Help & Guides

What TrueTakeoff does

Contractors compile a materials takeoff from all of a project's documents — Xactimate estimates and architect drawings — organized by trade, and price it across the suppliers they've connected with. The headline is the variance of that real material cost against the Xactimate allowance. Suppliers connect their catalog and pricing so their products appear in that comparison. No orders or payments are processed on the platform.

For contractors

1. 1

   Create a project

   Name it and add the property address and claim number. A project holds every document for one job.

2. 2

   Upload your documents

   Drawings, the Xactimate estimate, photos, scope sheets, specs — add as many as you need, by type.

3. 3

   Compile the TrueTakeoff

   The AI reviews all documents together and builds one trade-organized material takeoff — each item with specs, quantity, waste factor, and a link back to its source.

4. 4

   Export it

   Download the takeoff as XLSX, CSV, or PDF, grouped by trade. It's a deliverable on its own.

5. 5

   Invite your suppliers

   From Projects, invite the suppliers you buy from by email. They connect their catalog and pricing.

6. 6

   Price across suppliers

   From a takeoff, price it across every connected supplier: per-store shopping lists, a cross-store comparison, and the variance vs the Xactimate allowance.

7. 7

   Tip — add the Components/CAR report

   Upload the Xactimate Components (CAR) export alongside the estimate. It calibrates the real material-vs-labor split so the variance is more accurate.

TrueTakeoff lets restoration and new-construction contractors compile a materials takeoff from their project documents and price it across the suppliers they've connected with. When you connect your catalog, your products appear in that pricing. This guide walks you through setup in a few minutes.

Setup — step by step

1. 1

   Create your supplier account

   Open the TrueTakeoff sign-in page, choose "Create account," and select the "Supplier" role. Use your business email and a strong password. (If a contractor already invited you by email, use that same email so their request finds you.)

2. 2

   Open your Supplier Portal

   After signing in you land on your Supplier Portal. From here you upload your catalog, generate an API key, and accept connection requests from contractors.

3. 3

   Add your catalog (CSV or XLSX)

   Upload a spreadsheet of your products and pricing. TrueTakeoff maps your columns automatically — you do not need a specific template. Include a product name (required), and where available: SKU, key specs (thickness, size, grade, coverage), pack size + unit, price, unit of measure, coverage rate, and brand. You can re-upload an updated file anytime.

4. 4

   Optional — connect a live pricing API

   If you have a live pricing endpoint, register its URL and generate a scoped API key. The key is shown ONCE — copy and store it securely. It is stored only as a secure hash and can be revoked at any time.

5. 5

   Accept a contractor's connection request

   When a contractor invites you, a request appears in your portal. Click "Accept" to connect. A contractor can only price against your catalog AFTER you accept — you decide who you work with, and you can decline any request.

6. 6

   Receive and validate bid requests

   When a connected contractor prices a job, the line items your catalog matches — with your prices — become a bid request for you to validate and fulfill. Ordering and payment happen directly with you, off-platform.

Q&A for suppliers

Who can see my catalog and prices?

Only a contractor you have explicitly accepted a connection with. Other suppliers and competitors can never see your catalog, SKUs, or pricing.

Do I have to upload my entire catalog?

No — upload whatever you want to be priced against. You can add to or replace it at any time by uploading a new file.

What file formats and columns are supported?

CSV or XLSX. Columns are mapped automatically; a product name is the only required field. SKU, specs (thickness/size/grade/coverage), pack size & unit, price, unit of measure, coverage rate, and brand all improve matching and pricing accuracy.

What is the API-key option for?

For suppliers with a live pricing system. Register your pricing endpoint URL and generate a key so pricing can query your system in real time instead of a static uploaded catalog. The key is shown once and stored hashed.

Does TrueTakeoff process orders or take payment?

No. TrueTakeoff produces a priced bid request. Validation, ordering, and payment happen directly between you and the contractor, off-platform. TrueTakeoff never takes title to goods.

How do I control who I work with?

You are always in control. A contractor can only price against your catalog after you accept their connection request, and you can decline any request.

How is my data protected?

Strict tenant isolation. Your catalog, pricing, and API keys are private to your business and shared only with contractors you accept. API keys are stored as secure hashes and are revocable.

How do I get connected to a specific contractor?

Ask them to invite your business email from their TrueTakeoff account, then accept the request in your portal. Or sign up first and they can invite you.