📌Published December 2025, Last updated: 5.12.2025: Reading time: approx. 1-2 minutes

Choosing the right calculation tool can be the difference between profitable operations and lost time. In 2025, there are many options on the market – from Excel and SmartKalk to my calc and Cordel. But what really sets them apart? And how do you find the solution that fits your projects, budget and workflow?

In this guide, you will get a clear overview of what you should look for, what pitfalls you should avoid, which features you should prioritize based on your business type and working method, and how to choose a tool that pays off in both the short and long term.

Before you choose – map out your needs

Before you look at features and prices, you should understand your own needs. A tool that suits a large contractor may not necessarily suit a small handyman business – and vice versa.

Ask yourself these questions:

What types of projects do we work on? (construction, civil engineering, plumbing, electrical, asphalt, groundwork, etc.)
How many people will use the system – one person or a whole team?
Should the tool be used only for calculations , or also for quotations, follow-up and project management ?
How important are integrations with finance, suppliers or other systems we already use?

Tip:

Must have:

Updated price bank: If prices are not updated automatically, you risk errors in material costs and lost margins.
Ability to calculate both direct and indirect costs: The tool must be able to handle materials, hours, UE, rig & operation, administration and risk, not just "construction costs".
Easy and fast usability: A good tool should save time, not create extra work. It should be intuitive enough that more people can use it without training.
Support for NS standards (NS3420, NS3451, etc.): Makes the estimate more correct and professional, and prevents misunderstandings in both quotes and projects.
Good handling of changes and revisions: A costing system must allow you to update calculations without losing history, especially important in projects where quantities change along the way.

Nice to have:

Integrations with financial and project management systems: Provides more seamless workflow and fewer manual errors in invoicing and project follow-up.
Real-time collaboration for teams: If multiple people are working on the same calculation, you save time and avoid version chaos.
Mobile and web-based access: Allows you to adjust prices, quantities or quotes on the job site, in the office or at home, without being locked to a PC.
Integrations with financial and project management systems: Provides more seamless workflow and fewer manual errors in invoicing and project follow-up.
Real-time collaboration for teams: If multiple people are working on the same calculation, you save time and avoid version chaos.
Tablet and web-based access: Allows you to adjust prices, quantities or quotes on the job site, in the office or at home, without being locked to a PC.

Important criteria when choosing a calculation tool

When choosing a system for costing and project management , there are some important points that can affect your efficiency in everyday life. The table below shows some points and why they matter in practice, so that you can make an informed choice more easily.

Criterion	Why it's important
Ease of use	Time = money. If it takes weeks to learn the system, you will quickly lose efficiency.
Price bank and updates	Avoid manual price adjustments. Choose a system with an automatic and updated price database.
Cloud-based or on-premises	Cloud-based solutions provide access anywhere, no installations, and easier collaboration.
Integrations	A good system should be able to connect to finances, project management, suppliers and other tools.
Support and training	Good support helps you get started quickly – without extra costs every time you need help.

Common mistakes when companies choose tools

Avoid these classic pitfalls:

Focuses only on price, not total cost over time
Hidden costs for training and additional services
Choosing a system that is too complex for small projects
Lack of internal support – no one “owns” the solution
Skipping pre-purchase testing and discovering limitations too late

How my calc differs from traditional systems

A modern calculation system should be easy to get started, easy to learn and flexible to scale. my calc is designed specifically for the construction industry, with a focus on efficiency, collaboration and ease of use.

The system requires no installation, and everything is included in one license, making it easy to start and easy to expand as needs grow. Users get a solution that is both practical and flexible, and that makes everyday life more transparent and user-friendly compared to many older systems.

Why many people prefer my calc :

Updated and automatic price bank
Support for NS standards
Real-time collaboration
Cloud-based solution without installation
One license – everything included

Summary: Find the right tool for your business

Finding the right costing system is about choosing a solution that fits your business size and way of working. Small craft businesses often need a system that is easy to start with, while medium-sized contractors need flexible and efficient solutions that can grow with the business. For large projects or subcontractors, features that support real-time collaboration and give you full control over details are important. The table below shows which my calc solutions are best suited for different types of businesses.

Business type	Recommended solution	Why
Small craft businesses	mycalc Light	Easy start-up, everything included
Medium-sized contractors	mycalc Standard	Flexible, efficient and scalable
Major projects / UE	mycalc Pro	Real-time collaboration and full granular control