Choose the assembly type, add the component items, enter each part quantity, set the unit of measure, and save the package in your catalog.
Key takeaways for how to set up reusable assemblies in estimating software
- Select the assembly type first, as this choice affects how the package functions in estimating or takeoff workflows according to ConstructionOnline.
- Verify that each component item matches the assembly's takeoff measurement type, a requirement stated by ConstructionOnline.
- Note that each assembly is based on a quantity of 1, meaning you must perform calculations to see the drywall assembly for one square foot according to Houzz Pro.
- Define the unit of measure clearly, since it determines what one unit of the assembly represents according to Buildxact.
- If you need to create a large number of assemblies, you can import them from an Excel spreadsheet according to Buildxact.
Assemblies are reusable cost packages that group items for quick insertion into estimates.
The first step in building this package is selecting the correct assembly type. According to ConstructionOnline, choosing the Assembly Type affects how the assembly can be used in estimating and/or takeoff. This initial choice defines the functional scope of the package within the software. Estimators must identify which workflow requires the new package before proceeding to other setup fields. The selection acts as a gate for the assembly's utility in bid preparation. The software uses this classification to dictate how the assembly interacts with other tools in the platform. You should review the specific requirements of your current bid to determine the necessary type. The choice impacts the downstream steps for adding components and setting quantities. A mismatch in type can lead to errors when inserting the assembly into a project. It establishes the context for all subsequent data entry. Estimators should ensure the selected type aligns with the intended use case for the cost package. This prevents confusion when locating the assembly in the catalog later. It is a critical field that governs the assembly's behavior across different modules of the estimating software. By selecting the appropriate type, you ensure the assembly is available for the specific tasks it is designed to support. The decision is straightforward but has significant implications for workflow efficiency. You must choose the Assembly Type to define how the assembly can be used in estimating and/or takeoff, as stated by ConstructionOnline. It is essential for maintaining clean takeoffs and accurate estimates. Without the correct type, the assembly may not function as expected in your bid preparation process. The software relies on this classification to manage the assembly's availability and compatibility. You should verify the type selection before adding any component lines. This step is quick but critical for the success of the assembly in your workflow. The assembly type selection is the primary determinant of the package's utility in the estimating software. It is the first field you must configure to create a reusable cost package.
A filled reference table of assembly setup fields by publisher
The table below maps the specific configuration requirements for each named platform so the estimator knows where to look.
According to Buildxact, you select Add Items to add the items that make up the assembly. According to Sage, you provide the quantity of the part needed to complete the work for each part in an assembly. According to Houzz Pro, after a takeoff measures 472 sqft of Drywall, you enter that as the main quantity and the system multiplies the square footage by the percentage of drywall sheets needed.
How to define the assembly type and its scope
According to ConstructionOnline, you must choose the Assembly Type because this selection affects how the assembly can be used in estimating and/or takeoff. This initial choice governs the workflow compatibility of the package you are creating.
Within the available options, the Standard Assembly is a specific type designed for flexibility. According to ConstructionOnline, a Standard Assembly can contain costbook items with varying units of measure. This means that when you define a Standard Assembly, you are not restricted to a single unit of measure for all component lines. You can group items that use different measurement types, such as linear feet and square feet, within the same assembly package. This capability is critical for complex tasks where materials and labor are measured in different units but are applied together as a single cost package.
When defining the scope of your assembly, consider whether the items you are grouping share a common application context. The assembly type you select dictates the structural rules for how these items interact. For instance, if your task involves installing a material where the material is measured in square feet and the labor is measured in hours, a Standard Assembly allows these different units to coexist. You should verify that the assembly type you choose supports the specific combination of estimating and takeoff workflows required for your bid preparation.
It is important to distinguish between the assembly type and the individual component lines. The type sets the framework, while the components fill that framework with specific cost data. According to ConstructionOnline, the choice of Assembly Type is what determines the utility of the assembly in your specific estimating and takeoff scenarios. You should review your project requirements to determine if you need an assembly that functions primarily in takeoff or if it needs to support both estimating and takeoff workflows.
Adding component lines and setting quantities for one unit
Once you have selected the assembly type, the next step is to define the specific items that make up the package. In Buildern, assemblies are built using cost lines, which represent the individual items inside the assembly, according to Buildern. You must select the item type for each line, choosing from options such as Material, Labor, or Equipment, according to Buildern. This selection ensures that the cost structure reflects the actual resources required for the task. In Buildxact, you select Add Items and add the items that make up the assembly, according to Buildxact. This process allows you to populate the assembly with the necessary components before saving it to your catalog.
After adding the items, you must specify the quantity of each part relative to the assembly unit. In Sage 100 Contractor, for each part in an assembly, you provide the quantity of the part needed to complete the work, according to Sage. This input defines the relationship between the assembly unit and the component units. In Houzz Pro, each assembly is based on a quantity of 1, so to see the drywall assembly for one square foot, you will need to do some math, according to Houzz Pro.
The system then uses these quantities to calculate the extended quantities when the assembly is applied to an estimate. In Sage 100 Contractor, when you compute the takeoff, the system computes the extended quantity of parts needed to build five interior door assemblies, according to Sage. This calculation multiplies the quantity of each part by the total number of assemblies in the estimate. You should verify that the extended quantities match your manual calculations for a small sample of items to ensure accuracy. If the quantities do not align, check that the base unit of the assembly matches the unit of measure used in your takeoff.
To ensure the component lines are correctly configured, review the following checklist:
- Confirm that each cost line has the correct item type selected.
- Verify that the quantity for one unit is entered for every part in the assembly.
- Check that the extended quantities calculate correctly when the assembly is inserted into a test estimate.
Configuring units of measure and takeoff compatibility
The unit of measure defines the scale of your reusable package. In Buildxact, the Unit of Measure determines what one unit of the assembly represents according to Buildxact. This setting anchors the entire cost calculation. If you select square feet, one unit equals one square foot of the finished task. If you select each, one unit equals one complete instance of the task. Choosing the wrong unit here distorts every subsequent quantity calculation. You must align this unit with the measurement type you plan to use in your takeoff.
Takeoff compatibility is a strict requirement for the items within the assembly. ConstructionOnline states that items in this section must be compatible with the assembly's takeoff measurement type according to ConstructionOnline. Read Takeoff scale setup and stated limits for 5 programs when you set measurement scale.
The system uses this compatibility to perform automatic calculations. Houzz Pro explains that once you have done a takeoff and measured that you need 472 sqft of Drywall, you enter that as the main quantity on the assembly and the system will multiply the square footage by the percentage of drywall sheets needed according to Houzz Pro. The 472 sqft figure comes directly from the takeoff measurement. The system then applies the predefined ratios within the assembly to determine the total material quantity.
To configure these settings, start by selecting the primary unit of measure for the assembly. Next, verify that every component line item uses a compatible unit. In Buildxact, ensure the Unit of Measure field reflects the physical scale of the work according to Buildxact. In ConstructionOnline, check that the items in the assembly section match the takeoff measurement type according to ConstructionOnline. This verification step prevents calculation errors during bid preparation.
Saving and locating your new assembly in the catalog
Where you store a new assembly depends on the structure of your estimating platform’s library. In ConstructionOnline, you access the library through the Costbooks pane. According to ConstructionOnline, you must open the specific Costbook you intend to use before you can add the new Assembly to it. This step ensures the assembly is available in the correct project context. If you are using Buildxact, the interface uses a dropdown menu to select the destination. According to Buildxact, if the assembly catalogue dropdown is empty, you need to create an assembly catalogue first. You cannot save an assembly if no catalogue exists to hold it. Check your dropdown list before starting the setup process to avoid this interruption.
For firms that manage large libraries, manual entry for every item can be inefficient. Buildxact offers a bulk import option for this scenario. According to Buildxact, if you need to create a large number of assemblies, you can import them from an Excel spreadsheet. This method is useful when you are migrating data from another system or building a standard library from scratch. Ensure your spreadsheet format matches the expected import structure to prevent data errors.
Recommendation: * Verify your catalog structure before creating your first assembly. * If your dropdown is empty, create the catalog container first. * Use spreadsheet imports for bulk data entry to save time.
Illustrative example of extended quantities
One assembly has quantity 1, a material line of 4, and a labor line of 2. Five assemblies extend those lines to 20 and 10. Check the hand calculation before the bid.
Open your estimating software and create a test assembly for a common task like drywall to verify the quantity calculations.
FAQ: How to set up reusable assemblies in estimating software
What determines how an assembly can be used in takeoff?
The assembly type selection affects how the package functions within your estimating workflow. According to ConstructionOnline, items in this section must be compatible with the assembly's takeoff measurement type. This compatibility rule ensures the components align with the specific measurement method you apply during the takeoff phase.
Can labor and equipment be included as parts of an assembly?
Yes, you can include various resource types in your assembly definitions. According to Sage, if labor, equipment, or subcontractors are set up as parts, you can include them in assemblies as well. This allows you to bundle non-material resources directly into your reusable cost packages.
How does the system calculate extended quantities for assembly parts?
The calculation relies on the number of assemblies you require for the project. According to Sage, you can then enter the number of assemblies required and have Sage 100 Contractor calculate the extended quantity of parts. This automated step reduces the manual math needed for individual component lines.
Where do I insert an assembly into an estimate subcategory?
You insert the assembly by selecting the specific task from your catalog. According to Buildxact, for example, selecting 'carpet tiling' will add all items needed to cover one square foot of carpet, providing a full package for that task.
Can I import a large number of assemblies from a spreadsheet?
Yes, according to Buildxact, if you need to create a large number of assemblies, you can import them from an Excel spreadsheet.