Overview
When a potential client calls and asks how much their project might cost, you have two options. You can tell them you'll get back to them after building a full estimate, or you can give them a credible range on the spot. The second option wins more work.
Structur's Ballpark feature lets you generate square-footage-based pricing in minutes using your own cost data set on settings, organized by project type and complexity level. Instead of guessing or pulling numbers out of thin air, you're working from a structured table of cost groups with price per square foot set for None, Simple, Intermediate, and Advanced complexity. Select the project type, enter the square footage, rate the complexity of each group, and Structur calculates a pricing range you can share with confidence.
Ballparks are not formal estimates. They're qualification tools designed to help you quickly determine whether a project is worth pursuing before you invest hours in detailed estimating. This guide walks you through setting up your Ballpark Settings and using the feature effectively in your sales process.
Understanding Ballparks
What It Does
The Ballpark feature allows you and your team to:
Generate quick pricing estimates based on square footage, project type, and complexity ratings without building a full line-item estimate
Configure cost groups and price per square foot for each complexity level in Ballpark Settings
Create multiple project types with their own cost group structures and pricing
Rate each cost group by complexity - None, Simple, Intermediate, or Advanced - to adjust the pricing calculation
Manually set a price range to present to clients as a low-to-high estimate
View ballparks in List or Grid view and create multiple ballparks per lead for different scenarios
When to Use It
Ballparks are most valuable when you want to:
Qualify a lead during the initial phone call without spending time on a detailed estimate
Give a client a credible preliminary range before committing to formal estimating
Screen out projects that are clearly outside your price range early in the process
Compare pricing scenarios for different project types or scopes on the same lead
Step-by-Step Instructions
1. Open Ballpark Settings
Before creating your first ballpark, set up your cost groups and pricing. This only needs to be done once and can be updated at any time.
Click Leads or Projects in the left sidebar
Open any lead or project
Click Ballparks in the module top bar
Click the gear icon in the top right to open Ballpark Settings
The Ballpark Settings page is where you configure everything that drives ballpark calculations.
2. Configure Project Types
Project types let you maintain separate cost group structures and pricing for different categories of work. A commercial ground-up build has very different cost profiles than a residential renovation.
Click Manage Project Types in the top right of Ballpark Settings (gear icon)
The Manage Project Types modal opens showing your existing project types
To add a new type, type the name in the Add New field and click Add New Project Type
Drag project types using the six-dot handle to reorder them
Click Close when done
Use the project type dropdown at the top of Ballpark Settings to switch between types and configure each one separately.
3. Configure Cost Groups and Pricing
For each project type, set up the cost groups and price per square foot at each complexity level. This is the data that drives all ballpark calculations.
The table shows four columns for Price per Square Foot:
None - this group is not included in the calculation
Simple - basic, standard work with minimal customization
Intermediate - moderate complexity with some custom elements
Advanced - high complexity, premium materials, extensive customization
For each cost group, enter your price per square foot in each complexity column based on your historical project data and current market rates.
To add a new cost group:
Click + New Group in the top right
Enter the group name and save
Set the price per square foot for each complexity level
To reorder groups: Drag the six-dot handle on the left of any row to move it to a new position.
To edit or delete a group: Click the three-dot menu on the right side of any row.
Note: Keep your pricing current. Review and update cost groups at least monthly and after completing projects where you can compare actual costs to your ballpark rates. Outdated pricing leads to misleading ballparks and awkward client conversations.
4. Create a New Ballpark
Open a lead or project and click Ballparks in the module top bar
Click + New Ballpark in the top right
The New Ballpark modal opens. Fill in:
Title (required) - name it descriptively, for example "Main Residence" or "Guest House Addition"
Square Feet - the total project square footage
Project Type - select from your configured project types
Click Create Ballpark
The ballpark opens showing your cost groups for the selected project type, ready for complexity rating.
5. Rate Complexity for Each Group
Inside the ballpark, rate the complexity of each cost group based on what you know about the project:
None - this group does not apply to this project
Simple - basic, standard work
Intermediate - moderate complexity
Advanced - high complexity or premium requirements
Structur multiplies the selected complexity rate by the square footage for each group and calculates a total. The more accurately you rate each group, the more useful the ballpark will be.
Note: Rate complexity honestly. Under-rating complexity to show a lower number creates problems later when the detailed estimate comes in significantly higher. Ballparks are internal qualification tools first - accuracy matters more than impressing the client at this stage.
6. Set the Price Range
Once the complexity ratings are set, review the calculated total and set a price range to present to the client. The range is manually adjustable, giving you control over how much buffer you want to communicate.
Use a range rather than a single number when discussing ballpark pricing with clients. This sets the right expectation that the number is preliminary and subject to change based on detailed scope development.
7. Edit and Delete Existing Ballparks
Once a ballpark is created it appears in the list view showing the Ballpark #, Title, Date, Range, and Prepared By columns. Each row has an Open button to view the full ballpark and a three-dot menu on the right with two options:
Edit - reopens the ballpark to update the title, square footage, project type, complexity ratings, or price range
Delete - permanently removes the ballpark from the lead
8. Create Multiple Ballparks
You can create multiple ballparks on the same lead to explore different scenarios:
Different project types or scopes
Value engineering options
Phased approaches
Different complexity assumptions
Use List or Grid view in the top right to switch between how ballparks are displayed when you have more than one.
Setting Up Ballpark Settings - Recommended First-Time Setup
If you're configuring Ballpark Settings for the first time, here's the recommended approach:
Start with your most common project type - the one you bid most frequently
Add cost groups that reflect how you typically break down a project scope
Set Simple, Intermediate, and Advanced pricing based on your last 5 to 10 completed projects
Calculate actual cost per square foot from those projects for each group and use those numbers as your starting point
Add additional project types as needed and configure their groups separately
Review and update pricing at least monthly
The default groups in Structur follow a standard construction division structure: General Conditions / Design, Demo, Concrete, Masonry, Metals, Woods and Plastics, Thermal and Moisture, Windows/Doors, Finishes, Specialties, Equipment, Convey, Fire Suppression/Sprinkler, Plumbing, Mechanical, and Electrical. You can keep these, modify them, or replace them with your own structure.
Best Practices
Set up Ballpark Settings before your first client call - having accurate cost data in place means you can create a credible ballpark on the spot rather than making up numbers.
Use historical project data for your pricing - ballparks are only as accurate as the rates you put in. Pull actual cost-per-square-foot data from completed projects and use those as your baseline.
Rate complexity honestly - under-rating everything as Simple to show a lower number creates credibility problems when the detailed estimate comes in much higher.
Present as a range, not a firm number - always communicate ballpark pricing as a preliminary range, not a quote. Set the expectation that detailed estimating will follow.
Update pricing regularly - material and labor costs change. Review your Ballpark Settings monthly and after completing similar projects.
Use ballparks to disqualify as much as qualify - identifying early that a client's budget doesn't match your pricing saves everyone time and protects your estimating resources.
Common Questions
Q: How accurate are ballparks?
A: Ballparks are rough estimates designed for lead qualification, not bidding. Accuracy depends entirely on how current and well-calibrated your cost-per-square-foot data is. A well-maintained Ballpark Settings setup with real historical data can get you within 15 to 20% of a detailed estimate on typical projects.
Q: Should I share ballparks directly with clients?
A: Use judgment. Ballparks are primarily internal qualification tools. If you do share pricing with a client at this stage, present it as a preliminary range in conversation and make clear that a detailed estimate will follow before any formal agreement.
Q: What if my ballpark is significantly different from my detailed estimate?
A: This signals that your Ballpark Settings need updating. Compare the ballpark to the actual estimate line by line, identify which groups were off, and update the pricing in Ballpark Settings so future ballparks are more accurate.
Q: How many cost groups should I have?
A: Start with 8 to 12 major groups that reflect how you actually break down project costs. Too few groups produces inaccurate results. Too many groups makes the ballpark time-consuming to fill out, which defeats the purpose of quick qualification.
Q: Can I have different cost groups for different project types?
A: Yes. Each project type has its own cost group structure and pricing in Ballpark Settings. A commercial ground-up and a residential renovation can have completely different groups and rates.
Q: Can I create a ballpark without a project type configured?
A: You need at least one project type set up in Ballpark Settings before you can create a meaningful ballpark. Set up your most common project type first before using the feature.
Common Mistakes to Avoid
❌ Don't | ✅ Do |
Use placeholder or made-up pricing in Ballpark Settings | Base your pricing on real historical project data |
Rate every group as Simple to show a lower number | Rate complexity honestly so the ballpark is a useful qualification tool |
Present a ballpark as a firm quote to a client | Always present ballpark pricing as a preliminary range |
Forget to update Ballpark Settings as market rates change | Review and update your cost-per-square-foot data at least monthly |
Create only one project type for all work | Set up separate project types for meaningfully different scopes |
Skip ballparking and go straight to detailed estimates on every lead | Use ballparks to qualify leads before committing estimating time |