Importing an estimate from Excel

Even if you don't use a product that integrates directly with BidMatrix, you can still streamline your workflow by importing estimates from a Microsoft® Excel® spreadsheet.

Before you begin

  • In Excel, make sure the estimate includes required columns, such as Bid Package Code, Bid Package Phase Code, Description, Takeoff Quantity, Unit, Total Amount, and Alternate/Base.

    Note: The column names do not need to be identical or in a particular order. During the import, BidMatrix will try to match column names with BidMatrix fields, but you can map unmatched fields or remap incorrect matches manually before importing the file.

  • Use work breakdown structures (WBS) to assign items to the appropriate bid packages and phases in the Excel spreadsheet.

  • Create a new project and select the work breakdown structures (WBS) for the project bid packages and bid package phases.

To import an estimate from an Excel spreadsheet:

  1. Enter the project's bid room and select Summary Sheet.

  2. Select Import Estimate.

  3. In the Import Estimate dialog do the following:

    1. Select Excel, and then select Next.

    2. Drag and drop the Excel file to the designated area or select Browse to find and upload it from your local drive.

      The dialog displays headings from the imported Excel file that BidMatrix matched with project fields.

    3. Check each field to make sure that BidMatrix matched it correctly with the appropriate column from the Excel file.

    4. If any fields were not matched or if they were matched incorrectly, map the fields manually.

      Select the arrow beside the field, and then select the correct column from the Excel file. The field name and the column name do not have to be identical, providing the column contains the information you want entered in the BidMatrix field.

    5. Select Next to import the file.

      Note: If the budget and totals columns contain blanks in the Excel file, BidMatrix will not import the file.

    6. If this is the first time you import an estimate or new cost category names appear in the imported file, for each category in the file select the relevant BidMatrix cost category from the dropdown.

    7. If no relevant cost category exists in BidMatrix, Admins and Librarians can create a new one by selecting Add New Category from the dropdown.

      This allows them to define a cost category and link it to the corresponding name in the imported file. Each cost category can only be mapped to one name in the file.

    8. Select Finish.

When BidMatrix finishes importing the file, it displays the base bid along with all the phases included in the imported estimate. The Import Estimate function will no longer be available for the project.

After importing an estimate from Excel

  • Review the imported data in BidMatrix to ensure all bid packages and phases are displayed correctly and the budget totals are accurate.