I do wish there was a single tool that could pull all this together in real time, but until then, it’s spreadsheets, phone calls, and a lot of legwork.
Couldn’t agree more—if someone ever cracks that code, I’ll be first in line. I’ve tried Buildertrend and CoConstruct for tracking, but honestly, they’re better for scheduling and client communication than for real-world cost estimating, especially with high-end stuff. The minute you get into custom millwork or imported fixtures, those databases just don’t keep up.
One thing I’ve found helpful: keeping a running “actuals vs. estimates” log from every project. It’s not glamorous, but after a few builds, you start to see patterns—like how delivery fees always creep up, or how certain finishes always run over. That history is gold when you’re trying to ballpark the next job.
I’ll echo your point about talking to crews on site. Sometimes the best info comes from a quick chat with a tile guy who’s just seen a price hike on marble. No app can replace that kind of intel... at least not yet.
