Bid package in. Deliverables out.
What used to take days now takes minutes: upload the invite exactly as it arrived — spec, full drawing set, addenda, a 900 MB zip. Minutes later you have an itemized equipment schedule with manufacturers and models, quote requests routed to the right rep groups, an install estimate built on your rates, a fab quote request ready to send, and an import file for your quoting software. From there the whole bid lives here — reps, replies, addenda, audit, submission.
The takeoff is where a bid starts, not where it ends.
Everything after the takeoff — the reps, the replies, the addenda, the submission — happens in the same place, on the same bid, with your whole team looking at it.
Every bid in one board
Open bids with readiness, bid dates and value. You know where a job stands without asking the estimator running it.
Quote requests and replies
Requests go out per rep group and replies are tracked against the items they cover — who quoted, who is still owed, what is outstanding.
Your team on the same job
Seats for your estimators, comments and @-mentions on the bid, and quote emails that sign as whoever sent them.
Addenda without a restart
A new addendum re-runs against the takeoff you already reviewed and marks the reps whose quote just went stale.
Audit before submission
Takeoff against quote, spec against both — thirty seconds before it goes out the door.
A record after the fact
Submitted bids, versions and what changed, so a job you bid in February still makes sense in June.
Service agencies, not just reps
Your installers, hood and Ansul crews, refrigeration techs and fabricators are in here too — quote requests route to them for the items they cover.
Install estimated, fab routed
The install estimate runs on your crew rates and lands as a tab in the takeoff spreadsheet. Fab items go out as a quote request to your shop or fabricator, alongside the rep requests.
Your discounts, already pulled
Every manufacturer on the bid is matched to your discount structures and buying-group programs, so the numbers are already in front of you when it's time to price.
Not every job arrives as a GC invite.
Plenty of work walks in as a set of drawings, a walk-through or a quote from a rep. Your outside sales people work out of the same account — and open it most days without a bid at all, just to look something up.
Who reps what, and your discount on it
The MFR lookup and rep directory are the same records the takeoffs run on, so they can’t drift the way a shared spreadsheet does. Salespeople use it daily just to answer who carries a line and what you buy it at.
Measure drawings
Scale a plan and take your own measurements on screen — counts, lengths, areas — when there is no schedule to read from.
Upload a quote instead of a spec
A rep quote or an equipment list reads the same way a project manual does. Small jobs without a Division 11 book still get a full takeoff.
Straight into your quoting software
However the job came in, the output is an import file — so a salesperson can turn a walk-through into a priced quote the same day.
One upload. Four files and the quote requests.
Measurement tools hand you numbers. This hands you the finished paperwork — the takeoff spreadsheet with your install estimate on it, the spec section and kitchen sheets split out, the import file, and a drafted quote request for every rep group. The actual deliverables a Division 11 bid owes, ready for you to review and send.
Nested zips get unpacked. Scanned sheets get read. Addenda get applied on top of the takeoff you already have. No renaming, no splitting, no re-exporting.
Six stages. You watch every one.
The same pipeline the product shows you live, with an elapsed stamp on every step. Nothing happens in a black box you can't inspect afterward.
The invite as it arrived. Nested zips unpacked, junk folders ignored.
Spec section, kitchen sheets and addenda separated from 412 sheets.
Every page of 11 40 00, including image-only scans.
62 items with manufacturer, model and quantity — each citing its source.
Rep groups mapped, fab scope separated, 4 ambiguous items flagged.
Four files and the quote requests, waiting for your review.
Pick a paragraph. Watch the line assemble.
Three paragraphs of real Division 11 language from a sample bid. A canned demonstration — the same reading your own documents get.
2.14.C THREE COMPARTMENT SINK: Fabricate from 16 gauge type 304 stainless steel, compartments 24" x 24" x 14" deep, with integral drainboards each end. Provide pre-rinse assembly with add-a-faucet at left drainboard. Shop drawings required prior to fabrication.
A full bid, start to finish.
Real bid package, real screen recording, real time. Upload to finished deliverables.
Check the work. Don't redo it.
Click any line. Every item carries the drawing sheet and the spec page it was read from, captured at extraction and never overwritten by an edit. Red means one thing on this page and in the product: needs review.
"A full bid day used to be eight hours of spec reading and rep emails. It's under an hour. We're bidding the tight-deadline jobs we used to skip."
Why you'd want this — depending on who you are.
The estimator is protecting a bid with their name on it. The owner is protecting margin and capacity. Same software, two different reasons.
Nothing is guessed quietly
Every line cites the spec page and drawing sheet it was read from. When something is ambiguous it comes back flagged, not filled in with a plausible model number.
Checking beats building
Verifying 62 cited lines takes minutes. Building them from a 412-sheet set takes a day — and the second pass is where things get missed.
The rep emails are already written
One per rep group, correct items attached, signed as you. You read them and hit send instead of writing nine emails at 4pm.
Addenda don't restart your day
Addendum 3 re-runs against the takeoff you already reviewed, shows what moved, and marks which reps need a re-quote.
The other 58 items are routed and cited. Red always means the same thing: needs review.
The items that hide.
A missed line doesn't show up until the job does. These are the six places scope goes missing on a Division 11 bid — accessories written into prose, sub-items with no schedule tag, quantities that only exist on the drawing, and anything an addendum moved.
On the Riverside Culinary Institute sample bid below, they add up to nearly four points of margin on a $400k package. Your name is on the bid; the point of the takeoff is that none of them are yours to remember.
See what actually comes out.
Anonymized previews of the real deliverables. All names and contacts are synthetic.
Addendum 3, four days out.
The takeoff re-runs against the new spec, shows exactly which items moved, and marks the rep groups whose quote is now stale — so they get re-quoted instead of double-counted.
Invite Thursday 4:00 pm. Bid Friday 2:00 pm.
Twenty-two hours, six of them workable. The same package, scheduled two ways.
Not every run comes back clean.
A takeoff that claimed to be perfect wouldn’t be one you could trust. Here is what actually happens on a messy bid, and what you get instead of a guess.
No invented fab numbers
A guessed fab price is how bids lose money. The takeoff identifies fab scope and packages it with its sheets and specs — the number comes from your estimator measuring it in the Fab tool, or from your fabricator’s quote. Real dimensions or no price.
A bad scan is still a bad scan
Image-based sheets are read, but a faxed-then-scanned-then-rotated K-sheet reads worse than a clean PDF. Low-confidence lines come back flagged rather than filled in.
Scope questions stay questions
Whether the owner or the GC furnishes an item is a judgment call on the bid, not something to assume. Those land on your review list with the language that caused them.
Your number stays yours
It carries known net pricing into the import and tracks rep quotes as they land — but margin and the final bid number are written in your quoting software, not invented here.
A new line takes a minute
A manufacturer that isn’t in your list won’t route until you add it and point it at a rep group. Once. Then it routes itself forever.
You still review it
Nothing goes to a rep before you clear the flags. The claim is that checking a cited takeoff is faster than building one — not that review disappears.
More bids. Fewer mistakes. Same team.
Assumes 7 hours of Division 11 bid prep saved per package — manual spec reading, rep emails and quoting-software entry, less the estimator review on a SmartTakeoffs™ draft.
Is your catalog in there?
Type a manufacturer you carry. This is the real list the product reads — 656 lines, the same lookup your estimators use.
Anything not on it takes about thirty seconds to add, and it stays mapped for every bid after that.
The full lookup, with your own rep-group mapping against each line, lives inside your account.
Four steps. An afternoon.
Most rep groups are already loaded, so you're selecting rather than typing. Or hand it to us and we'll set it up with you.
Import your catalog
Export the manufacturer list out of your quoting software and upload it — or load your buying group's program list. That's your MFR list, exactly as you already maintain it.
Pick your reps and service agencies
Most rep groups are already in the system — select the ones covering your territory. Same for installers, hood crews, refrigeration techs and fabricators.
Align lines to reps
Point each manufacturer at the rep group that quotes it. This is the mapping that makes every future quote request route itself.
Invite your estimators
Add seats and run a live bid. Quote emails sign as whoever sends them, with your logo and company info.
Pricing
Every paid plan includes the full toolset — you’re only choosing how many takeoffs and users you need.
No contracts. No setup fees. Cancel anytime.
Trial runs the takeoff spreadsheet only, so you can see the extraction on a real bid before committing. Full plan comparison →
The things dealers actually ask.
Anything not covered here, ask on the call — we’d rather answer it against your own bid documents than in the abstract.
How does this work with my existing quoting software?+
SmartTakeoffs™ complements your existing tools — it doesn’t replace them. Use it to read the spec, build the takeoff and assign reps, then export an import-ready file in one click. Your pricing tools stay where they are; we handle the takeoff side.
Will it work with my rep groups and manufacturers?+
Yes — any rep group structure. Your rep groups, contacts and MFR mappings are fully configurable: during onboarding we help you import your existing setup, and you can edit it anytime from the Rep Groups page.
Can I use my own install rates and fab pricing?+
Yes. Every install rate — cost per day, commercial versus school pace — is configurable in Settings, and your numbers drive every install estimate the platform generates. Custom fab is handled differently: the takeoff identifies and flags fab scope, and the price comes from measuring it in the Fab tool or sending the package to a fabricator for a quote.
What happens if the spec is unusual or non-standard?+
It is built for the variety you see in real bids — equipment schedules, addendums, approved alternates, scope questions. Anything the platform isn’t confident about is flagged for your review with a note explaining why.
Can I edit items after the takeoff is done?+
Yes — every item is fully editable after generation. Change a manufacturer and the rep group updates automatically, and every change is tracked with version history so you can restore any previous state of the project.
What about addendums?+
Addendums are handled as incremental updates to an existing project. Only the affected items are re-extracted, and only the affected rep groups get new quote emails — the rest stay untouched.
What if the tool misreads something?+
Every item is editable. If something looks off — a wrong MFR, a missed accessory, a model number lookup — fix it inline and the spreadsheet, quote emails and import file update to match. Low-confidence items are flagged so you know where to double-check before sending.
Do I need a full Division 11 spec book?+
No. Many smaller bids ship without a formal Division 11 40 00 manual — just a foodservice equipment quote and drawings. Items are read off a quote the same way they are read off a spec, and the output is identical: spreadsheet, rep emails, install estimate, fab package and import file.
What kinds of bid documents work best?+
Any combination of project manual, drawings and addendums — text-based PDFs work best. Image-based and scanned PDFs are handled too, though the cleaner the source, the more accurate the extraction. Zip files are fine; they unpack automatically.
Can my team share projects?+
Yes — accounts are shared across your dealership. Everyone under the same account sees the same projects, rep groups and MFR lookups, and edits are captured with version history so nothing gets lost when two people work the same bid.
Why not just outsource the takeoff?+
Outsourced takeoffs run $200–500 each and come back on someone else’s schedule — which is the problem when an addendum lands four days out. Here the takeoff is yours, re-runs in minutes, and every line cites its source so you can check it. Compared side by side, and the same for how it compares to manual Excel takeoffs.
Is my data secure?+
Yes. All data is encrypted in transit (HTTPS) and at rest (AES-256) on enterprise-grade cloud infrastructure. Each dealer’s projects, files and data are fully isolated — your information is only accessible to your authorized team members.
Are my discount structures and rep relationships private?+
Yes — your discount programs, net pricing, rep group contacts and any other competitive information are private to your dealer account. Other dealers on the platform cannot see, access or query your data, and we never share or aggregate it across customers.
What does it cost?+
$50/month on Starter (3 takeoffs, 2 users). Pro is $500/month for 50 takeoffs and 5 users — $10 per takeoff. Pro Plus scales beyond that with custom pricing. A free trial runs 2 takeoffs total on real bids before you commit — after that, pick a plan to keep going.
What if I need to cancel?+
No long-term contracts. Cancel anytime and keep access through the end of your current billing period. Your takeoff history, rep groups and MFR mappings stay exportable, so you never lose your data.
Can I use it now?+
Yes. SmartTakeoffs is in early access and open to US foodservice equipment dealers today. Start a free trial and run a real bid through it — the trial gives you 2 takeoffs on your own projects before you pick a plan.
Start a free trial and run a real bid through it.
Sign up, upload a bid package the way it arrived, and minutes later you have the takeoff, rep routing, the quote requests including the fab request, the install estimate tab, and the import file — on your own documents. The trial runs 2 takeoffs before you pick a plan.
Leave your info and we'll get in touch. US dealerships only for now. We reply within a business day.
Division 11 40 00 takeoff software for commercial foodservice equipment dealers. Built inside a working dealership in Texas.