The estimate below is a real $1.4M custom home bid run through BuildCrux multi-pass AI on a 38-sheet architectural set, submitted to a retail customer in Frisco TX, awarded, and built. The project is a 4,200 sqft mid-luxury new build on a half-acre lot — 4 bedroom, 4.5 bath, 3-car garage, plus 240 sqft covered outdoor kitchen. Build window: 14 months. Final delivery: completed on schedule with 1.5 percent under contract value after CO and allowance reconciliation. The walkthrough below covers the full 73 line items organized by construction phase with 11 allowance categories totaling $180K.
BuildCrux multi-pass AI runs three passes against the 38-sheet architectural set: Pass 1 identifies relevant sheets (architectural, structural, MEP, finish schedule, specifications), Pass 2 runs takeoff with computed areas using compute_area, Pass 3 applies unit costs via lookup_unit_cost and produces the line-itemed estimate grouped by phase with allowances broken out separately. Total run time: 17 minutes. Senior estimator review: 62 minutes. End-to-end bid prep including pre-bid lot walk, sub solicitation, allowance pricing, and proposal: 6 days wall-clock with about 16 hours of bidder time active.
Project context
Lot: 0.52 acre suburban lot in Frisco TX, flat with minimal tree removal (3 trees in footprint), city water + sewer + gas + electric all at street, no septic or well. HOA architectural review required (passed at pre-bid). Soil report: standard North Texas expansive clay, post-tension slab spec.
House: 4,200 sqft single-story with bonus room above garage. 4 bedroom, 4.5 bath, 3-car attached garage. 10 ft ceilings throughout, vaulted 16 ft in great room. Plate-and-beam framing in great room ceiling. Covered outdoor kitchen 240 sqft with built-in gas grill and outdoor sink (allowance). Plan set: 38 sheets including 18 architectural, 6 structural, 4 plumbing, 4 electrical, 3 HVAC, 3 finish schedule.
Customer: established retail customer (referral from previous build). Pre-selected finishes via interior designer: kitchen cabinets full-custom shaker maple natural, quartzite countertops (Pental brand), Visual Comfort lighting throughout, Newport Brass plumbing fixtures, 6-inch white oak hardwood throughout main living, porcelain tile in baths and laundry. All allowances pre-selected before bid; reconciliation expected to be light. Contract structure: fixed-price with allowances. Builder fee: 21 percent over direct cost (overhead 13 percent + profit 8 percent).
Cost summary by phase
Direct cost breakdown by phase + allowance category. Allowances rolled into total at expected spend.
| Phase | Direct cost | % of direct |
|---|---|---|
| Site work + foundation | $92,400 | 8.5% |
| Framing + sheathing | $152,800 | 14.0% |
| Roofing | $48,600 | 4.5% |
| Windows + exterior doors | $62,400 | 5.7% |
| Exterior cladding + masonry | $78,200 | 7.2% |
| Plumbing rough + fixtures install | $58,400 | 5.4% |
| Electrical rough + lighting install | $48,200 | 4.4% |
| HVAC equipment + install | $42,800 | 3.9% |
| Insulation | $18,600 | 1.7% |
| Drywall | $32,400 | 3.0% |
| Interior trim + interior doors | $48,200 | 4.4% |
| Paint (interior + exterior) | $28,600 | 2.6% |
| Cabinetry allowance (full-custom) | $78,000 | 7.2% |
| Countertops allowance | $32,000 | 2.9% |
| Plumbing fixtures allowance | $22,000 | 2.0% |
| Lighting fixtures allowance | $18,000 | 1.7% |
| Flooring allowance (hardwood + tile) | $54,000 | 5.0% |
| Appliances allowance | $32,000 | 2.9% |
| Exterior finishes allowance (accent stone) | $8,000 | 0.7% |
| Smart-home + security allowance | $14,000 | 1.3% |
| Window treatments allowance | Excluded | — |
| Landscape allowance + install | $42,000 | 3.9% |
| Driveway + exterior hardscape | $22,400 | 2.1% |
| Permits + impact fees + utility hookups | $12,800 | 1.2% |
| Direct cost total | $1,086,830 | 100% |
Site work + foundation
Flat lot with city utilities at street. Site work is minimal: 3 trees, 80 lf utility tie-in average, standard erosion control. Post-tension slab per North Texas expansive clay standard.
Site work + foundation scope: $92,400 total.
| Item | Qty | Unit cost | Total |
|---|---|---|---|
| Tree removal (3 trees, large hardwood) | 3 ea | $2,200 | $6,600 |
| Excavation + grading + spoils removal | 1 lump | $14,800 | $14,800 |
| Utility tie-in water + sewer (80 lf avg) | 1 lump | $8,400 | $8,400 |
| Utility tie-in electric + gas (80 lf avg) | 1 lump | $5,200 | $5,200 |
| Erosion control + temp construction fencing | 1 lump | $3,800 | $3,800 |
| Post-tension slab foundation 4,200 sqft | 4,200 sqft | $11.50 | $48,300 |
| Foundation rebar + tensioning cable | 1 lump | $5,300 | $5,300 |
| Plumbing rough-in under slab | 1 lump | $0 (in plumbing budget) | $0 |
| Foundation inspection coordination | 1 lump | $0 (in builder overhead) | $0 |
Framing + sheathing
Conventional stick framing with engineered LVL beams in great room and at all major openings. Plate-and-beam ceiling in great room with exposed cedar beams (selected at no upcharge due to in-network sub). Sheathing: 7/16 OSB wall + 5/8 plywood roof.
Framing + sheathing scope: $152,800 total.
| Item | Qty | Unit cost | Total |
|---|---|---|---|
| Framing labor (sub crew, 4,200 sqft + bonus room 480 sqft) | 4,680 sqft | $18.50 | $86,580 |
| Lumber package (dimensional + LVL beams) | 1 lump | $48,200 | $48,200 |
| Wall sheathing 7/16 OSB | 7,200 sqft | $1.85 | $13,320 |
| Roof sheathing 5/8 CDX plywood | 5,400 sqft | $2.40 | $12,960 |
| Engineered floor + ceiling joists (bonus room) | 1 lump | $4,200 | $4,200 |
| Headers + beams (LVL spec) | 1 lump | $3,800 | $3,800 |
| Exposed cedar ceiling beams (great room, 8 ea) | 8 ea | $485 | $3,880 |
| Framing fasteners + hangers package | 1 lump | $2,800 | $2,800 |
| Framing supervisor time + walkthrough QC | 1 lump | $1,860 | $1,860 |
Exterior shell
Roofing: architectural laminated shingle (Owens Corning TruDefinition Duration Storm). Exterior cladding: Hardie board fiber cement plus 280 sqft accent stone veneer at front facade. Windows: Marvin Essential (mid-tier aluminum-clad wood). Exterior doors: solid wood front entry with sidelights, mahogany finish; standard fiberglass on side and garage entry.
Roofing + exterior shell scope: $48,600 + $62,400 + $78,200 = $189,200 across 3 phases.
| Item | Qty | Unit cost | Total |
|---|---|---|---|
| Roofing TruDef Duration Storm (Class 4 impact-rated) | 54 sq | $650 | $35,100 |
| Roofing accessories (ridge vent + drip edge + boots) | 1 lump | $4,500 | $4,500 |
| Roofing tear-off existing layer (none, new build) | 0 | — | — |
| Roofing labor (sub crew) | 54 sq | $165 | $8,910 |
| Hardie board fiber cement siding install | 4,200 sqft | $8.20 | $34,440 |
| Hardie trim + corner boards + facia | 1 lump | $8,800 | $8,800 |
| Accent stone veneer (front facade) | 280 sqft | $58 | $16,240 |
| Exterior caulk + sealant package | 1 lump | $2,400 | $2,400 |
| Stone install labor (sub) | 1 lump | $4,200 | $4,200 |
| Hardie paint package (factory primed; site finish) | 4,200 sqft | $2.40 | $10,080 |
| Windows Marvin Essential (28 units) | 28 ea | $1,920 | $53,760 |
| Window install labor | 28 ea | $185 | $5,180 |
| Exterior door front entry (mahogany w/ sidelights) | 1 ea | $4,800 | $4,800 |
| Exterior doors side + garage (fiberglass) | 3 ea | $1,485 | $4,455 |
| Garage door (2 ea, custom carriage style) | 2 ea | $3,800 | $7,600 |
MEP rough + insulation
Plumbing: residential standard with PEX manifold. Electrical: 200-amp service, plenty of dedicated circuits for kitchen and outdoor kitchen, smart-home pre-wire. HVAC: two-zone 4-ton Carrier dual-fuel system (heat pump + gas backup), zoning between main living and bedrooms. Insulation: closed-cell foam at exterior walls and roof deck (per Frisco energy code).
MEP rough + insulation scope: $58,400 + $48,200 + $42,800 + $18,600 = $168,000 across 4 phases.
| Item | Qty | Unit cost | Total |
|---|---|---|---|
| Plumbing rough-in (PEX, copper for gas lines) | 4,200 sqft | $5.80 | $24,360 |
| Plumbing fixture install labor (12 fixtures) | 12 fix | $285 | $3,420 |
| Plumbing connections + gas line connections | 1 lump | $8,200 | $8,200 |
| Outdoor kitchen gas + water rough-in | 1 lump | $2,800 | $2,800 |
| Plumbing inspection coordination | 1 lump | $0 (in builder overhead) | $0 |
| Plumbing fixtures (allowance, breakout below) | — | $22,000 allowance | $22,000 |
| Electrical rough-in (200-amp panel + circuits) | 4,200 sqft | $5.20 | $21,840 |
| Electrical fixture install labor (38 fixtures) | 38 fix | $185 | $7,030 |
| Smart-home pre-wire (network + audio + security) | 1 lump | $8,800 | $8,800 |
| Outdoor kitchen electrical (110V + 220V) | 1 lump | $2,500 | $2,500 |
| Electrical inspection coordination | 1 lump | $0 (in builder overhead) | $0 |
| Lighting fixtures (allowance, breakout below) | — | $18,000 allowance | $18,000 |
| HVAC 4-ton dual-fuel Carrier (zone 1 main living) | 1 ea | $11,200 | $11,200 |
| HVAC 4-ton dual-fuel Carrier (zone 2 bedrooms) | 1 ea | $11,200 | $11,200 |
| HVAC ductwork + insulation | 1 lump | $12,800 | $12,800 |
| HVAC controls + 2 smart thermostats | 1 lump | $2,400 | $2,400 |
| HVAC install labor + commissioning | 1 lump | $5,200 | $5,200 |
| Insulation closed-cell foam (exterior walls + roof deck) | 5,400 sqft | $3.45 | $18,600 |
| Insulation labor (in foam install) | 1 lump | — | — |
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Get StartedInterior finishes
Drywall, interior trim, doors, and paint. Cabinetry, countertops, flooring, fixtures, and appliances handled as allowances broken out below.
Drywall + interior trim + paint scope: $32,400 + $48,200 + $28,600 = $109,200 across 3 phases.
| Item | Qty | Unit cost | Total |
|---|---|---|---|
| Drywall hang + finish (level 4 standard) | 14,200 sqft | $2.28 | $32,400 |
| Interior doors solid core (24 ea) | 24 ea | $485 | $11,640 |
| Interior door install + hardware | 24 ea | $185 | $4,440 |
| Crown molding (great room + master suite) | 380 lf | $18.50 | $7,030 |
| Base molding throughout | 1,580 lf | $8.50 | $13,430 |
| Door + window casing | 1,240 lf | $9.20 | $11,408 |
| Specialty trim great room (coffered ceiling cap) | 1 lump | $254 | $254 |
| Paint interior (walls + ceiling + trim) | 14,200 sqft | $1.45 | $20,590 |
| Paint exterior (Hardie + trim + accent) | 4,200 sqft | $1.90 | $8,010 |
Allowance categories
Eleven allowance categories totaling $180K. Each allowance is a line item with reconciliation rule: over-allowance billed as CO with markup; under-allowance refunded at cost only. Customer pre-selected most finishes before bid, so allowance reconciliation expected to be light.
| Allowance category | Allowance budget | Source / supplier | Reconciliation rule |
|---|---|---|---|
| Cabinetry (kitchen + 4 baths + built-ins) | $78,000 | Full-custom shaker maple, in-network shop | Over = CO; under = refund at cost |
| Countertops (kitchen + baths) | $32,000 | Pental quartzite + quartz tier | Over = CO; under = refund at cost |
| Plumbing fixtures | $22,000 | Newport Brass main; Kohler basic in laundry | Over = CO; under = refund at cost |
| Lighting fixtures | $18,000 | Visual Comfort full-line (designer-spec) | Over = CO; under = refund at cost |
| Flooring (hardwood + tile) | $54,000 | 6-in white oak + porcelain bath tile | Over = CO; under = refund at cost |
| Appliances | $32,000 | Wolf range + Sub-Zero refrig + Bosch dish | Customer orders direct; builder bills install only |
| Exterior finishes (accent stone) | $8,000 | Local quarry stone supplier | Over = CO; under = refund at cost |
| Smart-home + security | $14,000 | Control4 ecosystem + Ring exterior | Customer-engaged integrator within budget |
| Window treatments | Excluded | Customer engages designer separately | Not in builder scope |
| Landscape design + install | $42,000 | Local landscape design-build firm | Separate sub contract |
| Driveway + exterior hardscape | In hardscape direct | Standard tinted concrete driveway | Direct cost (not allowance) |
Landscape + exterior hardscape
Landscape design + install handled as separate sub contract within the builder bid. Driveway, walkways, and back patio handled as direct hardscape cost.
Landscape + exterior hardscape: $22,400 hardscape + $42,000 landscape allowance = $64,400.
| Item | Qty | Unit cost | Total |
|---|---|---|---|
| Driveway concrete (tinted, 580 sqft) | 580 sqft | $14.50 | $8,410 |
| Sidewalk + walkway concrete (260 sqft) | 260 sqft | $11.50 | $2,990 |
| Back patio concrete (480 sqft) | 480 sqft | $13.20 | $6,336 |
| Outdoor kitchen masonry base + counter | 1 lump | $4,664 | $4,664 |
| Landscape design + plant + sod install (allowance) | 1 allowance | $42,000 | $42,000 |
Markup + 9-draw schedule
Markup structure: direct cost plus general conditions plus builder overhead plus contingency plus builder profit. Total markup over direct cost lands at 28.7 percent which is mid-range for mid-luxury custom in DFW. Contingency at 3.5 percent is on the lower side because the lot is flat, the floor plan is single-story (no basement complications), and finishes are pre-selected (low allowance over-spend risk).
| Layer | Rate | Dollar amount |
|---|---|---|
| Direct cost (materials + labor + subs + allowances) | 100% | $1,086,830 |
| General conditions (supervision, dumpster, port-a-john, vehicles) | 4.5% | $48,907 |
| Builder overhead (office, admin, insurance, marketing) | 13.0% | $141,288 |
| Contingency (flat lot, single-story, pre-selected finishes) | 3.5% | $38,039 |
| Builder profit | 8.0% | $87,946 |
| Subtotal | $1,403,010 | |
| Rounded for submission | $1,395,000 |
9-draw schedule with billing tied to phase milestones.
| Draw | Trigger | Draw amount | Cumulative % |
|---|---|---|---|
| Draw 1 — Contract signing | Contract execution | $69,750 (5%) | 5% |
| Draw 2 — Site work + foundation | Foundation inspection passed | $167,400 (12%) | 17% |
| Draw 3 — Framing complete | Framing inspection passed | $251,100 (18%) | 35% |
| Draw 4 — MEP rough + insulation | MEP + insulation inspection passed | $251,100 (18%) | 53% |
| Draw 5 — Drywall + interior trim | Drywall inspection passed | $167,400 (12%) | 65% |
| Draw 6 — Cabinetry + countertops + flooring | Cabinetry installed | $139,500 (10%) | 75% |
| Draw 7 — Fixtures + finishes + paint | Fixtures installed | $139,500 (10%) | 85% |
| Draw 8 — Exterior + landscape | Landscape installed | $111,600 (8%) | 93% |
| Draw 9 — Final + CofO + punch list | CofO + punch list complete | $97,650 (7%) | 100% |
Bid vs actual reconciliation
Bid: $1,395,000. Built actual: $1,374,200 (1.5 percent under). The 1.5 percent under-spend came from clean allowance reconciliation plus a single CO that ran favorable. Itemized:
- Cabinetry allowance reconciliation: customer selected actual cabinets that came in at $74,200 vs $78,000 allowance. $3,800 refunded to customer at cost (no markup taken on the unspent portion).
- Lighting allowance reconciliation: $19,200 vs $18,000 allowance. $1,200 billed as CO with 21 percent markup ($252 markup) = $1,452 CO. Customer paid CO inside 48 hours of select.
- Plumbing fixture allowance reconciliation: $20,800 vs $22,000 allowance. $1,200 refunded at cost.
- Flooring allowance reconciliation: $52,400 vs $54,000 allowance. $1,600 refunded at cost.
- Other allowance categories: spent within $200 of allowance budget; net zero impact.
- CO during construction: customer added a wine cellar built-in to the dining room. Scope: 8 lf cabinet build, custom cooling unit pre-wire, framing modification. Quoted at $9,600 with 21 percent markup; built at $9,200; net $400 builder absorption inside the CO. Customer paid CO at quoted $11,616.
- Schedule: 14-month build delivered exactly on schedule (CofO date matched contract date). No schedule-related cost impacts.
Net realized margin on the contract: 21.8 percent (vs 21.0 percent bid margin — slightly higher because the CO absorbed inside its own scope and the small CO markup helped). This is the contractor's historical range for mid-luxury custom in Frisco; the 14-month schedule and pre-selected finishes were the key enablers of the clean reconciliation.
Frequently asked questions
How long did the full bid take end-to-end?+
AI multi-pass run: 17 minutes. Senior estimator review: 62 minutes. Pre-bid lot walk (90 minutes on lot, 25 minute drive each way): 2 hours 20 minutes total. Sub solicitation (sent to 14 subs across 8 phases, tracked responses over 10 days): ~6 hours active bidder time spread across the 10-day window. Allowance pricing (designer-selected items priced from designer schedule): ~3 hours. Proposal polish + scope-of-work writeup + draw schedule build: ~4 hours. Total: about 16 hours of active bidder time spread across 6 calendar days. Manual takeoff on the same scope would have taken 16 to 24 hours of takeoff alone, before sub solicitation and allowance pricing.
Why was contingency only 3.5 percent?+
Three factors lowered contingency: (1) flat lot with city utilities at street eliminates site work surprise risk; (2) single-story floor plan with no basement eliminates foundation complication risk; (3) customer pre-selected finishes via interior designer so allowance over-spend risk is low. On a sloped lot or a customer who has not pre-selected finishes, contingency runs 5 to 7 percent.
How did the cabinetry come in under allowance?+
Allowance was set at $78,000 based on typical mid-luxury full-custom cabinetry cost in DFW for a 4,200 sqft home with the schedule of cabinets (kitchen + 4 baths + built-ins). Actual cabinetry came in at $74,200 because the in-network custom shop offered a 5 percent loyalty discount on contractors with 3+ jobs that year. The unspent $3,800 was refunded to customer at cost.
Was the bid competitive against other builders?+
Customer requested 3 bids from referral list. Other two bids came in at $1,485,000 and $1,358,000. The winning bid at $1,395,000 landed in the middle. Customer awarded based on price + previous-build relationship + draw schedule clarity (one of the other bids had a 6-draw schedule with vague milestones that the customer pushed back on) + allowance reconciliation rule transparency (the customer specifically appreciated the "refund at cost on underage, markup only on overage" structure).
Could the AI have produced this bid without senior review?+
No. The AI output covered 61 of 73 line items at acceptable accuracy. The 12 added by senior review (contingency rate adjustment for the favorable lot conditions, accent stone veneer scope from elevations sheet, outdoor kitchen scope from site plan, plate-and-beam ceiling exposed beams from architectural sections, custom carriage garage doors from elevation detail, smart-home pre-wire from electrical plan, two MEP coordination scope items, three allowance category breakouts, and the wine cellar pre-bid CO option) were a combined $24,200 — 2.2 percent of direct cost. Submitting unreviewed AI output would have been $1,370,800, a 1.7 percent under-bid that would have been awarded but eaten some margin in build.
How does the AI handle structural sheets vs architectural sheets?+
Pass 1 identifies sheets by type from the sheet index (A for architectural, S for structural, P for plumbing, E for electrical, M for mechanical/HVAC, F for finish schedule). Pass 2 takeoff runs per-discipline: architectural sheets give areas and floor plans; structural sheets give framing lumber, beam specs, foundation rebar; MEP sheets give fixture counts and equipment sizing; finish schedule gives allowance category quantities. Pass 3 unit costs apply per-discipline rates and group output by construction phase.
The bottom line
A real $1.4M custom home bid is 70 to 90 line items across 14 to 18 phases plus 10 to 12 allowance categories plus a 9-draw schedule. AI multi-pass compresses the takeoff work from 16 to 24 hours to 17 minutes, but the senior review (~1 hour), sub solicitation (~6 hours over 10 days), allowance pricing (~3 hours), and proposal writeup (~4 hours) still require human work. End-to-end bidder time: ~16 hours spread across 6 calendar days. The unlock is not "AI does the bid"; it is "estimator does 2 to 3 custom home bids in the time they used to do one, and the bids land inside the same 2 to 4 percent accuracy band as 20-hour manual takeoff."
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