What Contractors Should Do When Your Estimating Software Shuts Down

When you run a service contracting business, your estimating and project management software becomes the backbone of your daily operations. From turning measurements into accurate proposals, to scheduling work, to keeping projects on track, the right system keeps your team productive and your customers confident.

So when a software vendor announces that its platform will shut down—sometimes with only a few months’ notice—it can feel disruptive and overwhelming. The good news: with a clear plan, you can protect your data, maintain business continuity, and transition to a new system smoothly.

This guide outlines the steps contractors should take immediately, what to look for in a replacement platform, and how to stay in control throughout the process.

1. Act Quickly to Secure Your Data

Before anything else, safeguard the information that keeps your business running.

Export and download:

• Client lists
• Project history
• Products, services, and pricing
• Proposal templates or item libraries
• Download Document Formatting and samples

Most platforms allow exports to CSV or Excel. Complete this step early—waiting increases the risk of outages, limited support, or disappearing access.

2. Plan Your Transition to a New Platform

Once your data is secure, begin evaluating the next solution. Switching systems doesn’t have to be chaotic if you use a structured approach.

Questions to Ask When Evaluating Alternatives:

1. Is the workflow similar to what my team already knows? Familiarity shortens training time and reduces mistakes.
2. How strong is onboarding and setup support? Some platforms offer hands-on assistance, while others leave you to figure things out.
3. Will I lose functionality? If the new software requires add-on tools or multiple subscriptions, complexity and costs climb quickly.
4. Will my business continuity be protected? The best platforms help your team continue serving clients without downtime.
5. Contractors often underestimate how much setup and training influence long-term success. Your next system should feel like a step forward—not a patch job.

3. Understand the Long-Term Considerations

When choosing a replacement, look beyond immediate needs.

Key long-term factors:

• Ability to scale with your business
• Ongoing release updates and customer support
• Transparent data ownership
• Stability and reputation of the vendor

A dependable software partner reduces risk and gives you confidence that today’s solution will still serve you tomorrow.

4. Warning Signs of an Unstable Vendor

Whether evaluating a new platform or reassessing an existing one, watch for indicators that a vendor may be struggling:

• Modernization slows down or stops
• Support responsiveness declines
• Company leadership turnover or restructuring
• Rumors of sale, acquisition, or financial trouble

These signals don’t guarantee closure, but they are worth taking seriously—especially if your business depends heavily on the system.

5. A Real-World Example Affecting Contractors Right Now

Across industries we serve, we’ve recently heard from many painting contractors who are facing an unexpected transition.

PEP Cloud, the pioneer cloud based software for painting companies,  announced it will shut down by February 2026, giving its users limited time to secure data, evaluate new systems, and prepare their teams. While the timing avoids peak season, it still overlaps with critical estimating and scheduling cycles for many contractors.

The lesson: early action leads to smoother transitions.

6. What to Look For in a Replacement System

A modern estimating platform should support both your sales and production workflow—not force you into additional tools or subscriptions.

Look for features such as:

• Fast, accurate estimating
• Area-measurement-based pricing
• Budgeted labor hours for crews
• Project management tools for managers and field teams
• Expense tracking and profitability insights
• Flexible contracts without long-term lock-ins

Annual plans with deep discounts often mask missing features that only become evident after months of real use.

The right system should simplify your operations—not complicate them.

7. Staying in Control Through the Transition

To minimize disruption:

1. Export and safeguard all your data
2. Research new vendors and compare capabilities
3. Avoid settling for software that requires multiple add-ons to function
4. Choose a platform with strong onboarding and live support
5. Train your team early to avoid a scramble near the shutdown date

A structured transition protects your business and your clients.

8. How Estimate Rocket Can Help

We’ve helped many contractors transition from discontinued or legacy estimating systems. Our team understands the challenges—from data migration to retraining crews—because we’ve guided companies through this process many times.

If you're navigating a software shutdown, we can:

• Review your existing setup
• Share best practices for transitioning smoothly
• Help you compare options
• Support your onboarding if you choose to move forward

Whether you ultimately choose Estimate Rocket or not, we’re here to help contractors stay in control during a stressful moment of change.

When a software vendor shuts down, the most important thing is regaining control quickly and confidently. With the right plan, contractors can preserve their data, maintain operations, and switch to a new system without losing momentum.

If you’re evaluating platforms or simply want to understand best practices for a smooth transition, our team at Estimate Rocket is available to guide you through the process. We’ve supported many contractors making similar transitions, and we’re here to help you make a decision that supports your long-term success.