Mangino Home Improvements started as a local handyman operation in Orchard Park, New York. After adopting Bolster into their tech stack, they quickly were able to grow and scale into much larger projects - finally estimating and bidding on custom homes in late 2025.
Handyman - Remodeling - General Contractors - Custom Home Building
11-50
Scaling from handyman, general contracting, remodeling and then into custom home building. Reducing estimating time from 8 hours to 30 mins (93.75% reduction)
Mangino Home Improvements is a family-owned remodeling business based in Orchard Park, New York, in the Buffalo area. The company has the kind of reputation that spreads through neighborhoods: solid work, straightforward communication, and a team that can handle a wide range of residential needs. Their customers call them for everything from quick fixes to large renovations, and that variety has shaped how the business operates.
When Caylor and his brother took over the business from their dad, they didn’t abandon the smaller jobs entirely, but they deliberately aimed higher. Bathrooms, basements, kitchens, and additions became the core of their growth plan, and the average project size started to climb. As they took on bigger work, the expectations of customers shifted, too—people wanted clearer documentation, more detail, and a level of professionalism that matched the price tag.
That shift exposed one stubborn constraint: the estimating process had never evolved. The team still relied on short PDF quotes that were fine for a handyman call but felt out of place on a $100,000 scope. The PDFs weren’t the real issue, though—the real issue was the time consuming work behind them.
Caylor was also an owner-operator who spent his weekdays on the job site. That meant office work happened when the day was already over, and the line between “work” and “life” got blurry fast. He described it as a double-edged sword: if he wasn’t in the field, he wasn’t making money; if he wasn’t in the office, he wasn’t producing estimates that would create the next projects.
“If I’m not in the field, I’m not making money… but if I’m not in the office, I’m not pumping out the estimates to then make the money.”
Caylor’s calendar became the bottleneck for the entire business. Customers would request quotes, and the team could sell the work, but the speed of creating estimates lagged behind the pace of incoming opportunities. When the business depends on one person’s evenings to generate revenue, growth eventually hits a ceiling.
“Now instead of staying till six, 7:00 at night… spending 5, 6, 7, 8 hours on one estimate… I can get multiple of them done.”
A single detailed estimate could take five to eight hours or more. That time didn’t just disappear—it piled onto nights and weekends, and it drained the energy needed for planning, customer communication, and team leadership. In the construction industry, slow estimating often turns into slow sales, and slow sales eventually turns into missed opportunities.
The short PDF quote also created risk. When the project scope is summarized too quickly, customers fill in the gaps with assumptions, and those assumptions surface later during the construction phase. The result is scope confusion, friction, and pressure on profit margins.
Caylor didn’t want to move faster by cutting corners. He wanted accurate estimates that were clear enough to prevent disputes and detailed enough to justify professional pricing. In his world, estimating wasn’t just paperwork—it was the foundation of a profitable project.
A one-page quote looks efficient until you measure the effort behind it. If the estimator is rebuilding every line item from scratch, checking materials, reviewing labor costs, and sanity-checking project costs, the quote is only “simple” on the surface. The real cost is the unpaid admin labor that happens after hours.
“For an $80–$100,000 project… it doesn’t look very professional… when it’s a two-page PDF and it says ‘build addition.’”
The benefits of using construction estimating software include saving significant time, reducing costly errors, and improving overall efficiency. By automating calculations and streamlining workflows, construction estimating software helps contractors avoid manual mistakes and focus on winning more jobs.
As projects get larger, the stakes rise. More trades are involved, more materials are required, and the room for error shrinks. A missed line item, a misread measurement, or a vague allowance can erase profit on a job that looked great on paper.
Accurate estimates reduce surprises, but they also reduce negotiation fatigue. When customers can see what they are paying for, they ask fewer repetitive questions, and they trust the proposal more quickly. That trust is a competitive advantage when several builders or general contractors are all bidding the same work.
A complete estimate also supports project management. When the estimate is built with structure, it becomes a baseline for ordering, scheduling, sequencing, and tracking costs as the job moves forward. It’s hard to run organized construction projects if the estimate is vague from the start.
About five years ago, Caylor moved from PDFs and spreadsheets into CostCertified (now Bolster). He wasn’t shopping for a gimmick or a shortcut—he was looking for an all-in-one solution that could actually change the way the business ran by streamlining project cost estimation and facilitating a seamless transition between project phases. He wanted construction estimating software that would let him build repeatable logic instead of relying on memory and manual recalculation.
“I knew all the formulas… so to transfer that into Bolster, it’s literally the exact same thing.”
This was a smooth transition because he approached it like a system change, not a software download. He understood that even the best construction estimating software can’t help if the workflow remains “start from scratch every time.” The real leverage comes when the business turns experience into reusable structure.
Caylor’s mindset was simple: if estimating is the backbone of a remodeling business, then it deserves to be built like a real internal product. He didn’t just “use” software—he used the platform to create a customizable database of assemblies, formulas, and repeatable building blocks.
He started by grounding the system in reality. He sat down with real suppliers and subcontractors and mapped out the pricing that reflected his market, his standards, and his team’s execution. That step made the system dependable, because it wasn’t built on guesses or generic defaults.
“From start till now, I would say 90% of it is all me building my own assemblies.”
Then he mapped assemblies for common jobs: bathrooms, basements, kitchens, additions, and the recurring scopes that show up repeatedly in residential remodeling. Each assembly became a repeatable unit of work that could be dropped into a project and adjusted with a few measurements.
When Mangino Home Improvements set out to modernize their estimating process, they didn’t just jump at the first digital tool they found. Like many construction professionals, they knew that the right estimating software could be a game changer—but only if it truly fit the way their business worked. The team took advantage of free trials offered by several digital estimating tools, using real projects to put each platform through its paces.
During these trial runs, they paid close attention to how each software handled the basics: creating accurate estimates, managing labor costs, and tracking materials and equipment. The user interface mattered—a tool that looked powerful on paper but was clunky in practice quickly fell out of favor. They also evaluated how well each solution integrated with their existing construction estimating tools and whether it supported real time collaboration for their team.
A cloud-based solution was a must, allowing users to access the platform from the job site, the office, or anywhere with an internet connection. This flexibility made it easier to fit estimating into the unpredictable rhythm of construction work. Support services also played a big role; responsive help and clear onboarding resources made the transition smoother and helped the team get the most out of the software.
Ultimately, the lesson was clear: the best estimating tools are the ones that streamline the estimation process, improve accuracy, and make it easy to create detailed estimates without adding complexity. Free trials were invaluable, giving the team a risk-free way to test key features and see how each platform handled the real-world demands of their business.
After testing several options, the software that stood out delivered more than just a digital version of their old workflow—it transformed the entire estimating process. The winning platform provided clear estimates that customers could easily understand, streamlining the bid process and setting the stage for better project management from day one.
Key features like quantity takeoff, customizable databases, and real-time pricing made creating estimates faster and more accurate. Digital takeoffs and access to digital plans meant the team could handle everything from small remodels to large home construction projects without missing a beat. The cloud-based solution ensured seamless integration with other construction tools and allowed the team to manage bids, job site details, and project scope from anywhere.
Professional proposals became the new standard, helping Mangino present a polished, organized bid package that inspired confidence in customers. The smooth transition from estimating to the construction phase meant less time spent on admin and more time focused on profitable work. With a platform that supported informed decisions and real-time collaboration, the business could take on more projects, improve accuracy, and ultimately deliver more profitable work.
By focusing on the features that mattered most—like a customizable database, real-time pricing, and seamless integration—the team found an estimating solution that didn’t just save time, but elevated the entire business. For construction professionals looking to grow, the right software isn’t just a tool—it’s the foundation for better projects, stronger customer relationships, and a more scalable business.
Assemblies are where construction estimating tools become truly useful. Instead of rebuilding a scope from zero, the estimator selects a known assembly, inputs measurements, and lets the system produce structured output. Over time, the assemblies get refined, and the business becomes more consistent.
In Caylor’s case, what used to live “in his head” became documented logic inside the platform. That reduced variability, reduced stress, and made estimating feel like a process rather than a daily improvisation. It also meant the estimating process could be taught, not just performed.
“He just goes in, clicks the bathroom assembly, puts in the dimensions — and it spits out a price.”
To estimate consistently, you need consistent inputs. Measurements—often tied to square footage or key dimensions—became the trigger points for the system. Quantity takeoff logic turned those inputs into quantities that matched how the work is actually built.
Even when remodeling doesn’t begin with full blueprints, the same principles apply. If you can connect measurements to quantities, you can connect quantities to materials and labor costs. That’s how digital estimating tools can streamline the daily workflow without requiring the business to become “more complicated.”
As the company started quoting larger scopes, the ability to work from digital plans became more relevant. When plans are available, digital takeoffs can speed up measurement capture and reduce errors. That doesn’t replace judgment, but it does improve consistency and support better decision making.
Over time, the system becomes data driven estimating. The platform accumulates knowledge: how long tasks take, what materials typically cost, what equipment is required, and where the budget tends to move. Instead of relying on memory, the business relies on data.
Materials fluctuate, and every builder knows that yesterday’s number can become today’s problem. Real time pricing—whether fully automated or updated quickly—helps avoid quoting with stale assumptions. When pricing changes, the value of a structured system is that updates can be applied at the assembly level, not chased across dozens of old spreadsheets.
That speed to update doesn’t just protect accuracy; it protects confidence. When a customer asks why costs are what they are, the team can explain the scope clearly and point to a structured, professional quote rather than defending a lump sum.
Once the “estimating engine” was built, the time impact was dramatic. Estimates that used to consume five to eight hours could often be produced in about 30 minutes or less for standard projects. When Caylor got a four-hour office block, he could pump out four or five estimates, instead of grinding through one.
“When I do get four hours in an afternoon, I can come in and pump out four or five estimates.”
This isn’t just a time savings story—it’s a capacity story. Faster estimates create more opportunities to bid, and more bids create more chances to win profitable work. The business can take on more projects without asking the owner to sacrifice every evening.
The surprising part is that the estimates became more detailed, not less. A “simple” bathroom could now produce a six- to seven-page proposal. The difference wasn’t fluff—it was clarity: materials broken out, options included, and scope presented in a way customers could understand.
This is where clear estimates change the sales dynamic. When customers see a professional proposal that answers their questions upfront, they stop treating the quote like a mystery box. They understand what they’re getting, and they feel confident moving forward.
A structured line item approach reduces “grey areas.” Customers can see the difference between base scope and upgrades, and that prevents scope drift later. When the project scope is documented early, the construction phase runs smoother because expectations are already aligned.
That structure also supports margins. When the estimate captures more of the real work—small materials, supporting tasks, hidden effort—there are fewer missed costs. That’s a direct path to stronger profit margins.
Homeowners don’t only compare numbers. They compare the experience. When a bid package looks professional, organized, and complete, it signals competence before the first nail is driven. That matters in a competitive construction industry where trust is part of the purchase.
“I’ve had customers… say, ‘Yes, you’re a little bit more expensive, but we went with you because of your estimating software.’”
Caylor’s proposals also reduced back-and-forth. The more questions the proposal answers upfront, the fewer time-wasting calls and clarifications are needed later. That reduces admin workload and helps the team stay focused on production.
A cleaner bid process helps the customer decide sooner. When you deliver a complete estimate that feels transparent, you remove friction from the decision. Customers feel like they can compare apples to apples, and that increases close rates, especially when competitors are sending vague PDFs.
This also supports better project management downstream. The estimate becomes a plan, not just a price. It helps align internal scheduling, ordering, and coordination across the team.
Cutting estimate time doesn’t matter unless it changes outcomes. In Mangino’s case, faster estimating meant more quotes sent, faster response times, and more projects won. The business had more chances to land the right work because the estimating bottleneck was removed.
“Now I can go home at 4:00 and I’m done for the day… or… pump out one estimate in half hour or less.”
The system also helped protect pricing quality. When the estimator isn’t exhausted, they miss fewer details. That improves accuracy and reduces the risk of underquoting, which is one of the fastest ways to damage profit margins in remodeling.
Because labor costs were embedded into assemblies and refined over time, estimates became more consistent. That consistency makes it easier to track project costs and understand where profitability comes from. It also helps identify which scopes perform well and which need better pricing discipline.
The result is not just “more work.” It’s more profitable work—work that fits the team, fits the margins, and doesn’t rely on heroic overtime to deliver.
The system didn’t just help Caylor. It helped the team. His brother—who hadn’t used the platform before—was producing full bathroom estimates within weeks because the logic was already baked in. That’s the difference between “Caylor can estimate” and “the business can estimate.”
This is where real time collaboration becomes practical. When the team shares assemblies and standards, estimates become consistent across users. That reduces variance, speeds training, and makes it possible to handle more projects without chaos.
“In two weeks… he can do an estimate by himself… he’s just pulling in that assembly and it’s pretty much built for him.”
A cloud based workflow fits a field-first company. With an internet connection, the team has access to the system when the opportunity to work appears. That matters because estimating time isn’t always a perfect calendar block; it’s often squeezed between job site demands, customer calls, and material runs.
A cloud based solution also supports growth because it isn’t tied to one machine. Whether the estimator is at the office or between jobs, the platform is available. That flexibility is a real benefit for small builders who are trying to scale without adding layers of admin.
“Every morning… I log in… and that pipeline is… my go-to board. I’m always on it.”
For businesses like Mangino, the key features aren’t flashy add-ons. They’re the fundamentals: strong estimating tools, assemblies, a customizable database, the ability to streamline repetitive work, and tools that help improve accuracy without slowing you down.
Construction estimating software should support how construction professionals actually think: by scopes, systems, and repeatable units of work. The best tools help you create structure once and reuse it many times, so estimating becomes faster, clearer, and more controlled.
Adoption matters. Support services can help a team set up templates, assemblies, and a workflow that fits their business. Seamless integration—where it matters—reduces double entry and keeps the work flowing instead of forcing the team into constant copying and pasting.
Many teams also look for free trials to reduce risk. A day free trial can be enough to test usability, but longer free trials can be better for building a real assembly and seeing whether the system actually saves time on real projects.
In today’s construction industry, mastering the estimating process is essential for staying competitive and profitable. The best construction estimating software isn’t just about crunching numbers—it’s about empowering construction professionals to create clear estimates, streamline workflows, and make informed decisions that drive more profitable work.
1. Embrace digital estimating tools and data-driven estimating.
Switching from manual spreadsheets to digital estimating tools is a game changer. With features like quantity takeoff, real-time pricing, and customizable databases, construction professionals can quickly generate detailed estimates that reflect current labor costs, materials, and equipment. Data-driven estimating reduces errors, improves accuracy, and ensures that every line item is accounted for—no more guesswork or missed costs.
2. Leverage cloud-based solutions for real-time collaboration.
Cloud-based estimating software allows users to access their projects from anywhere with an internet connection—whether they’re in the office, on the job site, or meeting with clients. This flexibility supports real-time collaboration among team members, making it easier to update estimates, track changes, and keep everyone on the same page throughout the estimation process and into the construction phase.
3. Integrate estimating with project management for a smooth transition.
Seamless integration between estimating software and project management tools is key for general contractors and remodelers. When your estimating solution connects directly to scheduling, budgeting, and client communication, you can move from the bid process to the construction phase without missing a beat. This integration supports a smooth transition, reduces double entry, and helps deliver professional proposals that inspire customer confidence.
4. Use digital plans and takeoffs to streamline common jobs.
Digital takeoffs and digital plans make it easy to measure square footage, calculate quantities, and break down costs for common jobs. By standardizing assemblies and using repeatable templates, construction professionals can save time, improve accuracy, and focus on higher-value tasks—turning what used to be a time-consuming process into a streamlined workflow.
5. Continuously improve and support your estimating process.
The best construction estimating software offers support services, free trials, and ongoing updates to help teams refine their process. Take advantage of day free trials to test key features, and encourage your team to provide feedback. Regularly review your estimating process, update your customizable database, and use real-time data to make informed decisions that protect profit margins and support business growth.
6. Focus on clarity and professionalism in every proposal.
Clear estimates and professional proposals set your business apart. Use line item estimating to break down project costs, highlight options, and present a complete estimate that customers can trust. This transparency not only reduces confusion but also speeds up the bid process and helps win more projects.
By following these best practices and leveraging the best construction estimating software, construction professionals can save time, improve accuracy, and unlock more profitable work. Whether you’re a small builder or a growing team, adopting digital estimating tools and a data-driven approach is the foundation for success in today’s construction industry.
With estimating no longer choking growth, Mangino could pursue bigger ambitions. Caylor’s long-term goal is custom home work, and the team has already quoted larger scopes with confidence. When you can price a large home construction project without rebuilding every detail from scratch, growth becomes a matter of choices, not limits.
The bigger lesson is that tools alone don’t create leverage. The leverage comes from building a system inside those tools. When construction estimating becomes repeatable, the business becomes more stable, the team becomes more capable, and the owner finally gets evenings back.
“Do you think you could have achieved scaling your business to this size without Bolster?… No. Simple answer: no.”
Hear from other contractors who have experienced success using Bolster.
"If you're willing to invest in your business and work with Bolster, you're going to exceed your expectations of what you can achieve. If you put in the work, you'll see a return on investment quickly."
