Kick-Off Meeting

Before your Kick-Off Meeting, it’s important to complete the following setup steps. These will ensure your CUBE platform is ready for configuration and allow the meeting to focus on aligning goals and objectives.

• Meet Your CUBE Team Member – Get introduced to your dedicated onboarding specialist, who will guide you through the adoption process.
• Platform Introduction – Review the CUBE platform’s structure, core modules, and how they connect to your workflows.
• Define Objectives & Goals – Establish what success looks like for your team (e.g., faster estimating, improved accuracy, streamlined workflows).

Phase 1: Set Up Your Core System (1-3 Days)

Why Phase 1 Matters 

Phase 1 is the cornerstone of your CUBE setup. Establishing a strong template library provides the structure needed for accurate and consistent estimating across all projects. By customizing templates to match your standards and leveraging marketplace resources, you create a scalable system that reduces errors, accelerates setup, and sets the stage for efficient operations moving forward.

Step 1: Create Your First Estimate in CUBE

Log into CUBE, open the Estimating Module, and click “New Estimate.” Enter the project name, client, and type, then begin adding systems and tasks using the built-in libraries or templates. As you build, CUBE automatically calculates costs, labor, and markup, giving you a clear picture right away.

Why this is vital: This step sets the foundation for the entire project. It creates the structure all future details connect to, ensures accuracy from the start, and leverages CUBE’s automation to save time. More importantly, it gets momentum going—you move from ideas to a real, working estimate that you can refine and finalize in the next steps.  

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Step 2: Establish Your Template Library

Use the CUBE Marketplace to pull in pre-built templates, then customize them with your own components, BOM, scope, and materials. Add bulk purchase options or preferred vendors to speed setup and cut costs.

Why this is vital: Templates eliminate repetitive work, create consistency across projects, and ensure every estimate starts from a solid foundation. By customizing once and reusing often, you save time, reduce errors, and enable your team to work faster and more accurately. This step transforms CUBE from just a tool into your own tailored estimating system.

• Leverage CUBE Marketplace – Select pre-built templates to standardize estimating.
• Customize Your Templates – Modify components, BOM, scope of work, controllers, and materials.
• Optimize for Efficiency – Use bulk purchases to maximize value and speed up setup.

Outcome: A ready-to-use template library for consistent, scalable estimating.

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Phase 2: Configure Cost and Labor Data (1-2 Days)

Why Phase 2 Matters 

Phase 2 ensures your estimates reflect the true cost of labor and resources. By defining labor rates, configuring cost codes, and establishing labor ratios, you build accuracy directly into the system. This step eliminates guesswork, strengthens budgeting, and guarantees that every estimate is backed by precise, real-world cost data. With this foundation, your team can bid confidently and maintain profitability across projects.

Step 3: Connect Your Account with Alps Controls

Link your CUBE account to Alps Controls to enable seamless integration:

• Access Integrations – Navigate to the integration settings in CUBE.
• Select Alps Controls – Enter your API credentials or login details to establish the connection.
• Verify Sync – Confirm that projects, hardware, and data flow correctly between CUBE and Alps Controls.

Why this is important: Connecting to Alps Controls ensures your estimates and project data pull directly from live, accurate sources. This eliminates manual data entry, reduces errors, and keeps your team aligned with the latest information from the control system.

Outcome: A fully integrated workflow where CUBE and Alps Controls share accurate, real-time project data.

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Step 4: Define Labor & Cost Codes

Set up the financial backbone of your estimates by configuring labor and cost structures in CUBE:

• Set Labor Rates – Enter hourly costs for each labor type (e.g., technician, engineer, project manager).
  
• Configure Cost Codes – Categorize labor types to align with your budgeting and reporting standards.
  
• Establish Labor Ratios – Define task-to-I/O count ratios so costs scale accurately with project size.
  

Why this is important: Defining labor rates, cost codes, and ratios upfront ensures every estimate reflects true project costs. Without this step, you risk underpricing labor, misallocating resources, or producing inaccurate budgets. By standardizing these inputs, you build consistency, protect profitability, and give project managers a reliable baseline for scheduling and execution.

Outcome: Every estimate automatically includes accurate labor costs, improving precision and confidence in your numbers.

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Step 5: Review and Update Controller Hardware

Verify that the controller hardware in your estimate is accurate and up to date:

• Check Controller Types – Confirm that each system is paired with the correct controllers.
  
• Update Hardware Specs – Adjust quantities, models, and configurations to match project requirements.
• Align with Standards – Ensure controllers comply with company standards, preferred vendors, and latest technology updates.

Why this is important: Controllers are central to every BMS project. Outdated or mismatched hardware leads to inaccurate costs, design issues, and installation delays. Reviewing and updating them ensures your estimates reflect real-world conditions, vendor availability, and technical requirements.

Outcome: Your estimates include the right controller hardware from the start, ensuring accuracy in both costs and system design.

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Step 6: Review and Update Labor Ratios

Fine-tune the labor ratios in CUBE to make sure costs scale correctly with project size:

• Validate Task-to-I/O Ratios – Confirm that each task has an appropriate ratio tied to system inputs/outputs.
  
• Adjust for Project Type – Update ratios to reflect differences in complexity (e.g., retrofit vs. new construction).
  
• Align with Field Feedback – Incorporate lessons learned from technicians and project managers to improve accuracy.
  

Why this is important: Labor ratios directly affect how much time and cost are assigned to each system. If ratios are outdated or misaligned, estimates may understate effort, inflate costs, or create scheduling issues. Reviewing them ensures your estimates reflect real-world labor demands.

Outcome: Accurate, field-tested labor ratios that keep estimates realistic, competitive, and profitable.

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Step 7: Set Up Material and Wiring Costs (Optional)

Enhance estimate accuracy by adding material and wiring cost structures:

• Input Wiring Components – Enter wiring materials in the Parts Section for full cost visibility.
  
• Map Wire Types – Link each part to its specific wire type to ensure structured cost tracking.
  
• Configure Raceway Costs – Review and customize conduit kits so raceway pricing matches project standards.
  

Why this is important: While optional, setting up material and wiring costs creates a more realistic picture of total project expenses. Without it, estimates may overlook hidden costs that impact profitability.

Outcome: Reliable, detailed pricing that covers wiring and raceway costs, helping you avoid surprises during execution.

Phase 3: Validate and Optimize (1-3 Days)

Why Phase 3 Matters 

Phase 3 ensures your system is ready for real-world use. By testing estimates and training your team, you validate accuracy, refine processes, and build confidence before moving into live projects.

Step 8: Test Estimates & Train Your Team

Before rolling out CUBE for live projects, validate your setup and bring your team up to speed:

• Run Sample Estimates – Create test estimates and compare results against past projects to confirm accuracy.
  
• Conduct a Team Review – Walk through the process with your team, align on workflows, and resolve questions.
  

Why this is important: Testing ensures your templates, labor rates, and cost structures produce accurate results before going live. Training equips your team with the knowledge to use CUBE consistently and confidently.

Outcome: A proven estimating process that’s accurate, standardized, and ready for deployment on real projects.

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Phase 4: Deploy and Optimize (Ongoing)

Why Phase 4 Matters 

Phase 4 turns preparation into long-term results. By deploying CUBE on live projects, monitoring performance, and refining data, your team ensures estimates stay accurate and efficient. As you scale and automate, CUBE grows with your business, continuously improving processes and supporting sustainable, scalable success.

Step 9: Implement CUBE in Live Projects

Put your setup into action by using CUBE on real jobs:

• Apply Templates & Cost Data – Build estimates directly from your customized libraries and labor structures.
  
• Monitor Performance – Track how estimates compare to actual project results to catch gaps or inefficiencies.
  
• Refine Part Associations – Optimize frequently used components for smoother, more accurate estimating.
  

Why this is important: This step takes CUBE from setup to real-world application. Monitoring results ensures your estimating process delivers accuracy and value in practice, not just in theory.

Outcome: A fully operational estimating process that reflects real project conditions and drives consistency.

Step 10: Scale & Automate

Expand your estimating power and continuously improve with automation:

• Minimize Data Imports – Use Alps Store to selectively integrate key components without overloading the system.
  
• Continuously Improve – Adjust labor rates, wiring, and raceway costs based on actual project performance.
  
• Expand Template Library – Add new systems and templates over time to increase coverage and efficiency.
  

Why this is important: Scaling and automating ensures CUBE evolves with your business. Instead of rework or manual updates, you leverage automation to save time, reduce errors, and keep your estimates sharp as your projects grow.

Outcome: A fully optimized, automated estimating process that improves accuracy, efficiency, and scalability across the organization.

Summary: A 10-Step Path to Success

1. Create Your First Estimate in CUBE
2. Establish Your Template Library
3. Connect Your Account with Alps Control
4. Define Labor & Cost Codes
5. Review and Update Controller Hardware
6. Review and Update Labor Ratios
7. Set Up Material and Wiring Costs (Optional)
8. Test Estimates & Train Your Team
9. Implement CUBE in Live Projects
10. Scale & Automate

By following this structured approach, your team can implement CUBE quickly, reduce manual effort, and improve estimating accuracy.

Start today and transform your BMS estimating process with CUBE! 

Thank You!