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Build an Estimate and Proposal

Import a spreadsheet or CostX, take off from drawings, price from tenders, set your margin, then push to a proposal or take it outside Deep Space

Multi-Trade Tender →
Watch the Build an Estimate and Proposal video
Watch the Build an Estimate and Proposal video on YouTube
Watch the video walkthroughhttps://youtu.be/2VY-QD_Ng2s

In this walkthrough, you'll pull together an estimate in the Deep Space web app, from a blank version to a proposal your client can sign. We'll import a spreadsheet and a CostX export, add quantities from a takeoff, set the margin, and push it to a proposal, or take it into your own Word or Canva layout.
The full series: 26 videos in Builder's Wheel order (Win, Set Up, Build, Move the Money, Govern)
  1. Build an Estimate and Proposal Win
  2. Multi-Trade Tender Win
  3. Set Up Your Workspace Set Up
  4. Add Users and Give Them Access Set Up
  5. Company Settings: Get Your Documents Ready Set Up
  6. Connect Xero and Map Your Cost Codes Set Up
  7. Folder Templates and Project Documents Set Up
  8. Document Templates vs Contract Templates Set Up
  9. Email Templates and Sending Documents Set Up
  10. Head Contract Setup Set Up
  11. Build Your Programme Set Up
  12. Subcontracts: Award to Executed Set Up
  13. DS Site: Invites, Inductions and Site Sign-on Build
  14. Drawings to Site and Subbies Build
  15. Run Your Programme on Site Build
  16. RFIs, Notices and the Project Inbox Build
  17. Inbox to Xero: How the Money Flows Move the Money
  18. Purchase Orders Move the Money
  19. Process Supplier Invoices Move the Money
  20. Subbie Claims: Inbox to Payment Schedule Move the Money
  21. Retentions and Security Move the Money
  22. Variations, End to End Move the Money
  23. Provisional Sums: Allowances, Drawdowns and Over-runs Move the Money
  24. Progress Claims to Your Client Move the Money
  25. Budget and Forecasting Govern
  26. Delegation of Authority Govern

Start your estimate

Go to Preconstruction, Estimation. The cards across the top show your cost, sell, margin and profit for the selected ver
Go to Preconstruction, Estimation. The cards across the top show your cost, sell, margin and profit for the selected version, and update as you build.
Click New Version to start a fresh estimate. Untick Copy content to start empty, or leave it ticked to copy the last ver
Click New Version to start a fresh estimate. Untick Copy content to start empty, or leave it ticked to copy the last version and revise it.

Import a spreadsheet

In BOQ Builder, click Import BOQ. If you're starting from scratch, download the BOQ template, fill it in, and upload it
In BOQ Builder, click Import BOQ. If you're starting from scratch, download the BOQ template, fill it in, and upload it on the Template Import tab.
Already have your own spreadsheet? Use KAI Import. KAI matches your column names to ours, so Section becomes Estimate Se
Already have your own spreadsheet? Use KAI Import. KAI matches your column names to ours, so Section becomes Estimate Section, Qty becomes Quantity, and so on. Tick Let KAI suggest a cost code per line, then Apply mapping and continue.
KAI spots total and subtotal rows and leaves them out, so the same money isn't counted twice. You can include a row back
KAI spots total and subtotal rows and leaves them out, so the same money isn't counted twice. You can include a row back in if you need it.
Each line gets a suggested cost code with a confidence badge. Check anything marked Medium or Low, set a cost type where
Each line gets a suggested cost code with a confidence badge. Check anything marked Medium or Low, set a cost type where it's blank, then click Create Items.
The lines land in sections, matching your spreadsheet, and the cost total updates straight away.
The lines land in sections, matching your spreadsheet, and the cost total updates straight away.

Import from CostX

Estimating in CostX? Export the detailed estimate to Excel and use the CostX Import tab. If your CostX codes are your De
Estimating in CostX? Export the detailed estimate to Excel and use the CostX Import tab. If your CostX codes are your Deep Space cost codes, tick Match the CostX Code column. The default markup only applies when the file has no factor or builder's margin of its own.
Each line comes in on its matched cost code. Untick anything below the grand total, like a total or GST line, before you
Each line comes in on its matched cost code. Untick anything below the grand total, like a total or GST line, before you create the items.

Take off from drawings

Go to Preconstruction, Quantity Takeoffs, and open or create a takeoff package. Attach drawings from the Document Regist
Go to Preconstruction, Quantity Takeoffs, and open or create a takeoff package. Attach drawings from the Document Register, or import a takeoff sheet from Excel.
Click Measure from Drawings. Calibrate the scale, then measure length, area, volume or count, and allocate each measure
Click Measure from Drawings. Calibrate the scale, then measure length, area, volume or count, and allocate each measure to an item.
Back in Estimation, open Sources and click Sync Quantities Now.
Back in Estimation, open Sources and click Sync Quantities Now.
Merge is recommended. It updates existing items and adds new ones without losing your manual changes. Pick the takeoffs
Merge is recommended. It updates existing items and adds new ones without losing your manual changes. Pick the takeoffs to sync and click Sync Now.

Price from tenders

Add Item gives you every other way in: type a line manually, or pull it from tender responses, RFQ responses, a takeoff,
Add Item gives you every other way in: type a line manually, or pull it from tender responses, RFQ responses, a takeoff, a first principles build-up, or your price list. Set the item type to PS, PC or Contingency for allowances. They're priced at cost with no margin.
On Tender Responses, you'll see each tender package with the lowest and average bid for every trade. Pick the bid, choos
On Tender Responses, you'll see each tender package with the lowest and average bid for every trade. Pick the bid, choose a cost code, and add it. The line stays linked to the tender.

Finalise

Click Change next to Margin to choose how margin shows. Keep it on each line, or use one Builder's Margin line. Here we'
Click Change next to Margin to choose how margin shows. Keep it on each line, or use one Builder's Margin line. Here we've set a 10 percent Builder's Margin, calculated on the cost of works, excluding provisional sums and contingency.
The Builder's Margin line sits at the bottom of the BOQ and updates as the lines change.
The Builder's Margin line sits at the bottom of the BOQ and updates as the lines change.
Versions and Comparison lists every version. Pick two and click Compare to see the difference by budget category before
Versions and Comparison lists every version. Pick two and click Compare to see the difference by budget category before you lock one in.

Push to Proposal

When you're happy, click Lock and push to Proposal. Bring it in as estimate sections or trade packages, and show the bui
When you're happy, click Lock and push to Proposal. Bring it in as estimate sections or trade packages, and show the builder's margin as its own line or spread it into the rates.
The Proposal Builder opens with your cover page, letter, quoted items, exclusions, terms and signatures. The live previe
The Proposal Builder opens with your cover page, letter, quoted items, exclusions, terms and signatures. The live preview shows what your client will see.
Under Quoted Items, choose how much detail the client sees: section totals, a high level summary, expandable, or fully e
Under Quoted Items, choose how much detail the client sees: section totals, a high level summary, expandable, or fully expanded. You can override it section by section.
Click Generate PDF, then Send. It walks you through the PDF preview, your signature, the signed PDF, and sending it to t
Click Generate PDF, then Send. It walks you through the PDF preview, your signature, the signed PDF, and sending it to the client to accept.

Work outside Deep Space

Prefer to send it yourself? Download the PDF and email it from your own inbox, or drop it into Canva for your own layout
Prefer to send it yourself? Download the PDF and email it from your own inbox, or drop it into Canva for your own layout.
Want your branded Word proposal? Switch Output to Document template and pick your Word template. Set them up under Docum
Want your branded Word proposal? Switch Output to Document template and pick your Word template. Set them up under Document Templates.
Need the numbers in a spreadsheet? Export BOQ gives you an Excel or CSV file to work on, and you can import it back as a
Need the numbers in a spreadsheet? Export BOQ gives you an Excel or CSV file to work on, and you can import it back as a new version.

Won it? Push to Budget

Once you win the project, go to Sources, Push to Budget Register. It becomes the project budget for your POs and subcont
Once you win the project, go to Sources, Push to Budget Register. It becomes the project budget for your POs and subcontracts. If a budget already exists, Deep Space warns you before it overwrites anything.

Common questions

My import doubled the estimate.

Total and subtotal rows were brought in as items. Check the review screen and leave them out, and untick anything below the grand total, like GST.

My import doubled the estimate.
Total and subtotal rows were brought in as items. Check the review screen and leave them out, and untick anything below the grand total, like GST.

My spreadsheet won't upload.

Macro-enabled files aren't supported. Save a copy as a plain xlsx, keep one header row, and add a Section column if you want your sections kept.

My spreadsheet won't upload.
Macro-enabled files aren't supported. Save a copy as a plain xlsx, keep one header row, and add a Section column if you want your sections kept.

The margin on the proposal doesn't match.

Check how margin is set in the estimate, and whether you pushed the builder's margin as its own line or spread it into the rates. Provisional sums carry no margin by default.

The margin on the proposal doesn't match.
Check how margin is set in the estimate, and whether you pushed the builder's margin as its own line or spread it into the rates. Provisional sums carry no margin by default.

Can I use my own proposal template?

Yes. Load your Word template in Document Templates, then pick it under Output, Document template.

Can I use my own proposal template?
Yes. Load your Word template in Document Templates, then pick it under Output, Document template.

Quick reference

Need a hand? Email help@deepspacegroup.ai

Multi-Trade Tender →