Now in Early Access

What Used to Take Days, Now Takes Minutes

Division 11 takeoffs for foodservice equipment dealers.

More bids. Fewer mistakes. Same team.

Upload your bid documents and let our platform do the heavy lifting — so you can spend more time winning bids, not building them.

SmartTakeoffs

Automated Division 11 Takeoffs

Request Early AccessSee How It Works
Designed for estimator review — every item links back to the spec page or drawing sheet it came from.

Manual workflow

8–20 hours per bid

Spec review · Excel takeoff · rep emails · quoting software handoff

SmartTakeoffs

Under 10 minutes

First draft of every deliverable — estimator reviews on top

Every takeoff produces

Takeoff spreadsheetSpec section PDFDrawings PDFQuote-request emailsInstall estimateFab estimateCSV import for your quoting software
smarttakeoffs.com/projects/sample-elementary-school

Sample Elementary School

Sample GC Construction, Inc. · Bid May 12, 2026

Complete
Bid Readiness3/5 done · 2 to do
Takeoff Reps · 1 TBD Quotes · 0/3 Audit Submitted

Spreadsheet

Spec PDF

Drawings

Quote Import

#
Description
MFR
QTY
Rep Group
101
K-201 · p.5
Air Curtain
Mars
2
Rep Group A
102
K-301 · p.7
Walk-In Cooler/Freezer
Thermokool
1
Rep Group B
103
K-203 · p.9
Combi Oven
Rational
1
TBD
121
K-204 · p.12
3-Compartment Sink
Custom Fab
1
Custom Fabrication
121A
K-204 · p.12
Pre-rinse w/ Add-A-Faucet
T&S Brass
1
Rep Group B
152
K-203 · p.14
Type I Exhaust Hood
CaptiveAire
1
Factory Direct
TBD rep Custom fab Accessory

Capacity

Take on more bids without growing the team. Never miss an opportunity because the queue is full.

Accuracy

Every spec note, drawing comment, and addendum checked. Fewer misses, fewer costly surprises.

Consistency

Every takeoff follows your standards. Junior or senior estimator, the output quality is the same.

An Intelligent Estimator That Never Sleeps

Purpose-built for foodservice equipment dealers. Every feature exists because a real estimator needed it.

Swipe to see more

Intelligent Spec Reading

Drop in the bid documents and let our smart platform do what would take a human estimator hours of careful spec reading.

Smart Rep Routing

Your manufacturer relationships, mapped to your reps. The platform keeps everything in sync, even when you make changes mid-bid.

Quote Requests, Done

Professionally formatted quote emails ready to send to each rep group. No more copy-paste, no more missed reps.

One-Click CSV Import

Exports a CSV in the foodservice industry's standard import format. Drops directly into your existing bid software workflow — no rekeying, no reformatting. Net pricing and quantities ride along; your catalog handles vendor links, freight, and discount chains the way you've already configured them.

Instant Estimates

Custom fabrication and installation labor estimates calculated automatically — based on industry-standard rates you can fine-tune.

Live Project Tracking

Manage your entire bid from one place. Edit items, track quote responses, and keep everything organized as the project evolves.

Never Lose Work

Every change is captured. Restore any previous version of your takeoff with one click. Bid confidently, change confidently.

Addendum Change Tracking

Every addendum is scanned and flagged against your original takeoff. Items that changed get highlighted so nothing slips through a late revision.

Automatic Revision Alerts

Change a manufacturer mid-bid? The system knows which rep already got an email and flags their quote as revised — with the exact items that changed.

Foodservice Quote + Drawings? That Works Too

Not every opportunity comes from a GC bid package. Salespeople fielding direct-from-owner inquiries can drop in a foodservice equipment quote and drawings to spin up a full takeoff in minutes — no Division 11 spec book required.

Watch it happen

A full takeoff, start to finish

Upload a bid package and this is what actually happens — every step visible in real time.

smarttakeoffs.com/projects/sample-elementary-school
Sample Elementary School

Sample GC Construction, Inc.

Processing

Takeoff in Progress

Processing...
Replaces ~8 hours of manual takeoff work
Step 1 of 15Extracting spec section
Extracting spec section
Reading drawing index
Looking for equipment schedule
Identifying equipment (AI)
Validating extraction
Assigning rep groups
Saving takeoff items
Building spreadsheet
Fabrication estimate
Install estimate
Uploading spreadsheet
Extracting spec PDF
Rendering kitchen drawings
Generating quote emails
Generating CSV import file
From the field

Tested every day on real bids at a 40-year foodservice equipment dealer in Texas

50+ Division 11 takeoffs every month, on real bids. Here's what the team running it has to say.

I'm getting my afternoons back. A full bid day used to be 8+ hours of spec reading, rep emails, and pricing — now it's under an hour. Takeoff, quote requests, fab pricing, install pricing — all of it. We're bidding every job that comes in now, not skipping the tight-deadline ones anymore.

Senior Estimator

40-year Texas foodservice equipment dealer

Even when I'm not running a takeoff, I'm using SmartTakeoffs all day. MFR rep lookup, freight class, factory rep contacts — it's part of every quote we touch. The whole sales team is on it, not just project estimators. It's basically become the brain of our estimating department.

Sales Team

40-year Texas foodservice equipment dealer

The bid audit has caught real mistakes for me — discrepancies between my takeoff and what's in my final bid, right before I submit. Verifying a bid in 30 seconds at 6pm on a Friday is huge. That alone is worth the subscription.

Senior Estimator

40-year Texas foodservice equipment dealer

See your shop's number

Plug in your bid volume and your loaded estimator rate — get an honest answer on time and labor saved per month.

Calculate your time savings
Make it yours

Configurable for your shop, not generic

Every dealer runs differently. Your rep relationships, your install rates, your team, your brand — all tunable from a settings page, no contract changes required.

Your reps, not ours

Configure your MFR-to-rep mapping in a few clicks. Bulk-import from a spreadsheet, or use the import wizard to pull rep relationships from your existing catalog. Direct-contact MFRs (no rep) supported too.

Your rates

Install cost per day, commercial vs. institutional pace, custom fab rates. The defaults are stand-ins — the real numbers are whatever you tell us. Used across every install and fab estimate the platform generates.

Your team

Add estimators up to your plan limit. Quote emails sign as the actual sender — name, title, phone, social links. Project comments + @-mentions keep the whole sales team in sync, even if only one person is running the takeoff.

Your brand

Your logo on outgoing emails. Your company info in every estimator's signature. Your settings drive what reps see when quote requests land in their inbox — it looks like it's coming from you, not from us.

Your rates

smarttakeoffs.com/settings

Install rates

CUSTOM

Drives every install estimate the platform generates.

$

Your fully-loaded daily crew rate — labor, truck, fuel, tools, overhead.

Restaurants, hotels, breweries, corporate cafeterias.

K-12, universities, government kitchens. Typically about half the commercial pace.

How it's used:These three numbers drive every install estimate the platform generates — your shop's pace, not industry averages.

Your reps, not ours

smarttakeoffs.com/rep-groups

Rep groups & MFR mapping

Your relationships, fully editable.

MFRRep GroupEmail
VulcanBuying groupNorthwind Foodservice Repsquotes@northwind-reps.example
HatcoBuying groupNorthwind Foodservice Repsquotes@northwind-reps.example
HobartSummit Equipment Groupbids@summit-eg.example
MetroSummit Equipment Groupbids@summit-eg.example
True ManufacturingDirectTrue Manufacturing (Direct)sales@truemfg.example
WhirlpoolHeartland Appliance Distributorsorders@heartland-appl.example
BunnEstimator Direct—

7 of 220 mappings shown. Bulk-import from a spreadsheet, or auto-pull from your existing catalog during onboarding.

Sample data shown. Your actual rates, rep groups, and MFR mappings live behind your login.

A Closer Look

Every view is the real interface — click through each screen dealers use every day.

smarttakeoffs.com/dashboard

Dashboard

Welcome back — here's what's happening.

Total Projects

47

In Progress

6

Completed

41

Takeoffs This Month

4/50

Monthly Usage

4 of 50 takeoffs

Recent Projects

Sample Elementary School

Sample GC #1

In Progress

Sample Golf Clubhouse

Sample GC #2

Complete

Sample Hotel Renovation

Sample GC #3

Complete

Three Steps. That's It.

From bid documents to a complete takeoff package, faster than you can grab coffee.

1

Upload

Drop in the bid documents you received from the GC. We handle the rest — even if everything is bundled in one zip.

2

Let the Platform Work

Our intelligent extraction engine reads the specifications, identifies the foodservice equipment scope, and organizes everything into a structured takeoff.

3

Review and Send

Your complete deliverable package is ready: takeoff spreadsheet, quote requests for every rep, and import-ready files for your existing tools.

More Than a Takeoff Tool

Manage the Whole Bid in One Place

The takeoff is just the start. SmartTakeoffs gives you a single home for every bid you're working — from the moment documents arrive to the day you submit.

Track quote responses from every rep group
Update items as the project evolves with full version history
See all your active bids at a glance
Stay organized through addendums and bid date changes
Quote Tracking5 of 8 received
Project StatusActive

Bid due in 3 days · 47 items

Version 3 saved · Item 101 updated

About SmartTakeoffs

SmartTakeoffs is AI-powered Division 11 40 00 takeoff software for commercial foodservice equipment dealers. It reads project manuals, drawings, and addendums; builds a complete kitchen equipment takeoff; assigns manufacturers to rep groups; generates quote-request emails; calculates install labor and custom stainless fabrication estimates; and exports a .csv import file for your quoting software. It is designed for foodservice equipment dealers who want to bid more projects without growing the estimating team.

40+

Years estimating foodservice equipment

100s

Of bids submitted every year

All Major Groups

Compatible with all major dealer buying groups

What SmartTakeoffs does

  • - Reads CSI Division 11 40 00 specifications from project manuals and addendums.
  • - Extracts the equipment schedule from foodservice drawings, including approved alternates.
  • - Builds a structured takeoff spreadsheet with item numbers, MFRs, models, and quantities.
  • - Maps each manufacturer to its correct rep group using a configurable MFR lookup.
  • - Generates rep-ready quote-request emails with spec and drawing attachments.
  • - Calculates install labor estimates tuned to commercial or institutional project types.
  • - Estimates custom stainless-steel fabrication from drawing dimensions.
  • - Exports a .csv import file in the foodservice industry's standard format — drops directly into your existing bid software with net pricing and quantities populated.
  • - Tracks addendum changes and quote responses through the bid date.

Built for both sides of the dealership

Different jobs. Same bottleneck.

An owner sees Division 11 bid prep as a capacity and margin question. An estimator sees it as the part of the week that eats their evenings. SmartTakeoffs answers both.

If you run the dealership

More bids out the door without growing the team.

  • 1Estimator capacity multiplier. A single estimator can bid the volume that used to take two.
  • 2Margin recovery on bid labor. A full Division 11 quote cycle can stretch up to a week of estimator time. SmartTakeoffs collapses the takeoff side to minutes.
  • 3No more $200–500/bid outsourced takeoff fees. Bring it in-house at $10/takeoff without adding estimating headcount.

If you run the bids

Fewer late nights. Fewer misses. Less rep chasing.

  • 1Spec reading is done for you. Project manual, drawings, addendums — the items show up in a takeoff spreadsheet for you to review, not type from scratch.
  • 2Rep emails draft themselves. Each rep group gets an outgoing email pre-routed with the right items, spec, and drawings attached. You hit send.
  • 3Quoting software entry gets a clean handoff. Your CSV import file drops directly into your quoting software — no hand-typing items into a fresh project.

Source traceability

Every item links back to where we found it.

Every row in your takeoff links back to its source drawing sheet and spec page — right in the spreadsheet. If anything looks off, you can verify it against the source in seconds instead of re-reading the manual cover to cover.

It's how an estimator review of an AI takeoff stays a takeoff review — not a re-takeoff.

  • Drawing sheet number per item (e.g. K-203)
  • Page number from the Division 11 spec section (e.g. p.9)
  • Captured at extraction, never overwritten by edits
Sample row from your takeoff spreadsheet
Item #
Description
MFR
103
K-203 · p.9
Combi Oven, gas, 20-pan capacity
Rational
K-203Drawing sheet K-203 — the food service kitchen plan where this item is shown
p.9Page 9 of the Division 11 40 00 spec section — where the model and reqs are written

Sample output

See what comes out of a takeoff.

These are anonymized previews of the actual deliverables a SmartTakeoffs takeoff produces — the same files an estimator gets when their bid finishes processing.

Quote-request email.eml
From:Sample Estimator <estimator@example.com>
To:Northwind Sales <sales@northwind.example>
Subject:Quote Request — Riverside Culinary Institute

Hi team,

We're preparing a bid for the project below and would like you to quote your lines on the Division 11 Foodservice Equipment items listed.

  • 101 · Reach-in Refrigerator · T-23 · Qty 2
  • 102 · Reach-in Freezer · T-49F · Qty 1
  • 110 · Undercounter Refrigerator · TUC-27 · Qty 3

Spec section + kitchen drawings linked below. Bid date: May 7, 2026.

Sent via SmartTakeoffs
Bid audit report.xlsx

3

Critical

7

Warning

12

Info

Item 151: quoted qty 1, takeoff qty 2
Item 204: in takeoff, missing from quote export
Item 110: discount differs (T&S 50% vs 46.6%)
Item 250: model number unclear in spec
Generated by SmartTakeoffs
CSV import for quoting software.csv

Designed for CSV-based import workflows in your existing quoting software — net pricing, quantities, and item numbers all populated.

// Generated by SmartTakeoffs
item_no,description,mfr,model,qty,net_price
101,Reach-in Refrigerator,True Mfg,T-23,2,1234.56
102,Reach-in Freezer,True Mfg,T-49F,1,2567.00
110,Undercounter Ref,True Mfg,TUC-27,3,
150,Combi Oven,Rational,iCombi Pro,1,
151,Gas Range,Vulcan,V6B,2,4820.00
160,Conveyor Dishmachine,Hobart,CLeN,1,
// + 7 more rows
SmartTakeoffs.com · sample

Anonymized preview only. All names, addresses, and rep contacts are synthetic (.example domain, RFC-reserved). Run a real bid to see the live deliverables.

Built for the messy cases

The hard parts of a Division 11 bid don't go away.

They just stop being yours to handle alone.

Exception queue

When the AI isn't sure, it says so.

Items where the manufacturer is ambiguous, the model number doesn't match a catalog, the quantity is conflicting across drawings, or no rep group maps cleanly — all surface as flagged rows for estimator review before any quote email goes out.

3 items need attention
103Combi Oven, electricTBD rep
160Conveyor DishmachineModel unclear
300POS TerminalScope question

Addendum handling

Late changes don't restart the bid.

Upload Addendum 2 four days before bid date. The takeoff re-runs against the new spec, surfaces exactly which items changed, and flags any rep group whose original quote is now stale — so they get re-quoted, not double-counted.

Addendum 2 applied · 4 changes
151Range, 6-burnerModel V6B → SX-60
204Hand Sink (added)Qty 2
152Type I HoodRe-quote

Frequently Asked Questions

Everything you might be wondering before you sign up.

How does this work with my existing quoting software?
SmartTakeoffs complements your existing tools — it doesn't replace them. Use SmartTakeoffs to read the spec, build your takeoff, and assign reps. Then export an import-ready file in one click for your quoting software. Your existing pricing tools stay in place; we handle the takeoff side.
Will it work with my rep groups and manufacturers?
Yes — SmartTakeoffs supports 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. SmartTakeoffs ships with industry-typical defaults, but every install rate (cost per day, commercial vs. school pace) and custom fabrication rate is configurable from your Settings page. Your numbers drive every install and fab estimate the platform generates — so the output reflects your actual shop costs, not generic ones.
What happens if the spec is unusual or non-standard?
SmartTakeoffs is built to handle 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 notes explaining why.
Can I edit items after the takeoff is done?
Yes — every item in a SmartTakeoffs takeoff 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?
SmartTakeoffs handles addendums as incremental updates to an existing project. Only the affected items are re-extracted and updated, and only the affected rep groups get new quote emails — the rest stay untouched.
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 you store in SmartTakeoffs are private to your dealer account. Other dealers using the platform cannot see, access, or query your data, and we never share or aggregate this information across customers.
What does it cost?
SmartTakeoffs starts at $50/month on Starter (3 takeoffs, 1 user). Pro is $500/month for 50 takeoffs and 5 users — that's $10 per takeoff. Pro Plus scales beyond that with custom pricing. A free trial lets you run 2 takeoffs to see it work on a real bid before committing. See our pricing page for full details.
When will it be available?
We're currently in private early access with a limited number of dealers. Request access through the form below and we'll reach out as spots open up over the coming months.
What if the tool misreads something?
Every item in a SmartTakeoffs takeoff is editable. If something looks off — a wrong MFR, a missed accessory, a model number lookup — you can fix it inline and the platform updates the spreadsheet, quote emails, and CSV import file to match. Low-confidence items are flagged so you know where to double-check before sending.
Can my team share projects?
Yes — SmartTakeoffs supports shared dealer accounts. All users under the same account see the same projects, rep groups, and MFR lookups, and edits are captured with version history so nothing gets lost when two people work on the same bid.
What if I need to cancel?
No long-term contracts. You can 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.
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. SmartTakeoffs reads items off the quote the same way it reads a spec, so the takeoff output (spreadsheet, rep emails, install + fab estimates, CSV import) is identical.
What kinds of bid documents work best?
Any combination of project manual, drawings, and addendums — text-based PDFs work best. We also handle image-based / scanned PDFs, though the cleaner the source, the more accurate the extraction. Zip files are fine; we auto-unpack them. A foodservice equipment quote works in place of a project manual on smaller bids that don't have one.

Try it on one of your actual bids

We'll run your first bid with you.

Skip the trial-and-error. We'll upload one of your real bid packages into a fresh tenant, run the takeoff before the call, and walk you through the output together — rep routing, quote-request emails, install/fab estimates, the CSV import — so you see exactly what fits your workflow before committing to anything.

What you bring

A real bid package + your rep group list (any format)

What we do

Setup beforehand, 30–45 min walkthrough on the call

Email us to schedule

Free for early-access dealers. No credit card.

Request Early Access

SmartTakeoffs is currently in private early access. Request access below and we'll reach out when a spot opens up. See pricing →

Your bid documents, rep contacts, and pricing data stay private to your dealership. Customer bid documents are not used to train general-purpose AI models.