The verdict in three sentences
A London construction SME spending more than 10 hours a week on estimates can win back 6 to 9 of them by automating quotes. Off-the-shelf software at 50 to 130 GBP per user per month is enough while your work items stay standard; beyond that, a custom tool at 13,000 to 35,000 GBP excl. VAT runs on your own item library and take-offs. The most underrated gain is commercial: a quote sent within 48 hours instead of 10 days lifts the win rate by 10 to 15%.
Where the 12 hours of estimating go
In a 25-person refurbishment firm, the owner or contracts manager prices jobs personally. Time is lost on repetitive tasks: copying supplier prices, recalculating take-offs from drawings, rewriting the same descriptions, chasing clients who have not replied.
| Task | Current weekly time | After automation | Lever |
|---|---|---|---|
| Take-offs from drawings or surveys | 3.5 h | 1.5 h | Guided input, automatic area calculation |
| Looking up and updating prices | 2.5 h | 0.5 h | Item library linked to supplier price lists |
| Writing specifications | 2.5 h | 0.5 h | Standard items with pre-written text |
| Layout and sending | 1.5 h | 0.3 h | PDF template, e-signature |
| Client follow-ups | 1 h | 0.2 h | Automatic reminders at day 3 and day 10 |
| Converting to invoice and deposits | 1 h | 0.3 h | One-click conversion |
| Total | 12 h | 3.3 h | 8.7 h saved |
These are 2026 orders of magnitude for a fit-out and refurbishment SME; a groundworks or structural contractor with complex take-offs saves closer to 6 hours.
Off-the-shelf software or a custom tool?
| Criterion | Off-the-shelf estimating software | Custom tool |
|---|---|---|
| Upfront cost | 0 to 1,300 GBP setup | 13,000 to 35,000 GBP excl. VAT |
| Recurring cost | 50 to 130 GBP per user per month | 130 to 350 GBP per month maintenance |
| 3-year cost for 4 users | 7,200 to 18,700 GBP | 17,700 to 47,600 GBP |
| Item library | Generic (SPONs-type price books as an option) | Your items, outputs and margins |
| Link to your ERP or accounts | Standard connectors | Custom, no limits |
| Setup time | 2 to 6 weeks | 2 to 4 months |
| Scalability | Depends on the vendor | Total |
Off-the-shelf software is the right call for 70% of SMEs under 20 staff. A custom tool makes sense when your items are specific (retrofit with grant funding to factor in, bespoke joinery, commercial fit-out), when several systems must talk to each other, or when pricing is your competitive edge.
The features that save the most time
Three features deliver most of the gain. The item library breaks each item down (materials, labour, hourly output, margin) and updates prices when suppliers change their lists. Assisted take-offs compute areas and lengths from a few dimensions entered on a tablet during the site visit. E-signature with deposit lets clients sign and pay a 30% deposit from their phone, cutting the time between visit and signature by several days.
Add automatic follow-ups: a quote chased at day 3 and day 10 is on average 20 to 30% more likely to be signed.
Mini case study
Tom, owner of a refurbishment firm in London (25 staff, 2.4 million GBP turnover), sends 30 quotes a month with a 28% win rate and an average job of 12,000 GBP excl. VAT.
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- Custom tool: 21,000 GBP excl. VAT (350-item library, tablet take-offs, e-signature, Xero integration) + 220 GBP a month maintenance.
- Time saved: 8 h a week, about 370 h a year valued at 48 GBP an hour: 17,760 GBP.
- Win rate up from 28% to 32%: 1.2 more jobs signed per month, so 172,800 GBP of extra revenue a year, about 17,000 GBP of net margin at 10%.
- Payback: about 7 months.
FAQ
How long does a custom estimating tool take?
Allow 2 to 4 months, including 3 to 5 weeks to structure your item library. Off-the-shelf software is configured in 2 to 6 weeks.
Can we import our old Excel quotes?
Yes. Importing 200 to 500 item lines from Excel is usually included, so you do not start from scratch.
Can the tool handle retrofit grants?
A custom tool can calculate the client's net cost after grants and show it on the quote. That module typically adds 1,700 to 4,300 GBP excl. VAT.
Does it work on site without signal?
An offline-capable app lets you enter take-offs and sync back at the office, for a 10 to 15% premium.
Do we need to change our accounting software?
No. Integration with Xero, Sage or QuickBooks is done by API or export, for 1,300 to 3,500 GBP excl. VAT depending on the package.
Let's scope your project. Send us three typical quotes and the number of estimators and we will compare off-the-shelf and custom options, between 13,000 and 35,000 GBP excl. VAT, delivered in 2 to 4 months. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
