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Contractor Saves 100 Man-Hours by Exporting Bids to Accounting

January 23, 2015
 / Estimating / 

HeavyBid_GreenIt’s no secret that HCSS HeavyBid can help you bid more work in less time. 

But even after you win, HeavyBid can speed things up by allowing you to export your estimate directly to your accounting system to set up a starting job budget.

 

Standard accounting codes can be set up in the HeavyBid database to be automatically assigned to each activity in your estimate. Once the job is won, an estimator can review and combine cost codes for similar activities or multiple occurrences of the same activity. Additional cost codes can also be assigned for special tracking of materials, bonds, add-ons, and more.

 

Then, with a single click of the “export” button, the estimate is combined into a file that can be imported into more than 35 accounting systems.

“Just about any accounting system that a company is using, we have an export format for them,” HeavyBid Project Manager Tim Saludo said. “As long as a customer’s accounting system has the ability to import data, we can export it to them in the right format and save them about 50 to 75 percent of time setting up their job.”

Jim Richard, the Estimating Manager at James Construction in Baton Rouge, La., said exporting has saved him even more time than that.

Before HeavyBid, it took approximately 120 man hours, or three weeks, to get estimates entered into Viewpoint. First they would create a cost detail for each activity and print it out for the accounting department, who would then assign pay codes to each activity by hand and type them one-by-one into Viewpoint. That process didn’t include setting up and issuing purchase orders.

“Now it takes a day and a half to two days to conform the estimate and two to three hours to put it into a budget,” Richard said. “Instead of three weeks, we’re able to do it in 20-25 man-hours.”

Once the estimate is imported, he said his office staff takes very little time to complete the job budget.

“Before, the office managers would have to set up a new purchase order, give it a number, go through and find the vendor and address—everything,” he said. 

“Now, their purchase orders are already set up. We’ve gone as far as putting vendor codes into HeavyBid to help with the import. Now you choose the vendor and it’ll import directly.”

As time-saving as the process of exporting to accounting is, many HeavyBid customers still do not use the feature. Those that have gone through implementation or update training in the last few years were taught how to use it, but companies who purchased HeavyBid before then may not even know the functionality exists.

Those companies are likely working on the budget in Excel, tweaking it for days or longer, and hand-entering it into accounting.

“When you don’t take the estimate directly from one system to another, you have issues such as double-entry errors and hand-entry errors,” Saludo said. “That can lead to issues in accounting, too. It can be time-consuming and error-prone. This is going to save you a lot of money, and it’s going to save you errors from having to manually do it.”

Want to learn how to export your estimates into accounting? Our 2015 Users Group Meetings will feature several classes on how to get the most out of HeavyBid, including one class that specifically tackles exporting into HCSS HeavyJob and your accounting software. Learn more here.

Can’t make it to UGM? Take one of our HeavyBid 101 training classes or get custom training from HCSS product specialists. Click  for more information, or contact our HCSS Training department at 713-270-4000 or training@hcss.com.

Click to Register for HeavyBid Training

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