New Construction Estimator and Cost Tracker

Before you purchase a lot or break ground, you need to know exactly what a build will cost — and how every dollar is being spent along the way.

The New Construction Estimator & Cost Tracker is an advanced, automated Excel-based system that gives you total visibility and control over your construction finances.
Unlike static spreadsheets, this tool is fully integrated — enter your expenses once in the Expense Tracker, and they automatically flow into every other report. Instantly see updated totals in your draw schedules, budget comparisons, and financial summaries without re-entering a single number.

Built for builders, developers, and real estate investors, it provides a detailed framework to plan, budget, and monitor every phase of your new build with precision.

With 94 customizable cost categories organized into 15 key project components (based on the AIA industry format), it ensures that no cost is missed — from site prep and permits to interior finishes, landscaping, and final inspections.
Simply plug in your baseline data, adjust your quantities, and the tool generates accurate cost breakdowns that update dynamically as your project progresses.

Bonus Baseline Example

• To help you start faster, the tool includes real 2025 baseline data from an actual new-construction project in Fort Worth, Texas. Use this example to guide your first budget and modify it for your own build.

What’s Included:

Budget Estimator

• Easily create a detailed construction budget or extrapolate from past projects using your own baseline data. Adjust for square footage, bed/bath count, or inflation to forecast your next build. Every cost category can be tailored to your project scope and lender reporting requirements, allowing you to mirror the format your lender expects for draw submissions or financial reviews.

Expense Tracker

• Record every project expense in one central location — including vendor, payee, category, item number, payment method, and draw assignment. Once entered, the data automatically updates all related reports, saving you hours of double-entry and ensuring consistency across your project records. This detailed log also separates holding, purchase, and construction costs, giving you a true picture of your total investment.

Expense Report

• Generates a clear summary of all costs by category, vendor, or payment type. This roll-up view provides professional, lender-ready documentation that reflects where every dollar spent, giving your partners confidence and transparency in your financial management.

Draw Report

• If your lender reimburses construction costs, this report automatically compiles draw data by category. Each expense entered in the tracker is linked to a draw phase, allowing you to instantly produce ready-to-submit draw requests showing total reimbursement amounts per category and phase.

Expenditure Analysis Report

• This is where the power of the system truly shines. The Expenditure Analysis Report automatically compares your original budget vs. actual expenses in real time — but it goes even further. You can estimate the percentage of work completed in each category, and the system will automatically calculate the cost-to-complete for each remaining component.

• This feature gives you an up-to-the-minute view of:

  • Total budgeted vs. actual costs

  • Remaining work by percentage

  • Projected cost to finish the job

  • Updated total project cost and variance

• By combining real-time expense data with progress estimates, you can make data-driven financial decisions mid-project — before issues impact your bottom line.

Dynamic Automated Reports

• Automatically generated professional reports include:

  • Real-time expenditure summary

  • Budget vs. actual analysis with cost-to-complete projection

  • Lender draw tracking

  • Expense breakdown by category and payee

  • Overall financial summary report

• All reports are formatted and ready to share with lenders, partners, or investors.

Key Features

• 94 customizable cost categories within 15 project components (AIA format)

• Fully integrated automation — enter data once, reflected everywhere

• Tailor categories to your project and lender reporting needs

• Built-in contingency allocation for unforeseen expenses

• Dynamic cost-to-complete projections

• Fully compatible with Excel and Google Sheets (no macros required)

• Step-by-step “Read Me” instructions included

Value

• Complete control of your construction budget and spending

• Instant, automated reporting for lenders and partners

• Higher accuracy through cost-to-complete forecasting

• Improved profitability through proactive cost management

• Confidence in every decision from start to finish

Why You’ll Love It

From the first dirt turned to the final inspection, the New Construction Estimator & Cost Tracker keeps your project financially organized and efficient. It’s more than a spreadsheet — it’s your construction finance command center, designed to eliminate surprises, reduce stress, and keep your profits intact.

Revolutionize your approach to real estate investments — embrace efficiency, accuracy, and profitability with our enhanced property tracking tool. Welcome to the future of informed investment decisions.