential. 

1. Accurate Cost Estimation and Bidding

One of the primary purposes of an accurate construction takeoff is to provide the necessary data for precise cost estimation. By meticulously quantifying materials needed, contractors can generate accurate estimates that reflect the true costs of the project. This enables them to submit competitive bids that are neither too high nor too low, increasing their chances of winning contracts while maintaining profitability.

2. Efficient Resource Planning and Procurement 

Takeoffs serve as the foundation for effective resource planning and procurement. Detailed takeoffs give insights about the exact amount of materials needed for the project. This enables them to plan for resource procurement and avoid any costly delays or disruptions due to material shortage. 

3. Risk Mitigation

Early identification of risks is crucial in construction projects. Takeoffs involve a comprehensive analysis of material requirements. This detailed examination helps to uncover potential risks such as material shortages, labor constraints, supply chain problems, or logistical issues. Contractors can develop mitigation strategies and address issues before they escalate into larger problems. 

4. Value Engineering 

Every project owner wants to get the most value out of the project. Takeoffs provide a detailed material and cost breakdown, allowing contractors to explore alternative materials, methods, or even design tweaks. This value engineering approach helps to optimize costs without sacrificing quality or functionality, keeping the project budget on track. 

5. Client Relationships

Transparency is key to building strong client relationships. Takeoffs provide the data to show your clients exactly what they're paying for, from materials to labor. This clear communication fosters trust and demonstrates your commitment to delivering projects as promised, paving the way for long-term partnerships.

Who Does a Takeoff?

The responsibility of performing construction takeoffs typically falls on the shoulders of Estimators and/or Project Managers working in a Construction Company. These are construction professionals specializing in cost estimation and analysis.

What Information Does a Takeoff Include?

A comprehensive construction takeoff includes a detailed quantification of various components that go into completing the project, including but not limited to:

1. Materials: A comprehensive list of materials such as concrete, steel, wood, bricks, roofing, insulation, drywall, and finishes.

2. Quantities: The exact amount of each material required, measured in appropriate units (linear feet, square yards, cubic meters etc.).

3. Waste Factor: A percentage added to account for material waste during construction due to cutting, breakage, or unforeseen conditions.
4. Labor and Equipment: Estimated hours of labor and the machinery needed to execute the project.

How to Prepare for Construction Takeoff?

Preparing for a construction takeoff requires proper planning to ensure accuracy and efficiency. Estimators typically follow these steps:

1. Gather Project Documents

Collect all the essential project documents -  plans, specifications, and any supplementary documents or addenda to get a comprehensive understanding of the project requirements.

2. Review Project Scope

The next step is to thoroughly review and understand the project scope, materials, and specific requirements. The more familiar you are with the project, the more accurate your takeoff will be.

3. Organize Workspace

Set up a dedicated workspace and gather the necessary tools, such as scales, measuring devices, calculators, or specialized takeoff software.

4. Coordinate with Stakeholders

Communicate with project stakeholders, including architects, engineers, and contractors, to clarify any ambiguities or address potential issues before starting the takeoff process.

Step-by-Step Takeoff Process

There are two main approaches to the takeoff process: the traditional manual method and the modern way of leveraging digital takeoff software. We will delve into each method in detail. 

Manual Takeoff

While this method is still employed in some cases, it is time-consuming and prone to errors. This method of performing a construction takeoff involves the following steps:

• Review Plans and Drawings: Carefully study architectural plans, elevations, sections, and detailed drawings to identify and understand project scope and objectives.
  
  
• Measure and Quantify: Use scales, rulers, and calculators to manually measure and quantify materials from the plans and drawings. It is pivotal to categorize the materials from specific trades to avoid any error.
  
  
• Document Quantities: Record the measured quantities in an organized manner, either on paper or in a spreadsheet, ensuring clear labeling and categorization. Make sure to review the takeoff calculation and quantities to identify and correct any errors or discrepancies. 

Digital Takeoff

Digital takeoff software streamlines the process by digitizing blueprints and providing tools for scaling, measuring, and quantifying materials. This not only improves efficiency but also reduces the time spent on taking off materials.

Digital takeoff can also be categorized in two types: 

1. Manual or Semi-automated software takeoff software

These software offers on-screen tools to help estimators scale and calculate material quantities. Here are some key benefits of manual/semi-automated digital takeoff software. 

• Import Digital Plans: They allow for the upload of digital plans and drawings into the takeoff software.
• Utilize Digital Tools: Provide on-screen measurement tools, scaling capabilities, and semi-automated calculations to quantify materials and components.
• Collaborate and Share: Leverage features for team collaboration, version control, and seamless integration with estimating software.

2. AI-powered Takeoff Software

It takes things a step further by utilizing artificial intelligence to automatically identify and quantify materials directly from your digital plans. This significantly reduces the time spent on takeoffs – instead of manually clicking and dragging tools.

AI-based takeoff tools like Beam AI analyze the plans and generate quantities automatically to help you save 90% time and send out 2X more bids. 

Here’s how you can get takeoff done in 4 simple clicks with Beam AI: 

• Upload your site plans in PDF format
• Confirm scope of work for your takeoff 
• AI takes quantities off plans
• Get your takeoff in 24-72 hours.

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By leveraging AI technology like Beam AI, contractors can shift focus towards aligning with the customer requirements rather than spending hours on takeoffs. This will also allow them to send out up to 30% more bids, while always being the first quote out. . 

What Makes a Successful Takeoff?

Whether performed manually, using manual/semi-automated software, or by leveraging AI-powered software, a well-executed takeoff lays the foundation for a successful construction project. A successful takeoff has several key elements, here’s how you can judge the efficiency of your takeoff process. 

1. Attention to Detail

A single error can have a ripple effect on your project. Double-checking calculations and ensuring all materials are accounted for is paramount.

2. Clear Communication and Collaboration

Effective communication and collaboration among project stakeholders, including architects, engineers, contractors, and subcontractors, help identify and resolve any ambiguities or discrepancies.

3. Utilization of Technology

Takeoff takes anywhere around 30-50% of time in the bidding cycle. Leveraging technology like Beam AI’s takeoff software can significantly enhance efficiency and allows time to focus on refining estimates and building relationships with the clients. 

4. Continuous Learning and Improvement

A thorough understanding of the construction processes, materials, and industry best practices allows for accurate interpretation of plans and specifications. 

The Bottom Line

So now you know how to approach takeoffs in construction, and what it takes to ensure accurate and comprehensive quantification. As the industry continues to evolve, embracing technology and staying ahead of the curve will be crucial. AI- based digital takeoff solutions offer a path to enhanced accuracy, efficiency, and collaboration, empowering construction professionals to deliver exceptional results consistently.

The time to embrace the digital revolution in construction takeoffs is now - Book a demo to see how Beam AI can help you save 90% time and send out 2x more bis. 

FAQs

1. How do I explain how to do construction takeoff to a new estimator?
Start with scope clarity and a small plan set. Walk them through a step-by-step takeoff on one trade. Give a walkthrough of the takeoff tool next. Keep a shared log for questions and quantities.

2. When should I rely on a manual takeoff guide?
Use a manual takeoff guide when the set is small, the details are tricky, or you need a deep read before pricing. Then move to digital to speed up repeats and revisions.

3. How does AI help without changing my workflow?
Upload plans, pick the trade, and proceed. The AI produces quantities for review. You still validate, price, and own the result. Many teams find takeoff work can take 30 to 50 percent of a bid cycle, and AI helps them send up to 2X more bids and win more jobs.

4. What is the fastest way to keep a step-by-step takeoff accurate?
Tie each line to a sheet, confirm units and waste, reconcile per trade, and update the log when addenda lands. 

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