Estimates FAQ

Building Your Estimate

How do I add cost items to my estimate?

Cost items live at the second level of the estimate, inside a category. To add one:

Open your project and go to the Estimate page.
Select or create a category to add your cost item under.
Click + Add Cost Item within that category.
Enter the item name, quantity, unit type, and cost.
Your estimate total will update automatically.

You can also add cost items directly from your Cost Catalog to save time on items you use frequently.

How do I add quantity to a cost item?

Open the cost item and enter a value in the Quantity column. Make sure the correct unit type is selected (for example, square feet, hours, or each). The total cost for that item will calculate based on quantity multiplied by unit cost.

What is the difference between a category, a cost item, and a cost detail?
The Ressio estimate is organized into three levels:

Categories are the top level. Use them to group your estimate by phase, room, or trade (for example, Foundation, Kitchen, or Framing).
Cost items are the second level. These are the individual products or services that make up your project scope.
Cost details or sub items are the third level. Use these to break a cost item into more detail, like separating labor and materials under a single tile cost item.

For more on the third level, read The 3rd Level in the Ressio Estimate.

How do I use parameters and formulas in my estimate?
Parameters let you set measurements (like square footage or linear feet) once and reference them across multiple cost items. When the measurement changes, every cost item using that parameter updates automatically. Read Parameters in Estimates: How to Use Formulas for Automatic Calculations to get started.

Can I import an estimate from another tool?

Ressio currently supports CSV import for estimate parameters (measurements/formulas), not full estimate or cost-item imports from other platforms.

🎓 Use this guide: How to Bulk Import or Update Estimate Parameters from a CSV. If you’re migrating from CoConstruct or another system, contact your CS Coach or CS Manager for the best approach.

Editing Your Estimate

How do I edit my estimate?

You can click directly into any cell in the estimate to edit it. If your estimate is locked, you will need to unlock it first before making changes. See the locking section below for more detail.

How do I move a cost item to a different category or tier?

Use the drag and drop feature to reorder or move cost items within the estimate. Read Drag and Drop Feature in Estimate for instructions.

How do I delete a cost item?

Select the cost item by checking the box to the left of the item name. You can select multiple items at once.
Right-click in the data table and select Delete.
Confirm the deletion in the pop-up.

Deleting a cost item is permanent and cannot be undone. If you delete something by mistake, you will need to add it back from scratch.

For full details, read Deleting Cost Items from the Estimate.

How do I delete my entire estimate to start over?

If you need to clear an estimate and rebuild it, the best approach depends on where you are in the project. If the estimate is unlocked, you can select all cost items and delete them. If it has already been sent to a client or locked, reach out to support@ressiosoftware.com before making changes so we can help you avoid losing important data.

How do I hide or show columns in the estimate?
Use the Columns tab on the right side of the estimate page to toggle columns on or off. This includes markup, margin, builder profit, tax, and any other fields you want to show or hide. Read Hiding and Unhiding Columns in Estimate for more detail.

Markup, Margin, and Tax
What is the difference between markup and margin?
These two terms are related but they measure profit differently.

Markup is profit calculated as a percentage of your costs. This is what you set in Ressio to price the job.
Margin is profit calculated as a percentage of the final price (revenue). This is a read-only field in Ressio used to evaluate profitability.

Margin is not editable. You control your profit by adjusting markup. Read Markup vs. Margin in Estimate for a full explanation.

How do I add markup to my estimate?
You can apply markup at the project level or adjust it on individual cost items.
To apply markup to the full project:

Go to the Estimate page.
Select the Markup and tax rate button in the top right corner.
Double-click the value under your markup name and enter your percentage.
Select Close.

To adjust markup on a single line item, click directly into the markup cell for that cost item and enter a new percentage.

How do I add tax to my estimate?

Go to the Estimate page and select the Markup and tax rate button.
Double-click the value next to Tax rate and enter your rate.
Use the Column Picker to make the tax columns visible.
Check the Customer Tax Inclusion or Builder Tax Inclusion box on each line item where tax applies.

For a full breakdown of builder tax vs. customer tax and how tax flows through to invoices, read How to Apply Taxes in Ressio.

My tax is not showing up on the invoice. What do I check?
There are two things to confirm:

A tax rate has been set in the estimate under the Markup and tax rate button.
The tax inclusion box is checked on the relevant cost items in the estimate.

If both are set correctly and tax is still not appearing on the invoice, make sure the tax toggle is turned on for the line items within the invoice itself. If you are still having trouble, contact support@ressiosoftware.com.

⚠️ If tax is not appearing on invoices and QuickBooks is connected, confirm tax setup in QuickBooks as well.

Locking and Unlocking

⚠️ Heads up before unlocking your estimate:

If you've already approved change orders or selections on a project, we recommend keeping your estimate locked.

Unlocking the estimate after approvals have been made will reset your original and revised budgets, which can affect the financial history tied to those changes.
If you need to make edits to your estimate, reach out to your Customer Success Coach, Manager or contact our support team — we're happy to help you find the safest path forward.

What does locking the estimate do?

Locking the estimate sets the agreed price and scope for the project. Most builders lock the estimate after the client has signed a contract. Once locked, the estimate cannot be accidentally edited, and change orders can be created to track any modifications to the original scope.

How do I lock my estimate?

Go to the Estimate page and click the Lock icon. When the estimate is locked, the icon turns green.

How do I unlock my estimate to make changes?

Click the green Lock icon and follow the prompts.

🚨 Unlocking the estimate will reset the original budget on the Budget page. Review carefully before proceeding. For more detail, read Locking/Unlocking the Estimate.

Can I edit an allowance after the estimate is locked?

Locking prevents most estimate edits. If you need to adjust allowance-related values, review Locking/Unlocking the Estimate first, then contact support@ressiosoftware.com so you can choose the safest path for your project state.

Proposals and the Client View

How does the client see my estimate?

Clients do not see the raw estimate. They see a proposal that you create and release from the estimate. You choose what to include and how it appears. Read Proposal Overview to learn more.

Can I send my client multiple proposal options?

Yes. You can create multiple proposal versions from a single estimate, each showing different combinations of categories or scope. This is useful when a client is deciding between options like adding a basement or keeping the project to a specific budget.

🎓 Read Creating Multiple Proposals Overview for step by step instructions.

How do I keep a copy of my current estimate before making changes?

The best way to preserve a version of your estimate is to create a proposal from it before making changes. Proposals capture the estimate at the time they are created. If you want to revert to a previous scope, contact support@ressiosoftware.com to discuss the best approach for your situation.

What happens when I apply an approved proposal to my estimate?

When you apply an approved proposal version to the estimate, Ressio updates the estimate to include only the categories that were part of that proposal. Categories that were not included are permanently removed along with all their cost items, sub items, and selections. Review the summary carefully before confirming. Read Creating Multiple Proposals Overview for more detail.

⚠️ Applying an approved proposal to the estimate becomes available after both client and builder approvals.

What is the difference between a locked estimate and an approved estimate?

These are different controls:

Locked estimate prevents unintended estimate edits, preserves agreed scope, and supports change-order workflows.
Approved proposal indicates the client-approved proposal version.

They’re related in real workflows, but they are not the same setting.

Templates

How do estimate templates work?

Current docs describe templates via Copy from template from within an unlocked estimate (rather than selecting a template during initial project creation).

🎓 Read:
• Using Estimate Templates
• How Do I Access and Edit Estimate Templates?

How do I start a new project from an estimate template?

When creating a new project, you will have the option to start from a template. Select your saved estimate template and it will populate the estimate with your pre-built categories and cost items. Read Using Estimate Templates for details.

If you still have unanswered questions or need further assistance, please don't hesitate to reach out to our dedicated support team at support@ressiosoftware.com. We're here to help!