Overview
Ballparks are your secret weapon for quick lead qualification. When a potential client calls asking "How much will this cost?", you need a fast, reliable way to provide ballpark pricing without spending hours on a detailed estimate.
This guide shows you how to use Structur's Ballpark feature to quickly generate rough estimates, qualify leads faster, and set realistic client expectations.
Understanding Ballparks
What It Does
Ballparks help you provide quick pricing estimates based on:
Square footage
Project type
Complexity ratings
Historical cost data
Market pricing
When to Use It
Use Ballparks to:
Quickly qualify leads during initial calls
Provide preliminary pricing without detailed estimating
Gauge project feasibility before investing time
Set realistic budget expectations with clients
Screen out projects outside your price range
Accessing Ballparks
Navigate to the Leads section in your Structur dashboard
Open a specific lead
Go to Preconstruction section
Select Ballparks
You'll see all ballparks created for this lead.
Setting Up Ballpark Settings
Before creating your first ballpark, configure your settings:
Click Settings in the Ballparks section
Review and customize:
Cost Groups
Add or edit cost groups relevant to your work
Examples: Foundation, Framing, Electrical, HVAC, Finishes
Customize based on your typical project breakdown
Cost per Square Foot
Set default cost per square foot for each group
Base on your historical project data
Adjust for current market conditions
Update regularly as costs change
Project Types
Create project type categories
Examples:
Commercial Ground-up
Commercial Renovation
Residential Custom Home
Multi-family
Tenant Improvement
Each type can have different cost groups
Creating a New Ballpark
Step 1: Start a New Ballpark
Click New Ballpark
A new ballpark form opens
Step 2: Enter Project Details
Square Footage:
Enter the total project square footage
This is the foundation for all calculations
Project Type:
Select from your configured project types
This determines which cost groups appear
Different types = different scopes
Step 3: Rate Complexity
For each cost group, rate the complexity:
Simple:
Basic, standard work
Few customizations
Lower cost per square foot
Intermediate:
Moderate complexity
Some custom elements
Mid-range cost per square foot
Advanced:
High complexity
Extensive customization
Premium materials
Higher cost per square foot
The complexity rating adjusts the cost calculation for each group.
Step 4: Review and Adjust Costs
Review Each Line:
Check the calculated cost per square foot
Verify it aligns with current pricing
Adjust individual groups as needed
Consider:
Current material costs
Labor availability
Project location
Special requirements
Market conditions
Step 5: Add Markup (Optional)
Apply a markup percentage to the overall estimate
This accounts for:
Overhead
Profit
Contingency
Risk factors
Step 6: Review the Price Range
Ballparks provide a range:
Low end: 90% of calculated estimate
High end: 110% of calculated estimate
This range gives you flexibility when discussing pricing with clients.
Viewing and Managing Ballparks
View Options
Switch between:
List View:
Detailed spreadsheet-style layout
See all ballpark details at once
Easy sorting and filtering
Grid View:
Visual card-based display
Quick overview of multiple ballparks
See key metrics at a glance
Multiple Ballparks
You can create multiple ballparks for a single project:
Different project types
Various scopes
Multiple pricing scenarios
Value engineering options
This helps you explore different approaches with the client.
Using Ballparks in Your Sales Process
During the Initial Call
Ask for square footage
Discuss project type
Create ballpark while on the phone
Provide pricing range immediately
Build credibility with instant response
Following Up
Email the ballpark range
Discuss next steps
Move qualified leads to detailed estimating
Archive leads outside budget range
Qualifying Leads
Ballparks help you quickly identify:
Good Fits:
Budget aligns with pricing
Scope matches your expertise
Worth detailed estimating time
Poor Fits:
Budget too low for scope
Project type outside your range
Better to decline early
Best Practices
Keep Cost Data Current
Regular Updates:
Review cost per square foot monthly
Adjust for market changes
Update after completing similar projects
Track actual costs vs. ballpark estimates
Historical Data:
Use completed project data
Calculate actual cost per square foot
Feed this back into ballpark settings
Improve accuracy over time
Complexity Ratings Matter
Be Realistic:
Don't under-rate complexity to win work
Consider all project factors
Account for site conditions
Include special requirements
Examples:
Simple: Standard office space, basic finishes
Intermediate: Custom retail, upgraded finishes
Advanced: High-end restaurant, complex systems
Use Ranges Wisely
Client Communication:
Present as a range, not exact number
Explain what could affect final price
Set expectation for detailed estimate
Don't overpromise on low end
When Presenting:
"Based on similar projects, we typically see $X to $Y per square foot"
"This ballpark helps us confirm we're in the same range before detailed estimating"
"Final pricing will depend on specific selections and site conditions"
Ballpark to Estimate Transition
When a lead qualifies after ballparking:
Move lead to Qualified Lead or Estimating stage
Create a detailed estimate
Use ballpark as a sanity check
If detailed estimate varies significantly, investigate why
Refine ballpark settings for future accuracy
Improving Ballpark Accuracy
Track Performance
After project completion:
Compare ballpark to actual costs
Calculate actual cost per square foot
Note where ballpark was off
Adjust settings accordingly
Document Assumptions
When creating ballparks, note:
What's included
What's excluded
Special conditions
Complexity factors
This helps explain variances later.
Common Questions
Q: How accurate are ballparks?
Ballparks are rough estimates, typically ±10-20% depending on project complexity. They're for qualification, not bidding.
Q: Should I send ballparks to clients?
Use judgment. Ballparks are primarily for internal qualification. For clients, consider presenting as a range in conversation rather than formal documentation.
Q: Can I create ballparks for projects already in progress?
Yes, but ballparks are designed for the qualification phase. For active projects, use detailed estimates.
Q: What if my ballpark is way off from the detailed estimate?
This indicates your cost per square foot settings need adjustment. Review and update based on actual project data.
Q: How many cost groups should I have?
Start with 8-12 major groups. Too few = inaccurate; too many = time-consuming. Find your balance.
Common Mistakes to Avoid
❌ Don't | ✅ Do |
Use outdated cost per square foot data | Update costs based on completed projects |
Rate everything as "simple" to appear cheaper | Rate complexity honestly |
Present ballparks as firm quotes | Clearly present as preliminary pricing |
Skip the markup for overhead and profit | Include appropriate markup |
Forget to consider site conditions | Consider project-specific factors |
Create too many project types (causes confusion) | Keep project types simple and clear |