Using Construction Estimating Programs and Your Business

When you are supervising a construction-contracting firm, it takes a lot of maneuvering such as managing the projects and labor relations as well as scouting around for new work prospects and keeping a running tally of the expenses. There are times when contractors get so caught up in the daily challenge of their business dealings that they find no time for constructive planning of their business. You know the scenario, so busy you haven’t the energy to try to think long-term business plans. Now imagine having the assistance of a Construction Estimating Program, the programs design is to give you the best support while you build a profitable business. Construction Estimating Programs take care of to help you plan long term, allowing you to breathe easy and enjoy life.

Good construction estimating programs are designed to create to use the job specifications and a retrospective run to help you develop project schedule that is easier to stick to for a smoother running construction business. Construction estimating programs will aid you in producing a used materials list, scheduling when supplies need to arrive on site and a time and work schedule for your subcontracting teams.

Construction estimating programs give you more significant and down-to-earth guidelines to determine the actual expenses of a job, and you are better able to build a profit margin. This eliminates the atmosphere that many medium and small construction-contracting companies have of living from one week to the next. Construction estimating programs allow you a concrete overview of long-term accomplishments, and helps prevent the costly mistakes, which affects your profit margins. Identifying those costly mistakes will give you a heads up and give you the room to work your budget to include some of those costly mistakes that are normal in everyday business. Take for instance, that you are working multiple job sites, construction-estimating programs can drastically advance your margins, by allowing you to identify what materials can be purchased for both assignments, thereby saving you on the expense of buying materials in bulk. A construction estimating program allows you to determine which word crews are indeed doing their jobs, by meeting their responsibility requirements as well as their time schedule, which is vital in acquiring the best work crew for the job.

Of course, good construction estimating programs will require compatibility of your business accounting program, which the majority will run compatible with the industry standard QuickBooks and some are compatible with Mind Your Own Business. The generation of reports should be easily customized and fast, since by the end of a work day, the least you have energy for is sitting in front of a monitor for hours trying to tally up the invoices and retrieving the correct report.

At the end of the day, you are able to easily keep your business in control. Using construction estimating programs, by following the organization of your work activities, and the exercise of using such software so when you clock out; your on your way home, to your life, rather than continual worry for being organized and what your profit margins tally up to.

Business – Constructing Efficient Systems – Daily, Weekly, Monthly, Quarterly, Yearly

Habits can be formed in a matter of weeks and it is therefore important that you plan and develop specific checks and balances so that good habits are formed in your business. Have a list of things that need to be done on a regular basis and then ensure that you do them according to the time frames listed.

DAILY:

1. Do all your paperwork – it is easier to do this when thoughts are fresh in your mind and less stressful than facing a desk full of things that need to be finished.
2. Prepare and deliver your bank deposit – Cashflow is important, especially when you are just beginning your business.
3. Send out invoices to vendors – The sooner you mail them – the sooner you will be paid for your work. 3. Walk through the office before you leave and quickly put things in order so that the next day you are ready to welcome clients.
4. Write a list of things that you need to do the following day or ensure that they are on your calendar. This will allow you to clear your mind without worrying about forgetting things.

WEEKLY:

1. Review your week to determine if you have met your goals.
2. Quickly scan the calendar for the following week so you can mentally prepare for what is scheduled.
3. Ensure that a thorough cleaning of the office is done (either by you or a janitor).

MONTHLY:

1. Complete payroll activities.
2. Send out statements for accounts with balances.
3. Review Accounts Receivable list and contact overdue accounts to arrange payment.
4. Pay your bills for the month (you can schedule these for specific dates through internet banking or write cheques to be mailed on specific dates).
5. Complete any government reports and submissions.
6. Print monthly reports.

QUARTERLY:

1. Complete any government reports and submissions.
2. Review your goals and set new ones for the next quarter.

YEARLY:

1. Submit electronic and paper records to the accountant for preparation of Income Tax Return and Financial Statements.
2. Review client list and thank them for working with you.
3. Close inactive files.
4. Set goals for the next year and prepare a new Business Plan.

Feel free to add to or edit these lists to suit your business. The important thing is to ensure that you are doing the things at the times designated. By doing this, you will find that your workload is distributed throughout the year and you won’t ever have to face a time when you are unprepared or a year end that is overwhelming!

Business – Constructing Efficient Systems – Task Checklist

Certain tasks need to be done on daily, weekly, monthly, quarterly and yearly schedules. When you have customized your list and operationalize it, you will find that you reach the end of the year and everything is done! Following is a listing of things that I do on a regular basis as part of my SUCCESS system.

DAILY

1. Answer and return all telephone calls

2. See the clients who are booked for the day

3. Complete all the invoicing for that day

4. Enter the invoiced time and fees in the calendar where they were booked and print the daily sheet.

5. Print a copy of the Sales report from the computer bookkeeping program, compare it to the daily calendar and file both sheets together for future reference.

6. Open all mail.

7. Record payments received in the computer, prepare the bank deposit and take it to the bank that day.

8. Take any mail to the post office.

9. Complete all filing

10. Enter bills received and print cheques for appropriate dates. Store them with a sticky note that specifies the date they should be mailed to reach the vendor before the due date.

WEEKLY

1. Submit any reports required by contracted agencies

2. Order supplies if needed

3. Clean office

MONTHLY

1. Submit all contract forms

2. Pay rent or lease

3. Prepare and submit payroll remittances

4. Review Monthly Sales Report, Last Year Comparison Report, Profit and Loss Report

5. Reconcile bank and credit card statements

6. Close inactive files

QUARTERLY

1. Prepare any government or tax submission reports

2. Touch base with accountant

3. Review reports and set goals for next quarter

YEARLY

1. Prepare Business Plan for next year

2. Determine goals for next year

3. Celebrate accomplishments

The above reminders will need to be revised and customized to match your business, finances and preferences. It is important, however, that you have a system that will remind you to complete tasks in a timely basis. You will meet deadlines and experience less stress by doing so.