The complete estimate lifecycle — from first inquiry to signed estimate

BuildItPros replaces the spreadsheets, email threads, and generic quoting tools that don’t understand residential contracting. Here’s everything the platform does — for you and for your customers.

The Request Pipeline

Every customer request moves through a five-stage pipeline. Each stage is logged, tracked, and feeds the next.

1
New
Customer (or yourself) submits a project request. You get notified immediately.
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2
Contacted
You call or email the customer. Log notes on the request — they feed AI scoping.
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3
Scoped
AI generates a full draft estimate. You review, adjust, and approve before it goes anywhere.
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4
Sent
Customer receives an email with a link to the full estimate with buttons to View, Modify, or Accept.
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5
Converted
Customer accepts the estimate directly in their browser. You get notified.

For You — The Operator

Tools built for the way small trades businesses actually work.

AI-Assisted Scoping

Hit one button and AI generates a complete draft estimate from the project description and your contact notes — calibrated specifically for Northern Arizona labor rates and material costs across Navajo, Apache, Coconino, and Gila counties. You review, adjust, and approve everything before it goes to the customer. The AI handles the first draft; you control the final number.

Estimate Builder

Drag-to-reorder line items, catalog autocomplete, per-line markup, and live total calculation. Tax rates auto-apply from the job site county. Customer notes and internal notes stay completely separate — internal notes never leave your screen and are never included in PDFs or customer views.

PDF Export

Two PDF variants, both branded with your logo. Full Estimate — all line items, pricing, and totals. Scope Summary — same professional layout but pricing replaced with dashes, for sharing scope of work before the customer has registered. Export either from the estimate editor or the estimates list in one click.

Excel & CSV Export

Want to create your own estimate from our data? We have you covered: Excel and CSV exports.

Job Site Mapping

Enter a street address and city — the county resolves automatically and the correct tax rate is applied. A satellite map in the estimate builder shows the job site and your base locations with driving distance and time calculated from the nearest base. All mapping calls run server-side; your API key is never exposed to a browser.

Fuel Cost Tracking

Internal job costing — customers never see this. Round-trip fuel cost is calculated from your vehicle’s MPG and live Arizona fuel prices updated weekly from the EIA. Configure your fleet in Settings. Useful for understanding true job cost before setting your final price, especially for remote site runs.

Parts & Services Catalog

Build a reusable catalog of parts, materials, and services with default units and prices. Catalog items autocomplete in the estimate builder — insert as a starting point and adjust per job. Your catalog grows as you create estimates, making each subsequent estimate faster to build.

Job Sheet

Job Sheet: a separate document (PDF) including customer details, job notes, and all required tools for the job.

For Your Customers

A professional experience that builds trust before the first dollar is exchanged.

Easy Request Submission

Customers submit project requests at your dedicated URL — no account required. The form captures their contact info, address, project type, description, preferred timeline, and up to 5 photos. You receive an email notification immediately, and the request appears in your pipeline.

Expiration Reminders

Estimates expire after your configured validity period. Customers receive an automatic reminder email 3 days before expiry so they don’t miss the window. Expired estimates are flagged in your pipeline automatically — no manual follow-up tracking required.

AI Pricing Built Into the Estimate

AI scoping costs money — but it doesn’t come out of your margin. Each time AI generates a draft estimate, the API cost is tracked and automatically added as an Estimation Services line item in the estimate.

The base fee and cost recovery are configurable in Settings. The line item appears like any other — you can adjust or remove it before sending. It’s there so you can pass the cost through transparently, or fold it into your markup, whichever fits your workflow.

Re-scoping updates the line item in place rather than adding a duplicate, so the estimate stays clean no matter how many times you run the AI.

Northern Arizona Pricing Built In

The AI scoping prompt is calibrated specifically for the Northern Arizona market — not national averages that don’t reflect what you actually pay for materials or labor in Navajo, Apache, Coconino, and Gila counties.

  • Materials priced from Home Depot / Lowe’s at current retail
  • Labor: $45–$65/hr demo & cleanup, $65–$95/hr general handyman, $85–$125/hr specialty trades
  • 15–20% cost-of-living premium above Phoenix metro built in
  • Transport cost factor for remote supply runs to Flagstaff or Phoenix

Ready to see it in action?

Accounts are set up by the BuildItPros team. Contact us and we’ll get your company configured — your branded request form is live the same day.

Want to understand what types of jobs the estimator handles best first? See the Estimator Coverage page.