Line-item specifications — a price-free spec sheet for your field crew

Flag any line item on a native estimate as needing a written specification, write that description once, attach photos, and hand your field crew or quantity surveyor a price-free PDF that shows exactly what was flagged — no dollar figures anywhere.

> This is for native estimates (the spreadsheet-style Estimate tab). If your deals are > estimated in Buildxact, this feature doesn't apply. > > If you don't see a "Specifications" tab on a deal, or an "S" column on the estimate > grid, an administrator hasn't turned this feature on yet.

Flagging an item

On a deal's Estimate tab, the grid has an extra S column at the end. Tick it for any line item you want to write a specification for — a benchtop finish, a fixture brand, a particular install detail, anything worth spelling out for whoever's on site.

You can flag (and unflag) an item at any point in the estimate's life — before it's sent, after it's accepted, even while the job is under way. Flagging doesn't lock or change the item's price in any way.

Writing the specification

Open the deal's Specifications tab (only visible once at least one item is flagged, or always visible so you can add an intro up front — check with an admin if you don't see it). There you'll find:

Introduction — a general note shown at the top of the document (site access,

working hours, whatever applies to the whole job).

One section per category, each listing its flagged items. For every item you can:

- write (or edit) its specification text, - attach one or more PNG or JPEG photos with a caption, - reorder it up/down within the list, - unflag it if you change your mind.

Flag a line item — a plain list of every item that isn't flagged yet, so you can add

more without leaving the tab.

Everything saves automatically as you type or upload — the same "All changes saved" indicator you see on the Estimate tab shows here too.

The Specifications tab — an introduction, a flagged item's written spec text, and an attached photo

Downloading the specification PDF

Click Download specification PDF at the top of the tab. The PDF carries your business letterhead (same as the quote PDF) under a "Specifications" heading, followed by your introduction and every flagged item's write-up and photos, grouped by category — with no prices anywhere. It's built for field crew and QSs, not for the client.

The first page of a generated specification PDF — write-ups and photos grouped by category, no dollar figure anywhere on the page

Because it never shows a price, it's available to Field accounts too (see Field accounts for on-site team members), not just office staff.

In the client quote

If your business also uses Quote templates, a template can include a Specifications block — when it's ticked on, the same introduction and flagged item write-ups (still price-free) appear inside the client's quote PDF as well, grouped the same way.

Tips

A flagged item with nothing written yet still shows its heading in the PDF — a visible

reminder that it still needs describing.

Photos are capped at a few megabytes each and must be PNG or JPEG.
Unflagging an item hides it from the specification document, but its written text and

photos aren't deleted — flag it again later and they're still there.