One of the hidden gems of the BidSmart Estimator 2.6 is its Costs Database. This feature stores selected costs from previous estimates in an Excel style database and makes them effortlessly available for reuse. As shown in the following screen image, you can see the costs stored as line items in separate rows. This listing of cost “records” can be edited, sorted (A-Z and Z-A), filtered and searched. The Costs_DB worksheet is formatted and structured to work easily with, and for, the Estimator.

The database is part of every Estimate which is generated from an existing one. It is stored separately on the worksheet tab “Costs_DB” and is opened for viewing from the Estimator’s ribbon menu. Each time you create an Estimate from another existing one, the Parent’s database can be included in the new Estimate. Costs can also be saved to a Comma Separated Values (CSV) file and imported back to any Estimator at any time. This new feature allows the saving of Costs outside of each Estimator workbook file.

The database record’s contain the 5 essential components that define an Estimator line item:

• The Description of Work to be Performed (the Task or specific job.)
• The Unit Cost of Materials (Cost either by a unit, such as per square foot, or as the task total.)
• Subcontractor Costs
• Hours (the man-hours involved per the unit or in the task as a whole)
• Notes (including file links.)

The Costs Database was first implemented in version 2.1 of the Estimator and has since undergone many significant upgrades. Version 2.6 of the BidSmart Estimator now adds the Costs Database Editor to allow easier record management. This form mimics some of the same functions found on the Data Entry form which is used to manage line items for the Estimate on the BidSheet.

Using the Database Editor

The Database Editor form which is now included in version 2.6 simplifies adding, deleting, editing and searching the records. The features of the Editor are fairly straight-forward and they all include the traditional Tooltips for contextual help. These hints are available when you hover your mouse pointer over a button or other element of the form. This characteristic is true of every form or dialog found in the Estimator 2.6.

The currently selected record number (and number of total records) is shown at the top of the Editor, with all 5 of the record elements below. These textboxes are editable so you can add information, change or delete it. The changes must be saved by clicking the “Save” button or they will be lost when you move to another record or close the Editor.

The Editor also includes the new feature that will open a file or network link based file if a note is a legitimate file path or URL. Clicking the label under the Notes textbox opens the link. If there is not a valid file path or URL entered as a note the label is not enabled. This feature is also available on the Main Data Entry form.

The Costs database editor is not available when the database is currently filtered.

Making it all Work Together

Saving a Cost to the database or importing one into the current BidSheet line item is done from the Data Entry form. These actions are initiated by clicking one of the buttons located at the lower left of the form (follow the arrow.) To export All of the Costs in the current estimate use the Costs Database context menu.

When selecting to insert (import) a cost into the current line item the Insert from Database dialog appears. From this form you can select a record to insert. Sorting and searching the database is also supported. The Cleanup DB button will run a process to remove empty records, duplicates or records without costs from the database.

Once a cost has been imported all that is needed is to add the quantity or edit the costs that your situation requires. Of course, the Description of Work can also be changed. All the editing done in the BidSheet in is independent of the Cost Database record.

Many More Tools for the Database…

Many more Database tools and features are available from the Costs_DB worksheet’s context menu. New tools such as “CSV Import/Export” can also be accessed from the Estimator’s ribbon menu (Export/ To CSV).

Simply right click on the worksheet and select the top option, “Costs Database” and the following menu will appear. Everything that can be done with the DB Editor and much more is accessible from this menu.

New Filtering tool

The database now uses Excels filtering tools to provide access to filtered cost records. The Estimator utilizes a simple 50 character maximum criteria (or keyword) to filter of all the records. When activated the filter will hide all records except those that include the criteria in the Description of Work. The filter criteria is not case sensitive, so “Install” is the same as “install“. The Estimator’s filtering is carefully controlled and as such safe to use. If you try to filter the records (or any part of the Estimator) in an Unprotected state it will damage the workbook.

That is the short explanation of the BidSmart Estimator’s Costs Database. Similar to most of the Estimator, it is hard to break, but still, always remember to Save and Backup your work regularly!