In modern construction, estimating software has become essential for accuracy, speed, and efficiency. Gone are the days of manual takeoffs on paper blueprints. Today, digital tools like PlanSwift, Bluebeam Revu, and Togal.AI allow contractors and estimators to calculate quantities, costs, and project scope with remarkable precision.

This tutorial guide provides a comprehensive, step-by-step walkthrough for using the most popular estimating software in 2025. Whether you are a beginner or an experienced estimator, this guide covers everything from installation to advanced tips for improving accuracy and efficiency.

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1. Understanding Estimating Software

Estimating software simplifies the process of calculating quantities, labor, and materials for construction projects. The core benefits include:

• Speed: Automated quantity takeoffs cut project time by 50–70%.
• Accuracy: Reduces human error compared to manual measurement.
• Integration: Exports to spreadsheets, accounting systems, or project management tools.
• Visualization: Overlay takeoffs on digital blueprints or PDFs for clarity.

Common types of estimating software:

1. PlanSwift – Focused on digital takeoffs with strong integration for cost estimating.
2. Bluebeam Revu – Combines PDF markups, digital takeoffs, and project collaboration.
3. Togal.AI – AI-powered platform offering automated blueprint recognition and advanced analytics.
4. eTakeoff – A veteran in digital takeoff software, known for precision and project management integration.

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2. Getting Started: Installing and Setting Up Software

2.1 PlanSwift

Installation Steps:

1. Download PlanSwift from the official website.
2. Run the installer and follow the on-screen instructions.
3. Enter license key or activate trial mode.
4. Choose default file locations for templates, libraries, and projects.

Initial Setup:

• Create a new project by uploading your blueprint PDFs or CAD files.
• Set the measurement scale (architectural or engineering).
• Import material databases or create custom items for cost estimation.

Tips:

• Organize projects by folders for easy retrieval.
• Save default templates to speed up future projects.

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2.2 Bluebeam Revu

Installation Steps:

1. Download Bluebeam Revu from the official site.
2. Run the installer and follow prompts for license activation.
3. Select installation type: Standard, CAD, or eXtreme (for advanced features).

Initial Setup:

• Configure markup and measurement tools in the toolbar.
• Import layers and PDFs for multi-sheet projects.
• Adjust scale and units for consistent measurements.

Tips:

• Customize tool sets for frequent tasks.
• Use keyboard shortcuts to speed up takeoffs.

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2.3 Togal.AI

Setup Steps:

1. Sign up for a Togal.AI account online.
2. Upload project blueprints (PDF or image formats).
3. Let AI scan and identify walls, doors, windows, and other elements.
4. Review auto-generated quantities and adjust as needed.

Tips:

• Double-check automated measurements on complex areas.
• Take advantage of predictive analytics to estimate costs.

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3. Digital Takeoff Process

Digital takeoffs involve identifying project elements, measuring them, and calculating material and labor quantities. Each software offers unique tools.

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3.1 PlanSwift Takeoff Tutorial

Step 1: Import Blueprints

• Open a new project.
• Click “Import PDF” and select the blueprint file.
• Ensure the scale is accurate using the scale tool.

Step 2: Set Up Item Lists

• Go to Tools > Items.
• Add items such as concrete, drywall, windows, and doors.
• Assign unit costs for each item for accurate pricing.

Step 3: Perform Takeoff

• Select the item from the library.
• Use the measurement tools:
  • Length tool for linear materials.
  • Area tool for flooring, roofing, or wall surfaces.
  • Count tool for repetitive items like doors or fixtures.
• Click on the blueprint to mark measurements.

Step 4: Verify Measurements

• Double-check dimensions using the scale ruler overlay.
• Correct any discrepancies by adjusting boundaries or scale.

Step 5: Export Data

• Export to Excel or accounting software.
• Generate reports for bids or project proposals.

Pro Tips:

• Use keyboard shortcuts for speed: L = Length, A = Area, C = Count.
• Group similar items to reduce repetitive clicks.

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3.2 Bluebeam Revu Takeoff Tutorial

Step 1: Import PDF Sheets

• Open multiple sheets as tabs for multi-floor projects.

Step 2: Calibrate Scale

• Click Measure > Calibrate and define two points on a known dimension.

Step 3: Use Measurement Tools

• Length tool: For walls, piping, or trim.
• Area tool: For flooring, ceilings, or walls.
• Perimeter tool: Useful for fencing or roofing.
• Count tool: For fixtures, doors, windows, or chairs.

Step 4: Use Layers and Tool Sets

• Assign each takeoff to a layer for easy visibility.
• Save frequently used measurement settings in Tool Sets.

Step 5: Summarize Quantities

• Use Quantity Link to export data to Excel or integrate with estimating software.

Pro Tips:

• Use overlay mode for revision tracking.
• Combine Bluebeam Studio for real-time team collaboration.

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3.3 Togal.AI Takeoff Tutorial

Step 1: Upload Plans

• Upload PDFs, CAD files, or images.

Step 2: AI Recognition

• Togal.AI automatically identifies walls, windows, doors, and other structural elements.
• Highlight areas that need adjustments.

Step 3: Review Auto Takeoffs

• Compare AI-detected measurements with plan dimensions.
• Edit or correct areas manually if required.

Step 4: Generate Cost Estimates

• Add material and labor costs for each item.
• Export full takeoff report or integrate with project management tools.

Pro Tips:

• Use AI suggestions to reduce repetitive calculations.
• Apply predictive cost adjustments for material or labor fluctuations.

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4. Advanced Features

4.1 PlanSwift Advanced Features

• Assemblies: Group multiple items into a single calculation (e.g., wall framing with drywall and paint).
• Plan Overlay: Compare revisions without starting over.
• Macros: Automate repetitive measurement processes.

4.2 Bluebeam Revu Advanced Features

• Studio Projects: Cloud collaboration for multiple estimators.
• Dynamic Fill Tool: Quickly calculate irregular areas like curved walls or pools.
• Markups List & Reports: Summarize all measurements with real-time updates.

4.3 Togal.AI Advanced Features

• Predictive Analytics: Forecast project costs based on historical data.
• Automated Revisions: Detect changes in updated blueprints automatically.
• Integration: Connect with ERP, accounting, and BIM software for seamless workflow.

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5. Tips for Maximizing Accuracy

1. Always Verify Scale: Miscalibration is the most common source of error.
2. Use Layers Strategically: Organize measurements by category for clarity.
3. Double-Check AI Measurements: Especially on complex or non-standard shapes.
4. Update Material Costs: Keep libraries current to reflect market fluctuations.
5. Regular Backups: Avoid losing hours of work due to software crashes.

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6. Common Challenges and Solutions

Challenge	Solution
Misaligned scales on PDFs	Use calibration tools carefully; confirm multiple reference points
Repetitive counting of fixtures	Use Count or Auto Count features in Bluebeam or PlanSwift
Irregular shapes	Dynamic Fill in Bluebeam or PlanSwift Area tools with custom boundary tracing
Software learning curve	Start with small projects and leverage tutorials, webinars, and community forums
Data export errors	Ensure proper format mapping and software compatibility before generating reports

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7. Integrating Estimating Software into Workflow

1. Pre-Construction Phase:
   • Import blueprints and perform takeoffs.
   • Create material and labor estimates.
   • Share digital plans with stakeholders for approval.
2. Project Management Phase:
   • Update measurements in real time during revisions.
   • Track labor, equipment, and materials against original estimates.
3. Post-Construction Phase:
   • Compare actual vs. estimated costs.
   • Refine material databases and productivity factors for future projects.

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8. Learning Resources

• Official Tutorials: PlanSwift, Bluebeam, and Togal.AI provide comprehensive user manuals and video guides.
• Webinars: Many software providers host live sessions for advanced tips.
• YouTube Channels: Dedicated construction software tutorials with real-world examples.
• Forums and Communities: Ask questions and share experiences with other estimators.

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9. Conclusion

Mastering estimating software is no longer optional — it’s critical for competitive bidding, cost control, and efficient project execution. PlanSwift, Bluebeam, and Togal.AI each provide unique advantages:

• PlanSwift: Excellent for structured, itemized takeoffs with deep integrations.
• Bluebeam Revu: Great for collaborative projects, revisions, and irregular shapes.
• Togal.AI: AI-powered, automates large-scale takeoffs, and predicts costs.

By following the tutorials above, contractors and estimators can:

• Increase accuracy and reduce human error.
• Save hours of manual measurement work.
• Integrate takeoffs with cost databases and project management tools.
• Improve bid success rates and profitability.

The right estimating software, combined with proper training and workflow integration, can transform your construction business from reactive and slow to fast, precise, and highly competitive.