Common Issues and Fixes

This article covers common issues you may run into while using Stimaro and the first steps to try before contacting support.

Use this guide when something does not look right during sign-in, library setup, estimating, bid sheet review, reporting, template creation, or export.

Sign-In and Activation Issues

I cannot get past the activation screen

Stimaro uses device-based activation. If the app is not activated, it will stay on the activation screen until sign-in is complete.

Try the following:

1. Confirm your computer is connected to the internet.
2. Click Sign in with your work email.
3. Complete sign-in in your system browser.
4. Wait for the browser to show that sign-in is complete.
5. Return to the Stimaro desktop app.
6. If the app does not update, restart Stimaro and try again.

If your company has not been onboarded yet, your account may not be ready for activation.

The browser says sign-in is complete, but the app is still locked

If browser sign-in completes but Stimaro does not unlock, the app may not have received the activation confirmation.

Try the following:

1. Return to the Stimaro desktop app and wait a moment.
2. Check whether another Stimaro window is open.
3. Restart Stimaro.
4. Try signing in again.
5. If available, open Settings → Account and click Refresh now.

If the issue continues, contact support with your work email address, company name, and the device where you are trying to activate Stimaro.

AI features are disabled

Some AI-assisted features require an active sign-in and a valid license.

Try the following:

1. Open Settings → Account.
2. Confirm your activation status.
3. Confirm AI features are enabled for your account.
4. Click Refresh now to revalidate your license.
5. Make sure your computer is online.

If you have been offline for an extended period, AI features may remain disabled until Stimaro can validate your license again.

Stimaro says my license needs to be refreshed

Stimaro validates your license after activation and periodically while online.

Try the following:

1. Connect to the internet.
2. Open Settings → Account.
3. Click Refresh now.
4. Restart Stimaro if the status does not update.

If your subscription, trial, or company access recently changed, it may take a refresh before the app reflects the update.

Library and Setup Issues

My cost code library is empty

This is normal for a new workspace unless Stimaro configured your company's codes during onboarding.

To add cost codes:

1. Open Libraries from the left sidebar.
2. Select the Cost Codes tab.
3. Click + Add.
4. Enter a code and description.
5. Save the row.

If you already have a spreadsheet of cost codes, use bulk paste instead of entering codes one by one.

I pasted cost codes, but they did not import correctly

Cost code paste works best when your copied data is clean and has two columns: code and description.

Try the following:

1. Open the source list in Excel, Google Sheets, or a text editor.
2. Confirm the first column is the code.
3. Confirm the second column is the description.
4. Remove merged cells, extra notes, blank rows, or unrelated columns.
5. Copy only the rows you want to import.
6. Paste into the Cost Codes grid again.

If the data still imports incorrectly, paste a small sample first to confirm the format.

I cannot save a cost code

Stimaro requires each cost code to be unique.

If a code does not save, check whether:

• The same code already exists
• The code has extra spaces before or after it
• The code is being edited in another row
• The row is incomplete

Try changing the code to a unique value and saving again.

I renamed a cost code and want to know what happens to existing items

If you rename a cost code that is already used on estimate items, Stimaro updates the items that use that code.

You should not need to manually update every item. After renaming, review the affected estimate or report to confirm the change appears as expected.

Rate and Import Issues

I do not see the rate I need when adding a resource

Resource selection depends on the rates in your project or library.

Try the following:

1. Open Rates.
2. Go to the correct rate tab, such as Labor, Material, Equipment, or Subcontract.
3. Confirm the rate exists.
4. Confirm it has a clear code and description.
5. Save any incomplete rows.
6. Return to the item and try adding the resource again.

If the rate belongs in a different category, add it under that category before assigning it to an item.

My rate calculation looks wrong

If a calculated rate does not look right, review the inputs that feed it.

For labor rates, check fields such as:

• Base wage
• Benefits
• Payroll tax percentages
• Workers compensation percentage
• General liability percentage
• Other burden fields

For material rates, check:

• Unit of measure
• Base rate
• Discount percentage
• Sales tax percentage

For equipment rates, check:

• Entry mode
• Daily rate
• Fuel cost
• Repairs
• Insurance
• Other daily cost fields

Small percentage or unit mistakes can create large cost differences later in the estimate.

Spreadsheet import did not map my columns correctly

If an import does not map correctly, check the source spreadsheet.

Try the following:

1. Confirm the header row is clear.
2. Remove duplicate or ambiguous column names.
3. Remove empty columns.
4. Use one sheet or range for the import.
5. Review the column mapping before confirming.
6. Import a small sample first if the file is large.

Do not confirm a large import until the preview looks correct.

Item and Estimate Issues

My item total is zero

An item total may be zero if the item has no resources or if resource quantities or rates are zero.

Check the item details:

1. Open Items.
2. Select the item.
3. Confirm resource details have been added.
4. Confirm each resource has a quantity greater than zero.
5. Confirm each resource has a valid rate.
6. Confirm the factor is correct.

After correcting the detail lines, review the item total again.

My unit cost looks wrong

Unit cost depends on the item total and the quantity used for the item.

Check:

• Takeoff quantity
• Bid quantity
• Unit of measure
• Resource quantities
• Resource rates
• Factor values

If the takeoff quantity and bid quantity are different, confirm that the difference is intentional.

I changed a rate, but I am not sure the estimate updated

Stimaro is designed so linked rate changes flow into items and bid totals.

After changing a rate:

1. Return to the affected item.
2. Confirm the resource line reflects the updated rate.
3. Open the Bid tab.
4. Confirm the bid row and total updated.
5. Run validation before exporting.

If you used a manual write-in row instead of a linked item, that row may not update automatically.

My bid quantity is different from my takeoff quantity

Takeoff quantity is the measured quantity. Bid quantity is the quantity used for pricing or submission.

In many estimates, they are the same. In some estimates, they may be different.

If the bid amount looks wrong, check whether the bid quantity was intentionally changed. If not, update it or clear it so the estimate uses the expected quantity.

Bid Sheet and Markup Issues

My bid total seems too high or too low

Bid totals depend on direct costs and markup settings.

Review:

• Item costs
• Resource quantities
• Resource rates
• Category markups
• Direct cost markup
• Project overhead
• Corporate overhead
• Profit

Use the markup panel and waterfall view to see how the final bid is built from direct costs.

If needed, use the markup simulator to test changes before applying them.

A section subtotal looks wrong

Section subtotals should be created using Stimaro's built-in subtotal tools.

If a subtotal looks wrong:

1. Confirm the correct items are under the section.
2. Confirm the subtotal row was created with the toolbar tool.
3. Avoid manually typing subtotal rows.
4. Recalculate or refresh the bid view if needed.

Manual subtotal rows may not update when items change.

A write-in row did not update when costs changed

Write-in rows may stay static because they are not linked to item detail costs.

If you want a row to update automatically, create a linked item and assign resources to it instead of typing a standalone bid amount.

Use write-in rows only when a fixed manual amount is intentional.

Validation Issues

I see a red validation error

Red validation errors usually indicate something that should be fixed before submission.

Click the validation issue to locate the related row or field.

Common red-error causes include:

• Missing prices
• Missing quantities
• Invalid or zero quantities
• Required fields left blank
• Structural issues in the bid sheet

Fix the issue and run validation again.

I see a yellow warning

Yellow warnings usually mean something may need review but is not always wrong.

Examples may include unusual markup values, missing optional information, or rows that look incomplete.

Review the warning and decide whether it applies to your estimate. If the setup is intentional, you may be able to proceed.

Validation did not update after I fixed something

Validation may need to be run again after edits.

After making changes:

1. Save or leave the edited field.
2. Run validation again.
3. Confirm the warning or error is cleared.

Do not assume validation updates automatically after every change.

Report and Export Issues

The report preview is blank

Reports need project and estimate data to render.

Try the following:

1. Confirm the project has at least one item.
2. Confirm the item has costs.
3. Open the Bid tab and confirm the bid sheet has totals.
4. Return to Reports and select the template again.

Some templates require specific data, such as bid totals, item details, customer information, or rate tables.

The wrong customer or recipient appears on the report

Check the report variables in the right panel.

Try the following:

1. Select the report template.
2. Open the recipient field.
3. Choose the correct customer, owner, vendor, or internal recipient.
4. Review the preview before exporting.

If the customer is missing, add the customer to your library or update the project details.

My logo or signature is missing

Report branding is managed through the Brand Kit.

Try the following:

1. Open your Brand Kit settings.
2. Confirm the logo has been uploaded.
3. Confirm the signature image has been uploaded, if needed.
4. Use PNG files when possible.
5. Return to the report and refresh the preview.

If the logo file path has special characters or the image is not supported, upload a cleaner PNG version.

Export did not open automatically

Check the Open after export option in the export panel.

If the file exported successfully but did not open, locate it in the folder you selected during export and open it manually.

I need a Word document, but Stimaro only exported PDF

Stimaro's standard report flow focuses on PDF and other supported export formats such as Excel or CSV for certain templates.

If you need a Word-style workflow, export the report to PDF and use your preferred document tool to convert or reference it.

Template Issues

I cannot directly import my template file

Stimaro does not currently import standalone template files as live templates.

To use an existing format, use one of these methods:

• Use AI Template Cloner with a PDF, image, or DOCX source document
• Duplicate a built-in template and customize the copy

AI Template Cloner is usually the fastest option if you have a prior bid, proposal, or customer-required format.

AI Template Cloner is not available

AI Template Cloner requires sign-in and AI features enabled for your account.

Try the following:

1. Open Settings → Account.
2. Confirm you are signed in.
3. Confirm your license is active.
4. Confirm AI features are enabled.
5. Click Refresh now if your account status recently changed.

If the feature is still unavailable, contact support or your onboarding contact.

The AI-generated template does not look right

AI-generated templates should be reviewed before use.

For better results:

• Upload a clean source document
• Use a final bid or proposal, not a rough draft
• Avoid blurry screenshots
• Avoid cropped pages
• Use a document that closely matches the layout you want
• Try again with a better source file if the first result is not close enough

If the generated template is mostly right, duplicate or edit it rather than starting over.

A custom template is not available on another computer

Custom and AI-generated templates may be local to the device where they were created, depending on your current Stimaro setup.

If your team needs the same templates on multiple machines, confirm the best workflow during onboarding.

RFQ and Vendor Quote Issues

A vendor quote did not match the right item

Automatic matching can save time, but it should be reviewed.

When importing a quote:

1. Review each extracted line.
2. Check the suggested match.
3. Confirm the unit and quantity.
4. Reassign any incorrect matches.
5. Confirm only after the mapping looks right.

Do not apply quote pricing until you are confident the imported lines match the correct estimate items or resources.

The quote import missed a line

If quote extraction misses information, check the source file.

Try the following:

• Use a clearer PDF or spreadsheet
• Avoid scanned documents with poor image quality
• Confirm the quote includes item descriptions, units, and prices
• Manually enter any missing quote lines if needed

AI and OCR can speed up quote processing, but the final review should still be done by a person.

Applying vendor quotes changed my bid total

This is expected. When locked vendor quotes are applied to the estimate, affected item costs update and the bid total recalculates.

Before applying quotes, confirm:

• The selected vendor price is the one you intend to use
• Units match your estimate
• Quantities match your scope
• The quote includes all required costs
• The vendor scope matches the bid scope

After applying quotes, run validation and review the bid total again.

Offline and Sync Expectations

Can I keep estimating while offline?

Stimaro is designed to support core estimating workflows offline after successful activation and license validation.

While offline, you may be able to continue working on core estimating tasks. Some account-connected, AI, license-refresh, or export-related workflows may require internet access.

Reconnect to the internet and refresh your license if features appear limited.

Something changed, but another device does not show it

Some data and templates may be local depending on your current setup.

If you are using multiple machines, confirm during onboarding which data is local, which data is included in backups, and how your team should share templates or project files.

Before Contacting Support

Before contacting support, try to collect the information that will help us troubleshoot faster.

Helpful details include:

• Your company name
• Your work email address
• The project name
• The area where the issue happened, such as Rates, Items, Bid, Reports, Templates, or RFQ
• What you expected to happen
• What actually happened
• Any error or validation message shown
• Whether you were online or offline
• Whether the issue happened after import, paste, export, activation, or quote processing
• A screenshot, if available

Please do not send sensitive customer data unless it is necessary to troubleshoot the issue.

Quick Fix Checklist

If you are not sure where to start, try this checklist:

1. Save or leave the field you just edited.
2. Refresh the relevant view.
3. Confirm required fields are filled in.
4. Check quantities, units, rates, and factors.
5. Run validation.
6. Review the bid sheet total.
7. Refresh your license if the issue involves account access or AI features.
8. Restart Stimaro if the app appears stuck.
9. Try the action again with a smaller sample if the issue involves import or paste.
10. Contact support if the issue continues.