A strong estimate begins before the first price is entered. Use this checklist to collect the information that affects scope, labor, materials, scheduling, and risk. Adapt it to your trade and local requirements.
Important: This checklist supports your process; it does not replace measurements, code research, supplier quotes, engineering, licensing requirements, or professional judgment.
1. Customer and project basics
- Customer name, phone number, and email
- Project name and complete job address
- Best method and time for follow-up
- Property access, parking, gate, pet, and occupancy considerations
- Target start date, deadline, and scheduling constraints
- Who is authorized to approve scope and changes
2. Walkthrough and existing conditions
- Confirm permission before recording, photographing, or filming
- Measure each affected area and note how measurements were taken
- Photograph existing finishes, damage, utilities, and access routes
- Identify items that must be protected, moved, disconnected, or removed
- Look for concealed-condition risk: rot, water, wiring, plumbing, structure, or hazardous material
- Record customer preferences, priorities, and decisions still pending
3. Define the scope in buildable steps
- Site preparation and protection
- Demolition, removal, hauling, and disposal
- Framing, rough work, and required trade work
- Materials, products, model numbers, colors, and finish levels
- Installation, finishing, touch-up, and cleanup
- Inspections, permits, testing, delivery, and equipment
- Explicit exclusions—what is not included
4. Build the price
- Material quantities include a documented waste factor where appropriate
- Current supplier prices and delivery charges are verified
- Labor includes setup, production, cleanup, supervision, and return trips
- Subcontractor quotes are current and their scope matches yours
- Equipment rental, fuel, dump fees, travel, and mobilization are included
- Overhead and profit are applied using your company’s pricing method
- Taxes are applied correctly for your location and type of work
- Contingency or unknown-condition allowances are clearly explained
5. Clarify allowances, changes, and terms
- Allowances identify the item, included amount, and adjustment method
- Change orders require written approval before additional work begins
- Payment schedule and deposit terms are clear and lawful
- Estimate expiration date is included
- Warranty language and owner-supplied item responsibilities are stated
- Schedule is described as an estimate when conditions may change it
6. Final review before sending
- Customer name, address, project, and contact information are correct
- Every verbal promise appears in the written scope—or is removed
- Quantities and arithmetic have been checked
- Local labor, material, tax, permit, and disposal pricing is current
- Assumptions, exclusions, allowances, and optional work are easy to find
- The estimate is understandable to someone who was not at the walkthrough
- A copy is saved under the customer’s record
Turn job details into an editable draft.
Speak measurements, record permitted audio, or paste written notes. BidCraft organizes the scope, drafts line items, and keeps the estimate under the customer.
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