Project Specifications, or Specs, are used to detail the scope of work, materials, installation documentation and more. It's common for builders to have a Spec template outlining each type of job or custom build. 

The use of Specs are individual to each company, but are generally shared to the internal team, clients, and subcontractors. A simplified version is often provided to the client during the proposal process, while a detailed version is provided to subcontractors or internal team during the bidding process. 

To begin, select the Specs tab within the Plans and Specs feature. 

Select + Specification.

Add all information into the text box. Specifications can be utilized throughout the job. You can add images and links using the toolbar at the top. When ready, select Publish.

After you hit Publish, you will be prompted to set the Viewing Permissions. Choose whether you would like to share this Spec with your Client or Subs/vendors (this is a view-only permission). When ready, select Publish again.

Specifications can be viewed in either Book View or List View, depending on your preference. You may toggle between these views at any time.

To edit existing Specs, you can click the Edit Icon from the Book or List view depending on your viewing preference.

Book View:

List View:

Or, open the Specification and select the pencil icon to edit.

Once complete, click Save.

 

Use the 3 dots in either view to Edit Viewing Permissions, Print, or Delete.

 

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Creating Specifications from an Estimate 

Create or Link a Spec from an Estimate Group

From the Estimate:

1. Locate the desired group 
2. Select the Spec icon within the group
3. Use the side panel to:
   1. View linked Specs
   2. Connect an existing Spec
   3. Select + Spec to create a new one 

Creating or editing a Spec will open the Specification editor. 

Automatically Generate a Specification

When selecting + Spec, Buildertrend automatically generates a Specification using the Estimate group data. 

The generated Specification includes:

• Group title (used as the Specification title) 
• Group or subgroup descriptions
• Cost codes as section headers
• Line items listed under each cost code
• Line item details including titles, descriptions, quantities, and units 

If creating from a parent group, all nested subgroups are included as separate sections within the same Specification.

How Estimate Data is Structured in the Spec

Generated Specifications follow a consistent structure:

• Cost Codes are organized into sections
• Line items appear as bulleted lists under each cost code
• Line item titles are bolded for readability
• Quantity and unit details are included inline
• Group-level descriptions appear before cost breakdowns

This structure helps reduce manual entry while keeping documentation consistent across jobs. 

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Creating Specification Templates

Once you have a standard Specification built out, it's recommended to create a Template for future jobs.You may create a Specification Template by navigating to the Job Info, and selecting "Copy to Template" from the bottom 3 dot options.

To open, view or edit the Template, navigate to the Templates menu, then select your new Template from the Template List. 

Hover and click on the desired feature from the top navigation bar to be taken into the feature.

 

 

When making the template, if you do not wish to copy over any information outside of Specs, select Options from the Job Info.

 

Scroll down to Template Options and select the checkbox the "Make this job a working template". Add a name, then save.  

Internal Users, including Custom Roles, must have View, Add, Edit and/or Delete Specification permissions enabled to properly interact with this feature.

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Plans and Specifications may be attached to Bids before they're released to your subcontractors and vendors to provide more information about the job.

To begin, navigate to the Financial header and click on Bids.

Click on an existing open Bid, or create new by selecting + Bid Package.

Within the Bid, select View Plans and Specs to link relevant information to your bid package.

• Plans tab: Link existing plans for visual context
• Specs tab: Link an existing specification or select + Spec to create one on the spot

Subcontractors accessing Bids externally from Buildertrend will see Spec information embedded within the Bid. Subcontractors accessing Bids from within Buildertrend will only have Spec view and print access.

When linked, Bids can be accessed from within the Specification.

 

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Linking Plans and Specifications to Purchase Orders

Plans and Specifications can be linked directly to Purchase Orders to provide clear, up-to-date context for your team and subcontractors. 

Linking ensures that drawings and documentation stay connected to your financial workflows and automatically reflect the most recent updates. 

To begin, navigate to the Financials menu and select Purchase Orders.

Click on an existing Purchase Order, or create new by selecting + Purchase Order.  

Within the Purchase Order, select View Plans and Specs.  

• Plans tab: Link existing plans for visual context
• Specs tab: Link an existing specification or select + Spec to create one on the spot

Subcontractors accessing Purchase Orders externally from Buildertrend will see Spec information embedded within the Purchase Order. Subcontractors accessing Purchase Orders from within Buildertrend will only have Spec view and print access.

When linked, Purchase Orders can be accessed from within the Specification.

Subcontractors accessing Bids externally from Buildertrend will see Spec information embedded within the Bid. Subcontractors accessing Bids from within Buildertrend will only have Spec view and print access.

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Linking Specifications to Selections 

Link Specifications to your Selection Options to clearly define how each choice should be built, installed, and executed. This helps prevent scope drift and ensures your team understands the intended outcome. 

To begin, navigate to the Selections feature and open a Selection. 

Click on an existing Option, or create new by selecting + Option.  

 Within the Selection Option, select View and link specs to add relevant Specifications.