Mesa Custom Homes was born out of a third-generation builder Jason, and operates out of Vancouver, BC. Jason's reputation is rooted in trust, craftsmanship and community relationships, and those only seem to get stronger as a result of a completely custom experience with clients, where the Bolster software has excelled in assisting with.
Custom Home Building
1-10
Estimating 5x faster (80% faster), getting paid twice as fast, improving job win rate by 100%, improving client experience and trust
Jason Ratzlaff is a third-generation builder and the owner of Mesa Custom Homes, a boutique team that delivers a handful of premium homes each year. In the construction industry, that pace is intentional, but it also means one slow approval can ripple through the entire calendar. When a client pauses, a construction project can stall and the builder’s cash plan tightens.
For Jason, the issue was not the build quality or the math. The issue was the client experience inside the estimating process, especially when the first budget looked like something only construction professionals could decode. He wanted clients to understand scope, choose confidently, and feel comfortable paying a deposit without second-guessing.
“We’re building people’s houses. This is their biggest life purchase for most people. So I take that pretty seriously… I would way rather tell someone their house is going to cost more than they can afford and be upfront and honest than lie to them and say, yeah, we could build it for that. And then you get halfway through and you’re over budget and no one’s happy.”
Mesa’s homes were detailed and high-end, but the budgets were dense and spreadsheet-like. They often produced reliable estimates, yet they did not read like clear estimates to a homeowner making the biggest purchase of their life. The document did not show what was behind the numbers, so trust depended on Jason explaining everything in real time.
That gap created a predictable delay: clients asked for changes, Jason promised revisions, and then days passed while the team rebuilt the file. The longer the pause, the more time clients had to compare multiple bids or simply lose momentum.
“Like I did things a certain way on the first one and then after working through it… I would like have a stone budget… I had it all kind of lumped, but now I have everything separated… master bedroom fireplace, your flex room fireplace, your living room fireplace, your exterior post, so we can really shape and mold that in our meetings.”
In a construction business, timing is the difference between calm operations and constant scrambling. Late deposits push expenses forward, compress schedules, and make it harder to plan labor.
Jason realized that better project management starts before anyone arrives on the job site. If you shorten the time between “budget shared” and “agreement signed,” you reduce uncertainty for the whole pipeline. That is where construction estimating software becomes a system that protects momentum, not just a file that lists numbers.
Before construction estimating software, Mesa relied on spreadsheets and email threads. There was manual data entry, repeated copy/paste, and constant file cleanup, plus manual tasks every time the scope changed. Even when the spreadsheet produced reliable estimates, the process was time consuming because revisions required rebuilding sections and rechecking logic.
Clients also struggled to understand lump sums. They could not see material and labor costs, allowances, and what was included, so a budget meeting often created more questions than answers.
“I could do a standard size house now… probably like two days, one day, two days… It used to be… almost a week—full week—putting a full house budget together… but… it was a lot of pre-work before that… I probably got a full month of inputting information… hours with every one of our sub trades.”
Mesa followed a familiar bid process: get the plans, email trades, collect pricing, and consolidate the results. That approach works, but it slows down when multiple subcontractors reply at different times and in different formats. If a quote missed scope, the team had to chase clarifications before the estimate could be finalized.
Jason wanted software solutions that made consistency the default. He also wanted estimating software that helped the team move faster without sacrificing accurate cost estimates, because “fast” without accuracy only creates bigger problems later.
When clients asked for changes in the meeting, the old answer was: “Give us a few days and we’ll update it.” That gap is dangerous in the construction industry because it creates a quiet window where clients shop, second-guess, or get pulled into a different conversation. The estimate may still be accurate, but the momentum is gone.
Jason’s goal became simple: remove the revision gap by revising live. He needed estimating software that supports real-time changes so the meeting ends with decisions and clear next steps, not a list of promised follow-ups.
“In the old days… you would say, OK, yeah, we could do that… just give us a few days or a week and we’ll update it and send it to you. And then there’s a week where they could talk into another builder or just losing the steam. Now we can just do that in the meeting.”
Mesa implemented Bolster as their construction estimating software because they needed a client-friendly system that still supported real-world building. Jason was not looking for flashy dashboards; he was looking for an estimating solution that created confidence quickly and reduced rework. He also needed construction software that could be adopted without a steep learning curve.
To test fit, Mesa used free trials and ran real meetings with real clients, not just internal demos. Those free trials helped the team see whether the user interface could handle live revisions and whether the workflow matched the construction management needs of a boutique builder.
Implementing new estimating software is a pivotal moment for any construction business, and Mesa Custom Homes approached it with the same attention to detail they bring to every construction project. Rather than rushing the transition, Jason and his team mapped out a step-by-step plan to ensure the new construction estimating tools would enhance their workflow without disrupting ongoing jobs.
The first step was to involve the entire team early in the process. Mesa recognized that successful adoption of construction estimating software depends on buy-in from everyone who touches the estimating process. They started with internal demos, allowing team members to explore the software’s features and ask questions. This collaborative approach helped surface potential challenges before they became roadblocks.
Next, Mesa focused on training. They chose estimating software with an intuitive user interface, minimizing the learning curve and reducing the risk of errors during live client meetings. Short, focused training sessions ensured that each team member understood how to create estimates, revise budgets, and use the software’s key features in real time. Ongoing support from the software provider made it easy to resolve questions quickly, keeping the implementation on track.
Integration with existing workflows was another priority. Mesa mapped their new estimating process to align with their construction management and accounting systems, ensuring that data flowed smoothly from estimate to project management to financial reporting. This careful alignment reduced manual data entry and helped the team maintain accurate cost tracking across every construction project.
Finally, Mesa treated implementation as an ongoing process, not a one-time event. They regularly reviewed how the estimating software performed on real jobs, gathering feedback from both the team and clients. This allowed them to refine templates, update their cost database, and continuously improve the accuracy and efficiency of their estimating process.
By taking a thoughtful, team-oriented approach to rolling out new construction estimating software, Mesa Custom Homes ensured that their investment delivered real value—streamlining the estimating process, supporting more accurate estimates, and setting the stage for smoother project delivery across their construction business.
The first shift was to turn the estimate into a visual narrative. With construction estimating software, Jason added photos and plain-language descriptions so clients could see what they were buying, not just what it cost. When a client did not understand a system or material, the estimate could show it instantly.
This changed the estimation process in a practical way: scope definitions became tighter, choices became clearer, and objections became easier to resolve. When the budget reads like a story, clients feel more comfortable approving it.
“You don’t know what insulated concrete forms look like—this is what it looks like. And here’s the description. This is how we’re going to do it. It’s not just forming number, concrete number… we’ve got the products, we’ve got everything in there.”
Jason focused on clear estimates that homeowners can read without a contractor standing beside them. The goal was to keep the document simple while still supporting accurate cost estimates and transparent assumptions. In construction estimating, a document that “requires translation” slows everything down.
Once Mesa improved clarity, conversations shifted from “Why is this line so high?” to “Which option fits our priorities?” That reduced tension, shortened follow-ups, and created a cleaner path to the first deposit.
Mesa built a tiered system for finish levels so clients could compare options like they shop online. In the meeting, Jason could click an option, show what it looks like, and show how it changes the total. This is where construction estimating software becomes a sales asset, because the client sees cause-and-effect immediately.
Instead of collecting change requests and revising later, Mesa used estimating software to revise live and confirm decisions in the room. That compressed the estimating process and reduced the risk that clients would wander off during a long revision window.
“I’ve categorized… with three tiers, silver, gold and platinum… and now we’re stopping at these points where there’s selection-based items and talking about that with a client… Are these pictures close to what you’re envisioning? If yes, then we’re good. If no… we can shave that down… or if we didn’t give you enough.”
When clients make choices earlier, project management gets easier later. The estimate becomes a shared reference that keeps scope stable, reduces change-driven confusion, and supports smoother scheduling. A clearer estimate also reduces job site surprises because the field team can see what the client actually approved.
Mesa found that early clarity improved handoffs and made delivery more predictable. Even without changing how they build, improving how they sell reduced downstream friction and helped their construction project start on firmer ground.
Mesa began using construction estimating earlier in the design conversation to keep plans aligned with budget reality. This reduced the number of deals that collapsed after weeks of design work, which is a costly “slow loss” for any builder. A construction project that dies late burns time, energy, and opportunity.
With construction estimating software in place, Jason could give clients a realistic range before they over-invested emotionally.
“Now I’ll get our designer to stop at our preliminary floor plan phase… it’s not going to be a perfect hundred percent accuracy but it will get you in a good ballpark… It allows people to auto-correct much sooner before they fell in love with a design that they can’t do financially.”
Mesa treats cost estimation as guidance, not a final reveal. Early numbers are presented as directional, then refined as scope becomes clearer and trade input arrives. That keeps the process honest and protects trust, while still moving toward a firm agreement.
Because clients see how the numbers evolve, they are less likely to challenge the final budget. The estimate feels like a shared plan rather than an unexpected bill.
Accurate estimates matter, but they also need to feel believable to non-builders. Mesa uses visuals and descriptions so clients can connect a number to a real outcome. That approach creates even more accurate pricing over time, because the team can compare what clients selected against what they actually built.
This is also where estimating software helps the team learn. When selections are documented clearly, you can review what drove costs and improve templates for the next construction project.
Labor costs are often the hardest part for homeowners to understand, especially when complexity changes install time. Jason started explaining labor costs in plain terms: what the work involves, what adds time, and what reduces it. That clarity reduced negotiation fatigue and built trust.
Clients also began to understand that upgrades affect more than product pricing. When a choice increases install complexity, the estimate reflects that, and the client sees the tradeoff instead of feeling surprised later.
Some scopes require equipment costs for access, staging, or specialized work. Mesa documents these drivers when they apply, using short descriptions that keep the estimate readable. Clients do not need a lecture; they need a reason that makes sense in the construction reality.
By treating these costs as part of the plan, Mesa avoided the feeling of “mystery charges.” Confidence increased, and approvals moved faster.
Indirect costs can create distrust when they appear as unexplained padding. Mesa clarified what overhead costs represent and why they exist, without turning the estimate into an accounting statement. The goal was transparency without jargon.
That small change helped clients accept the full scope as legitimate. When the estimate feels complete and honest, it becomes easier to approve.
Mesa built a cost database based on real jobs, not generic averages. They organized assemblies, typical allowances, and proven assumptions so new estimates could start from a reliable baseline. This reduced manual data entry and shortened revision cycles.
A maintained cost database also supports accurate estimates. Instead of guessing, the team starts with what they have repeatedly delivered and then adjusts for the specifics of each construction project.
Mesa uses cost analysis to show clients tradeoffs rather than pushing them toward one option. When a client wants an upgrade, Jason can show the exact impact and suggest where to offset it if needed. That keeps the conversation collaborative, not confrontational.
This approach makes the estimate feel fair. Clients can see that the builder is helping them stay within constraints, not hiding numbers.
For certain scopes, quantity takeoff helps tighten numbers and reduce uncertainty. Mesa uses takeoff selectively, focusing effort where it meaningfully improves the estimate. When the scope is still evolving, structured allowances and tiers are often more practical.
This flexibility helps Mesa handle complex projects without drowning in detail too early. The same construction estimating software supports both early budgeting and later refinement.
Mesa references plan files to confirm details and reduce assumptions, especially when a plan note drives materials or assemblies. The goal is not to turn every estimate into a full takeoff exercise; it is to avoid avoidable mistakes. When a detail matters, it is referenced and documented.
Using digital plans this way supports accurate cost estimates while keeping meetings focused on decisions. It also helps the team stay aligned with designers and trades.
Many custom clients want detailed estimates that show what is included and what is optional. Mesa provides detailed estimates with a layout that stays readable, so homeowners can make decisions without feeling buried. Photos and descriptions do the heavy lifting.
This reduces “I thought that was included” conversations later. A clearer scope protects both the relationship and the margin.
Mesa uses document management to keep photos, descriptions, and notes attached to specific items. That makes the budget more than a list of numbers; it becomes a reference that a client can understand on their own. Document management also makes internal handoffs cleaner.
When a scope question appears later, the answer is already recorded in context. That saves time and reduces misunderstandings across the team.
For Mesa, the estimate is part of brand presentation. Building estimates became a structured habit, not a last-minute spreadsheet exercise. The team focused on clarity, visuals, and consistent option patterns so the document felt professional and stable.
A polished estimate signals competence, which speeds approvals.
Mesa’s budgets read like professional proposals, which means clients often share them with partners and family. That sharing becomes a trust signal: the builder looks organized, thorough, and transparent. It is a subtle sales advantage that comes from clarity.
When a document is easy to understand, it also reduces follow-up questions. Fewer questions means a shorter path to a signed agreement.
A smooth user interface matters when the estimate is being built in front of a client. If a screen feels clunky, confidence drops. Mesa wanted a user interface that made it easy to navigate options quickly while keeping the meeting conversational.
A strong user interface also reduces training time, and customer support speeds adoption. When the platform is intuitive, the team can focus on improving templates rather than memorizing steps.
Jason needed the platform to be cloud based so he could work wherever conversations happened. When a client wants an answer quickly, waiting for an office computer can slow momentum. Cloud based access kept the system available when it mattered, as long as there was an internet connection.
This also reduced version chaos. With one live estimate, the team did not worry about sending the wrong attachment.
Clients benefited from cloud based solutions because they could open the budget link and revisit decisions without hunting through email. This improved follow-through and reduced the friction of review.
When Mesa updated the estimate, cloud based solutions ensured clients saw the current version, not an old PDF. That reduced confusion and shortened follow-up loops.
Mesa did not want a fragile chain of other software just to present and revise budgets. They wanted construction software that handled the client-facing experience cleanly and reduced manual tasks across the team. With fewer handoffs, the process became faster and more consistent.
This is where an all in one solution matters in practice. When the estimating workflow lives in one place, the team spends less time managing files and more time managing decisions.
Mesa’s needs extend beyond estimating, so they considered how construction management software fits around the estimate, and how construction management software could support handoffs after signing. The estimate becomes the foundation for selections, schedule planning, and expectations. Even if not every module is used, the clarity benefits the whole operation.
Mesa kept the focus on what improved approvals first, then connected that clarity into their broader delivery management workflow. That prevented tool overload and protected adoption.
Jason’s goal was to reduce friction, not add layers. He did not need heavy construction management software to see results. He kept delivery management language simple and used the estimate as the anchor for decisions. When scope and choices were visible early, the rest of the work felt calmer and less reactive.
This approach also helped the team coordinate schedules and responsibilities with less backtracking. A clearer pre-construction phase supports a smoother construction project kickoff.
Jason’s management needs are shaped by boutique volume: fewer projects, higher detail, and high client touch. He did not need a system that created busywork; he needed a workflow that keeps decisions visible and consistent. That is why the estimate became the starting point.
Mesa also planned for growth. As the company takes on more work, multiple estimators can follow the same structure, and small business owners can maintain quality without relying on one person’s memory.
Mesa relies on accounting software for bookkeeping and reporting, so the estimate needed to map cleanly to how finances are tracked. Aligning the estimate with accounting software categories reduced rework later and improved forecasting. It also helped the team understand commitments earlier.
This strengthened financial processes because the numbers were organized the same way from estimate to invoice. Consistency reduces errors and saves time.
Mesa asked a practical question: where software integrates cleanly, does it reduce re-entry and confusion? When a system forces repeated exports, it creates extra steps and extra chances for mistakes. Mesa focused on keeping the estimate current, then making sure downstream steps were straightforward.
They did not chase perfect automation. They chased fewer bottlenecks and clearer handoffs.
To keep the estimating process clean, Mesa tracked project costs and expected costs, used data driven estimating, and documented repeatable construction processes. With management software and collaboration tools they streamline processes, while support services and customer support kept standards consistent across the construction industry. Their construction software served as a comprehensive suite with seamless integration, reducing dependence on other tools. They reviewed construction management software and compared software solutions, choosing software solutions that kept financial processes tidy without a free version.
Mesa still uses other software in the business, but they avoided building a fragile chain of extra apps just to present a budget. Tool sprawl turns small issues into big delays, especially when ownership is unclear. Jason wanted fewer moving parts and more reliability.
This is a common lesson across construction firms: the best stack is often the one your team actually uses consistently, not the one with the longest feature list.
Mesa improved bid management by standardizing scope requests and comparing responses consistently. That made it easier to see what was included, what was excluded, and where assumptions differed. It also reduced the time spent chasing clarifications and helped the team provide more accurate estimates.
With better bid management, Jason could explain pricing more clearly to clients. Clarity reduced tension and helped the estimate move to approval faster.
When multiple bids arrive, it is easy to compare totals and miss exclusions. Mesa built a consistent review approach so each quote is evaluated against the same scope. That reduced surprises, helped control labor costs, and protected margin.
It also improved the client conversation. Jason could explain why one bid was higher or lower without sounding vague or defensive.
Mesa sends a single scope package that defines scope and assumptions clearly. Trades respond more accurately when they know what is expected, which reduces follow-ups and speeds the pricing cycle. This structure also makes it easier to manage multiple subcontractors without losing track of details.
A consistent package supports repeatability. When every job starts from a known format, construction estimating becomes less chaotic and more predictable.
Better scope definitions improved subcontractor management because trades were working from the same expectations the client approved. That reduced job site conflicts and “that wasn’t included” conversations. It also supported smoother scheduling and coordination.
Clear scope also helps general contractors stay accountable to the promise made in the estimate. The document becomes the shared reference point for everyone involved.
Mesa evaluated estimating platforms based on how well they support both speed and accuracy. In custom work, you need a balance: enough detail to be credible, but enough flexibility to adapt. Mesa built reusable templates so the team did not start from scratch each time.
These estimating platforms also help prevent errors that creep in during manual data entry. A structured library supports accurate material decisions and reduces avoidable rework.
Jason’s team treats digital estimating tools as a meeting advantage. Being able to adjust scope live changes the tone of conversations because clients see the impact immediately. It also reduces the number of “Let us get back to you” moments that slow the process.
With digital estimating tools, the meeting becomes collaborative. That is how an estimate turns into a decision session instead of an information dump.
Mesa did not need every possible feature. They needed comprehensive features that supported the client conversation, reduced revision time, and improved clarity.
Jason also learned that the best construction estimating software is the one that helps clients decide. Features matter, but adoption matters more.
Mesa prioritized key features that directly affected clarity and speed: visual line items, selectable options, and easy revisions. Those key features let the team keep meetings conversational and productive while still maintaining accurate cost estimates. Over time, those key features also improved consistency across projects.
Mesa also built key features into their templates: standard tiers, defined scopes, and clear inclusions. This is what made the estimating process repeatable.
Mesa uses CRM to track leads, meetings, and follow-up timing. The difference is that the budget itself now supports the sales motion, so follow-ups are shorter and more precise. When a client asks a question, the answer is usually in the estimate, not in someone’s memory.
They also relied on customer support during rollout to refine templates and meeting flow. Strong customer support shortened the learning period and helped the system feel stable. Customer support stayed responsive.
After upgrading their workflow, Mesa shortened the time between first budget presentation and deposit by roughly half. They reduced turnaround time on initial budgets, removed days of revision delays, and improved conversion by aligning design to budget earlier. Clients saw accurate material choices, understood material and labor costs, and felt confident moving forward.
For Mesa, the change was disciplined construction estimating in the construction industry, supported by construction estimating software, modern estimating software habits, and construction software that fit real work. The result was more accurate estimates, better project management, and a calmer path from first conversation to signed agreement—even when competitive pricing was not the goal.
“If it wins you one job a year even, it’s worth it. And it did… We… just landed one of the larger homes we’ve ever landed and I think this had a lot to do with it.”
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