There is no universal roadmap for AI adoption. Different companies will do things… well, differently. And that’s A-OK. The important thing is that you don’t let the wildness of the AI frontier scare you.
We've seen contractors moving quickly from curiosity to active implementation of AI estimating tools across the commercial painting industry. To help those who either haven't started or might be feeling stuck on their journey, we interviewed some contractors who have safely arrived on the other side to gain some insights, some findings, and some words of warning. Here are some key findings. (The full article appears in the most recent issue of Commercial Painting Magazine.)
Right Software
Choosing the right software is one of the biggest hurdles that contractors face. A strong needs assessment, research, and considerations of current software were noted as important legwork when making this important decision.
Service Contracting Solutions in Florida implemented Kreo in July 2025, after a full year of evaluating software options. The process began with a robust assessment—identifying the needs, wants, and goals of leadership and estimators.
Some of the most important attributes identified by the team were the practicality of the system: how software handled interior and exterior surfaces, whether it could properly exclude windows and doors, the turnaround time per blueprint sheet, and overall accuracy. Those operational details ultimately mattered more than any of the flashy marketing language (which they found plenty of) around AI capabilities.
For Magnum Drywall, Kreo also hit all their practical needs, but conflicts with another software already used in-house ultimately pushed them to BuzzBID because it integrated more naturally with its existing workflow and felt more familiar to users already accustomed to On-Screen Takeoff (OST).
Right People
Throughout the process, SCS noted the importance of involving the right people and ensuring clear communication to avoid confusion and frustration. Overcoming the mental hurdles of change and allaying concerns of downsizing ensured estimators were motivated to make the change and gave them a voice in choosing a software they would actually use.
Instead of executives making a top-down technology decision, they intentionally placed estimators at the center of testing and selection.
Even for those not centrally involved in the new technology, the company keeps open communication about technology decisions, focusing on explaining why changes were being made and explaining how the technology creates opportunities instead of eliminating roles. They even set aside time to listen to concerns so that solutions can be found together.
Peer Collaboration
For Magnum, peer collaboration also played a huge role in their selection process. After SCS completed its Kreo implementation, the company openly shared lessons learned and even hosted demonstrations to help Magnum speed up its evaluation process.
That willingness to share operational knowledge reflected a broader culture within the commercial painting industry—and particularly within the CPIA network—where contractors often help one another navigate emerging technologies rather than treating every process as proprietary.
Words of Warning
Though both contractors reported success with their adoption, they also warned of complications that required attention.
Vendor claims. Contractors noted that many platforms marketed as “AI estimating software” contain only limited AI functionality. Before purchase, get your expectations in check, do thorough research, and don't forget reference checks.
Training. This is not an out-of-the-box solution. AI requires a lot of training and refinement to teach the software how you estimate, communicate, and organize.
Know Your Stack. As Magnum found out, not everyone plays together. Ensure that you have checked and double-checked that the new software doesn't conflict with what you already have in-house.
Even though the processes were different, one thing was clear — AI estimating is no longer a distant concept. Contractors are actively testing it, refining it, and integrating it into real-world operations right now. Those who approach implementation strategically may gain significant advantages in speed, efficiency, and scalability moving forward.
Want to read the whole article? Read A View From the Frontier in our latest issue.
Want to learn more about shopping and troubleshooting AI estimating software from the people who have actually implemented it? Join us at the CPIA Leadership Conference in September for panel discussions and peer-to-peer conversations on the topic. Register today.
