Excel is commonly used to prepare estimates of various kinds. Such estimates may be based on detailed MTOs; they may be higher level factored estimates; or conceptual estimates based on capacity curves. Even when proprietary software is employed, the final summary is most often prepared in Excel for any overall adjustments and presentations as required. Once prepared, discussed, reviewed and finalised, many estimators tend to then supply only a PDF print of the estimate summary to their internal or external clients. Even if an Excel version is requested, some send out a value-only copy (without formulae) of the estimate.
In my opinion, this is not a very friendly way of working. The person receiving the estimate cannot check, review or adjust the estimate in any way as he/she will not have the working Excel version. In my career, I have reviewed many estimates, where the estimate was only given to me in the PDF format. In all those cases, I had to re-create the estimate in order to be able to do the checking and then make suitable adjustments based on the latest requirements and or understanding. If the working Excel file was available, a lot of time could have been saved.
Estimates are only opinions and are always subject to adjustments based on who is looking at them and or what it is being used for. The estimator spends a considerable amount of paid time building up a working estimate file for their clients and there is no good reason for not wanting to share the working file.
I have tried to understand the logic for this behaviour:
- Many estimators think that they will be giving away something proprietary if they share a working Excel file, i.e. a contractual reason
- Maybe they think that they will violate some kind of “code” if working Excel files are shared; i.e. a professional standard
- Or they want the client to come back to them every time any adjustment is needed even if it is minor as they do not trust others to make any adjustments to the estimate; i.e. special expertise argument
- Another explanation could be that they don’t want the reviewer to probe too much into the makeup of their estimates (i.e. simply poorly referenced estimates – I would very much like to think that this is not very common)
If none of the above is true, then the only other explanation could be just bad practice and inertia which has not been challenged. I would recommend and request all estimators to always share working Excel files so that the receiver can quickly review and understand the estimate and if required make suitable adjustments. This would also generate more confidence in the estimate and promote a transparent culture.
I have made it a habit and practice to always share my working excel files whenever I am issuing an estimate and never faced any difficulties due to this.
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As an owner estimator I like you, have wasted many hours forensically rebuilding contractor estimates in excel from pdf files to be able to interrogate the detail and make specific adjustments on quantities, rates & productivity factors. Some enlightened project & contract engineers ensure that the contractor deliverables are provided in native format by embedding the requirement in the contract documentation. Contractor management appear to like to hide behind confidentiallity issues to only provide .pdf estimate versions.
I just started to work in piping cost estimating after a past experience in engineering. I already seen any difficulties to share originally file estimating from colleagues and I perfectely agreed with you when you say that is importanto to share working file to generate more confidence in the estimate and promote a transparent culture.
Thank you for your comment. Keep encouraging your colleagues to share working files and all the best.