How to do a material takeoff: A beginner’s guide for contractors

New contractors often lose bids or underestimate costs because of incomplete material takeoffs. Even small errors in counting materials can throw a project off track, leading to extra expenses and frustrated clients. A solid material takeoff is the foundation for a profitable job.

In this guide, we’ll explain what a material takeoff is, why new contractors struggle with it and how to do one step-by-step. By the end, you’ll have a clear process to follow and a digital tool to make it a lot easier.

What is a material takeoff?

A material takeoff is the process of listing every construction material needed for a project based on the drawings or blueprints. Think of it as your project’s shopping list.

It’s different from a full construction takeoff, which may include labor and equipment. A material takeoff focuses only on the physical materials like lumber, drywall, concrete and fixtures. Getting this step right ensures that bids, budgets and schedules all stay on track.

Why do new contractors struggle with material takeoffs?

Material takeoffs may sound simple, but many new contractors run into the same problems:

• Missing items: Forgetting small but essential materials like fasteners or adhesives.
• Overestimating needs: Padding numbers too much and losing bids because the price looks too high.
• Unit conversion mistakes: Mixing up square feet with cubic yards or sheets with linear feet.
• Outdated prices: Working with old numbers that don’t reflect current costs.

These issues lead to blown budgets, lost profit and unhappy clients. The good news: Material takeoffs are a skill you can practice and improve. With a clear process and the right tools, accuracy becomes much easier.

How to do a material takeoff step by step

If you’re new to estimating, the idea of a material takeoff can feel overwhelming. Fortunately, takeoffs don’t have to be complicated. Once you learn the process, you’ll have a repeatable system that makes bidding and planning easier.

Think of a material takeoff as the foundation of your estimate. When it’s solid, everything else – budget, schedule, client expectations – has a better chance of staying on track.

Here’s a process for a manual material takeoff:

Step	Action	Why it matters
1	Gather the drawings or blueprints	You can’t count materials without a clear plan.
2	Identify all materials by category	Break down materials into groups like lumber, steel, concrete, drywall, fixtures etc.
3	Measure quantities	Calculate area, length or volume depending on the material.
4	Apply units of measure	Use board feet, cubic yards, linear feet or sheets so quantities are consistent.
5	List everything clearly	Record all items in a spreadsheet or worksheet to stay organized.
6	Double-check for accuracy	Review before pricing – small errors can create big problems later.

This method works, but it has one major drawback: It takes a lot of time.

And with drawings changing frequently, manual work means constantly re-checking and re-entering information. For busy contractors, that’s time you could be using to pursue more bids or manage jobs in the field.

What tools can you use for material takeoffs?

Contractors typically choose between manual methods and digital tools.

1. Manual takeoffs

• Tools: Rulers, spreadsheets and highlighters on paper plans
• Pros: Simple, familiar and no software needed
• Cons: Slow, error-prone and hard to update when drawings change

2. Digital takeoffs

• Tools: Software designed for fast, accurate takeoffs
• Pros: Instant measurements, cloud access, easy to update and share
• Cons: Requires a small investment in software

Digital material takeoff software is quickly becoming the standard for contractors who want to save time and bid more confidently.

How to do a material takeoff with software

These digital tools streamline material takeoffs by automating tasks that would normally take hours. Instead of starting from scratch each time, you can rely on a system that keeps projects accurate and consistent.

Here’s how it looks in practice:

Step	Action	Why it matters
1	Upload the drawings or blueprints	Start with a digital copy so the software can calculate directly from the plans.
2	Select materials by category	Choose lumber, drywall, steel, concrete or other categories inside the tool.
3	Measure with built-in tools	Click and drag to calculate area, length or volume without manual math.
4	Apply consistent units	The software automatically tracks units like board feet, cubic yards or sheets.
5	Generate a clear list	Instantly create a detailed material list that’s organized and ready to use.
6	Review and adjust	Make quick updates if drawings change without starting from scratch.

Building confidence with material takeoffs

A material takeoff isn’t just paperwork – it’s the roadmap for a profitable project.

By learning how to break the process down into clear steps, new contractors can avoid the common pitfalls that cause blown budgets and missed deadlines. Doing everything by hand leaves room for errors and eats up valuable hours. That’s where digital material takeoff software comes in.

With Square Takeoff, you can upload blueprints, generate quantities instantly and connect the results directly to your estimating workflow. It’s designed for speed and accuracy, built for the way contractors actually work.

If you’re ready to take the stress out of your next bid, start your free trial of Square Takeoff today.