Square Takeoff FAQ: Common Questions and Fixes

I'm new. Where do I start?

Fix: Running Your First Takeoff - A Comprehensive Guide · Page Management Guide · How to Run Takeoff Without Plans

Scales and measurements

Why are my measurements off?

The scale is the usual cause. Click Scale, pick Imperial or Metric, then choose one of two methods:

Manually Scale Off Measurement: type a known length, then click its start and end points on the plan. This is the most accurate method.

Set Scale Via Page Scale: pick the scale printed on the page. It is faster, but only as accurate as the digital file.

After setting a page scale, check at least two known dimensions with Tools > Dimension Tool.

Fix: How to Scale Plans · Dimension Tool

Can I use two scales on one page?

No, a page takes one scale. Upload the plan twice, scale each copy for its own area, and take off each section on the matching copy. The two copies cannot be merged.

Fix: How to Handle Two Scales on a Single Page

I work in metric. Is there a guide?

Fix: Metric User Guide to Square Takeoff

Users, roles, licenses and billing

How do I add a user?

Go to User Management > User > Add New User, fill in the required fields and select Save. The username must be a valid email address. Square Takeoff does not send an invitation, so you set the email and password yourself and share the login details with the user by email or text.

Fix: How to Add a New User

Why can't a teammate access billing, licensing or templates?

The default User role is restricted from billing, licensing, and adding, editing, reordering or deleting templates. The Administrator role has every permission. To change a role, go to User Management > User, select Edit, choose a Role Name and Save. For a custom role, go to User Management > Roles.

Fix: Manage User Roles and Permissions

How do I add licenses or update billing information?

Licenses: open Licensing in the left menu, change the "how many licenses" field, then select Check Out. A standard subscription includes 5 licenses. You are billed in increments of 5, so going to 6 licenses bills you for 10.

Billing details: select the pencil icon, edit, then select the save icon. You are logged out after about 5 seconds; log back in to confirm the change.

Fix: Updating Your Billing Information | Add/Remove Licenses

I can't see my teammates' projects.

By default, each user sees only their own projects. Team or company visibility has to be set up in User Reporting Structures:

Open User Management and go to User Reporting Structures.

Optionally assign a manager to a group of users. This links the group's projects to that manager. You can skip this step.

Next to each username, select Allow Team to See Projects, Allow Company to See Projects, or both.

Scroll down and save.

Then each user views shared projects from Job Management: select See Team Projects, See Company Projects or both, set the Bid Due Date range, and click Apply. Team and company sharing don't change how managers and users see each other's projects, so the choice is a matter of preference.

Fix: Viewing Team / Company Projects

Mac and browser setup

Right-click doesn't work on my Mac. What do I change?

Square Takeoff runs on PC and Mac, but Mac users must turn on secondary click:

Magic Mouse: System Preference > Mouse > Point & Click > Secondary Click > Click Right Side.

Trackpad: System Preference > Trackpad > Point & Click > Secondary Click > Click with Two Fingers.

Google Chrome is the recommended browser. If you use Safari, switch to Chrome for the best experience.

Fix: Mac User Settings Guide

Where are the keyboard shortcuts and profile settings?

Fix: Takeoff Hotkeys / Shortcuts · Preferred Profile Settings · Understanding Basic Navigation

Reports and exports

Should I use the Takeoff Report or the Estimate Report?

It depends on how you took off the plans:

Takeoff Report: use it when you measured with the simple tools (area, linear, count). It lists each measurement's quantity and unit price.

Estimate Report: use it for material quantities, found under Reports > Estimate. It is built for assemblies and parts, with a detailed breakdown of materials, labor and other components.

If you used an assembly, the parent measurement appears in the Takeoff Report and its parts, which carry the material quantities, appear in the Estimate Report.

Fix: Takeoff Report · Estimate Report

How do I export a report to Excel?

Open the Reports tab and select Takeoff Report. Choose Excel or HTML, group the data by name, description or both, and export all pages or just the current page. Items group together only when their names (or descriptions) match exactly.

My assembly prices are missing or wrong in the Takeoff Report.

Double-click the assembly, update the price per unit (for example cost per linear foot or square foot), then export the report again.

How do I export marked-up plans as a PDF?

Enable the legend.

Use the eyeball icon to hide any assemblies you don't want on the plan or legend.

Select the print button at the top of the page list.

Check the pages to export and select Print.

Read the popup and follow its directions.

Open the bell icon, select View Last Printed File, and download the PDF.

Fix: How to Export Marked up Plans as PDF

How do I send a takeoff to a supplier, or build an invoice or proposal?

Fix: Takeoff to Quote | Sending Takeoff to Supplier · Invoice Report & Invoice Template · Proposal Overview · What is the Estimate Worksheet?

Assemblies, parts and templates

How do I import parts or assemblies?

Both imports use an Excel (.xlsx) file built from Square Takeoff's template, which is attached at the bottom of each help article. The articles don't mention CSV. Fill in the template's pre-mapped columns and keep to the limits below, because a value over its limit or an unlisted Part Type or Assembly Type is the usual reason an import fails.

Parts: in Takeoff open System Config > Import > Part Catalog and upload the completed "Part Catalog Import" file. Match each spreadsheet column to its catalog field, continue, recheck the mapping, then run the import. Template column order: Part Name, Part Number, Part Description, Folder Path, Part Type, Cost Each, Cost Markup, Location, QTY, QTY measurement, Waste %.

Assemblies: in Takeoff open System Config > Import > Template and upload the file from the Assembly Import Template. Map the columns, select Next, verify the mapping, then select Import. The Excel file name becomes the template name, so name the file before you import.

Column	Format required	Used in
Part Name	Up to 200 characters; a recognizable, searchable product name	Parts, Assemblies
Part Number	Up to 20 characters; works like a SKU	Parts, Assemblies
Part Description	Up to 200 characters	Parts, Assemblies
Folder Path	Up to 75 characters; creates a new folder in the parts catalog	Parts, Assemblies
Part Type	Only Material, Labor, Equipment or Other	Parts, Assemblies
Cost Each	Up to two decimal places	Parts, Assemblies
Cost Markup	Up to two decimal places	Parts, Assemblies
Location	Up to 20 characters; appears in estimate reporting	Parts, Assemblies
QTY	Formula field that must include at least Area, Linear or Count; no length limit	Parts, Assemblies
QTY measurement	Up to 20 characters	Parts, Assemblies
Waste %	Whole number	Parts, Assemblies
Assembly Name	Up to 200 characters; groups parts into an assembly	Assemblies only
Assembly Type	Only Area, Linear or Count	Assemblies only

If it goes wrong: an error message can appear even when the import worked, so check the parts catalog (or the Templates Library for assemblies) first. If parts or the template are missing, check the character limits and the Part Type and Assembly Type values, fix the file and import again. If it still fails, contact Square Takeoff support.

Good to know: the parts catalog is separate from the templates library, so updating catalog prices does not change assemblies already in the templates library. A batch assembly import can't bring in part properties, so formulas use hard-coded numbers instead. For more flexible assemblies, the help center suggests building them from scratch.

Fix: Importing Parts · Importing Assemblies · Parts Catalog Overview