Use this estimate as both a polished client proposal and an internal pricing worksheet. Keep inclusions, allowances, and assumptions explicit so approvals happen faster and surprises become signed change orders instead of arguments.
Bid intake & scope definition
| Area / phase | Notes | Included? | Client priority |
|---|
| Preconstruction / permits | | Yes / No | High / Med / Low |
| Site protection / demo | | Yes / No | High / Med / Low |
| Framing / structural | | Yes / No | High / Med / Low |
| Windows / exterior openings | | Yes / No | High / Med / Low |
| Mechanical / electrical / plumbing | | Yes / No | High / Med / Low |
| Insulation / drywall | | Yes / No | High / Med / Low |
| Cabinets / millwork | | Yes / No | High / Med / Low |
| Countertops / tile | | Yes / No | High / Med / Low |
| Flooring / paint / trim | | Yes / No | High / Med / Low |
| Final clean / closeout | | Yes / No | High / Med / Low |
Site conditions / assumptions
Before pricing
- Verify access, staging, parking, and working hours.
- Confirm existing conditions, hidden damage, and utility shutoffs.
- List owner-supplied materials or specialty fixtures early.
- Note permit, engineering, HOA, or lender requirements.
Allowance controls
- Mark every allowance and finish selection still pending.
- Write pricing validity period before presenting the estimate.
- Clarify what triggers a change order before work begins.
- Keep one client-facing copy and one internal pricing copy.
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Detailed pricing worksheet
| Line item | Qty / unit | Materials | Labor | Sub / equip. | Markup % | Line total |
|---|
| Mobilization / permits | | | | | | |
| Demolition & disposal | | | | | | |
| Temporary protection | | | | | | |
| Framing / carpentry | | | | | | |
| Windows / doors | | | | | | |
| Plumbing rough / fixtures | | | | | | |
| Electrical rough / trim | | | | | | |
| HVAC rough / trim | | | | | | |
| Insulation / drywall | | | | | | |
| Cabinets / millwork | | | | | | |
| Countertops / tile | | | | | | |
| Flooring | | | | | | |
| Paint / finishes | | | | | | |
| Punch / cleaning | | | | | | |
| Contingency / allowances | | | | | | |
| Subtotal | | | | | | |
| Estimated taxes / permit pass-through | | | | | | |
| Total estimated price | | | | | | |
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Payment schedule
| Milestone | Due date | Percent / amount | Notes |
|---|
| Deposit | | | Due at signing |
| Start of rough work | | | |
| Mid-project progress draw | | | |
| Substantial completion | | | |
| Final completion / closeout | | | After punch list is complete |
Exclusions / clarifications
- Unforeseen concealed conditions are excluded until documented and priced.
- Owner-requested upgrades after approval require a signed change order.
- Any long-lead allowance item must be selected in time to maintain schedule.
- Utility company fees, lender fees, and third-party testing are billed as pass-through unless included above.
Client acceptance
Acceptance of this estimate authorizes the contractor to prepare final contract documents consistent with the approved scope and pricing assumptions shown here.
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This agreement is designed for residential or light commercial work. Complete every blank, attach the final estimate and drawings, and keep executed copies with your project file.
Scope of work
| Exhibit / attachment | Description | Included? | Notes |
|---|
| Exhibit A | Approved estimate and schedule of values | Yes | |
| Exhibit B | Plans / sketches / scope narrative | Yes | |
| Exhibit C | Selections / allowances schedule | Optional | |
| Exhibit D | Site rules / HOA / lender requirements | Optional | |
Contract price and payment terms
| Payment item | Amount / percent | Due condition | Notes |
|---|
| Deposit | | At execution of contract | Secures scheduling and procurement |
| Progress draw 1 | | Upon completion of rough-in milestone | |
| Progress draw 2 | | Upon completion of finish milestone | |
| Retainage / final payment | | At substantial / final completion | Subject to punch-list closeout |
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Owner responsibilities
Access & jobsite readiness
- Provide legal access to the property during working hours.
- Protect pets, valuables, and personal items not in the work zone.
- Maintain utilities required for construction unless otherwise agreed.
- Disclose known concealed conditions, leaks, asbestos, mold, or structural issues.
Selections & approvals
- Approve allowances and finish selections before procurement deadlines.
- Respond promptly to RFIs, layout questions, and lender requests.
- Provide written authorization for any owner-requested change in scope.
- Designate one decision-maker if multiple owners are involved.
Allowances and owner-supplied items
| Allowance / owner-supplied item | Budget included | Selection due date | Notes |
|---|
| Cabinets / millwork | | | |
| Plumbing fixtures | | | |
| Tile / flooring | | | |
| Lighting / electrical fixtures | | | |
| Appliances / specialty equipment | | | |
| Other finish package | | | |
Schedule and delays
Completion dates are estimates dependent on timely approvals, weather, labor availability, inspections, material lead times, hidden conditions, and events beyond the contractor's reasonable control. Delays caused by the owner, lenders, designers, authorities, or force majeure extend the completion schedule without penalty.
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Changes in the work
Any addition, deletion, substitution, allowance overrun, concealed condition, owner-requested resequencing, or code-driven revision will be documented on a written change order describing scope, price impact, and time impact. Unless emergency protection of people or property is required, the contractor is not obligated to proceed with changed work before written approval.
Insurance, permits, and jobsite risk
| Topic | Contract allocation | Notes |
|---|
| Permits and inspections | Contractor obtains only those expressly included in approved scope | Special inspections / engineering billed separately unless included |
| Builder's risk / property coverage | Owner to maintain property insurance | Owner should notify carrier before project start |
| General liability / workers comp | Contractor maintains coverage | Certificates available upon request |
| Existing hidden / hazardous conditions | Excluded until identified and priced | Includes rot, structural damage, mold, lead, asbestos, underground conflicts |
Warranty
Contractor warrants workmanship for one year from substantial completion, excluding normal wear, abuse, owner neglect, lack of maintenance, movement in existing structures, manufacturer defects, or conditions outside the contractor's control. Manufacturer warranties on installed products pass through to the owner where available.
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Termination rights
| Party | Grounds | Required notice | Effect |
|---|
| Contractor | Nonpayment, unsafe conditions, denied access, or material breach | Written notice and opportunity to cure if feasible | Contractor entitled to payment for work performed and demobilization |
| Owner | Material contractor breach after written notice | Written notice and reasonable cure period | Owner pays for compliant work, stored materials, and unavoidable cancellation costs |
Dispute resolution and notices
The parties agree to attempt good-faith resolution through direct discussion before litigation. Formal notices under this agreement should be delivered in writing to the addresses listed on page 1 by hand delivery, certified mail, or email with confirmation of receipt. Venue and governing law shall be the state and county where the project is located unless otherwise required by law.
This template is a professional working form and not jurisdiction-specific legal advice. Review local home-improvement and mechanic's lien requirements before use.
Contractor signature / date
Owner / client signature / date
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Document every scope change before proceeding. This form captures description, pricing, and schedule impact so both sides know exactly what changed and why.
Change description
| Area | Requested revision | Reason / trigger | Included documents |
|---|
| Scope revision | | | Sketch / spec / email |
| Material substitution | | | Cut sheet / sample |
| Access / sequencing | | | Schedule note |
| Allowance overrun | | | Supplier quote |
Cost and time impact
| Impact category | Add / deduct amount | Days added / reduced | Notes |
|---|
| Labor | | | |
| Materials | | | |
| Subcontractor | | | |
| Equipment / disposal | | | |
| Net change | | | |
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Backup pricing detail
| Description | Qty | Unit cost | Extension | Reference |
|---|
| Added labor scope | | | | Crew hours / overtime |
| Additional materials | | | | Supplier quote |
| Subcontractor change | | | | Vendor proposal |
| Equipment / disposal | | | | Rental / hauling |
| Permit / inspection revision | | | | Fee notice |
| Allowance overrun | | | | Selection change |
| General conditions / supervision | | | | Extended duration |
| Markup / overhead | | | | Per contract |
| Net change amount | | | | |
Schedule / sequencing notes
Field coordination
- Coordinate field sequencing with affected trades before restarting the area.
- Confirm material lead times and revised inspection dates immediately after approval.
- Update owner-facing schedule, billing schedule, and procurement log on the same day.
- Attach photos or sketches to the project file if hidden conditions triggered the change.
Authorization language
No work described in this change order shall begin until both parties sign below, unless emergency conditions threaten safety or property. Verbal approvals must be documented in writing within 24 hours.
Owner / client authorization
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Use this invoice for deposits, progress draws, or final billing. Separate approved scope from change orders and prior payments so the owner can see exactly what is due today.
Invoice line items
| Description | Qty / unit | Rate | Amount |
|---|
| Mobilization / project setup | | | |
| Demolition / prep | | | |
| Framing / carpentry | | | |
| MEP rough-in | | | |
| Drywall / insulation | | | |
| Cabinets / millwork | | | |
| Countertops / tile | | | |
| Paint / trim | | | |
| Flooring | | | |
| Change order approved work | | | |
| Permit / pass-through fees | | | |
| Stored materials | | | |
| Current invoice total | | | |
Invoice totals
| Summary | Amount |
|---|
| Subtotal this invoice | |
| Sales tax / pass-through | |
| Retainage withheld | |
| Prior payments received | |
| Balance due | |
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Progress billing / application of payments
| Cost code / phase | Contract amount | Prior billed | This invoice | Balance remaining |
|---|
| Mobilization / admin | | | | |
| Demolition / prep | | | | |
| Rough work / install | | | | |
| Finish / trim | | | | |
| Punch / closeout | | | | |
| Totals | | | | |
Invoice notes
- Reference approved change orders by number on every progress billing.
- Attach schedule-of-values backup for lender-funded or bank-inspected projects.
- If billing stored materials, include supplier invoices and storage location notes.
Collections / closeout
- State acceptable payment methods and late-fee terms in the contract, not only here.
- Do not release final closeout documents until collected funds clear, if permitted by law.
- Keep a signed copy of every final invoice or receipt in the project binder.
Remittance & receipt
Customer acknowledges receipt of this invoice and understands that any disputed item must be raised in writing within the notice period stated in the contract. Conditional lien waiver documents may accompany progress and final payments where applicable.
Customer receipt / owner representative
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Use this punch list for owner walk-throughs, superintendent closeout, and subcontractor callbacks. Track responsibility, target date, and completion status on every line.
Residential rooms
| Room / area | Deficiency or item | Trade | Assigned to | Target date | Status |
|---|
| Entry / foyer | | | | | Open |
| Living room | | | | | Open |
| Kitchen | | | | | Open |
| Dining room | | | | | Open |
| Primary bedroom | | | | | Open |
| Primary bath | | | | | Open |
| Bedroom 2 | | | | | Open |
| Bedroom 3 | | | | | Open |
| Hall bath | | | | | Open |
| Laundry / mudroom | | | | | Open |
| Stairs / hallway | | | | | Open |
| Garage | | | | | Open |
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Commercial and exterior checklist
| Division / area | Location | Issue / correction | Priority | Responsible trade | Closed? |
|---|
| Division 03 Concrete | | | Med | | No |
| Division 06 Carpentry | | | High | | No |
| Division 07 Roofing / waterproofing | | | High | | No |
| Division 08 Openings | | | Med | | No |
| Division 09 Finishes | | | Med | | No |
| Division 10 Specialties | | | Low | | No |
| Division 22 Plumbing | | | High | | No |
| Division 23 HVAC | | | High | | No |
| Division 26 Electrical | | | High | | No |
| Exterior site / landscape | | | Med | | No |
| ADA / code signage | | | High | | No |
| Final cleaning / debris | | | Low | | No |
Closeout reminders
- Verify equipment start-up, O&M manuals, and warranty cards are turned over.
- Confirm permit finals are scheduled and all correction notices are cleared.
- Photograph completed items before marking them closed.
Severity guide
- High = life safety, water, code, or blocking occupancy.
- Med = visible quality issue or incomplete scope.
- Low = cosmetic or owner convenience item.
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Open-item summary
| Category | Open items | Target completion | Notes |
|---|
| Safety / code | | | |
| Water intrusion / weatherproofing | | | |
| MEP functional | | | |
| Finish / cosmetic | | | |
| Documentation / warranties | | | |
| Total open punch items | | | |
Final walkthrough notes
Owner comments
______________________________________________________________
______________________________________________________________
______________________________________________________________
Superintendent action plan
______________________________________________________________
______________________________________________________________
______________________________________________________________
Contractor representative
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Conditional waiver and release on progress payment. This form is intended to document the amount conditionally released only after actual receipt of the identified progress payment.
Progress payment release language
Upon receipt by the undersigned of the payment amount identified above, the undersigned conditionally waives and releases any mechanic's lien, stop notice, or bond right for labor, services, equipment, or materials furnished to the above project through the through-date shown, but only to the extent of the amount actually received. This release does not cover retention, pending change-order amounts, disputed claims, or extras furnished after the through-date.
If the payment described here is not actually received in collected funds, this waiver is void. The customer should retain proof of payment with the project records.
Application detail
| Description | Scheduled value | Amount billed to date | Amount this payment | Still unpaid |
|---|
| Base contract work | | | | |
| Approved change orders | | | | |
| Stored materials | | | | |
| Retention | | | | |
| Totals | | | | |
Claimant signature / title
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Conditional waiver and release on final payment. Use only after punch-list closeout and before final unconditional release, if required in your jurisdiction.
Final payment release language
Upon receipt of the final payment identified above in collected funds, the undersigned conditionally waives and releases rights to claim payment for labor, services, equipment, or materials furnished to the project, except for disputed claims specifically identified in writing below. This form does not release claims for amounts not actually received or for obligations arising after the date of this release.
Exceptions / disputed items (if any)
| Item | Amount claimed | Explanation |
|---|
| | | |
| | | |
| | | |
Execution
Review your state's statutory lien-waiver language requirements before use. Some jurisdictions mandate exact wording.
Claimant signature / date
Witness / notary / customer acknowledgment
WINGMAN PROTOCOL · wingmanprotocol.com
Keep one master schedule per remodel. Update actual dates weekly, especially when selections, hidden conditions, or inspection timing shift the downstream trades.
16-week remodel schedule
| Phase | W1 | W2 | W3 | W4 | W5 | W6 | W7 | W8 | W9 | W10 | W11 | W12 | W13 | W14 | W15 | W16 |
|---|
| Preconstruction / permits | █ | █ | | | | | | | | | | | | | | |
| Demo / protection | | █ | █ | | | | | | | | | | | | | |
| Framing / layout | | | █ | █ | █ | | | | | | | | | | | |
| Rough plumbing | | | | █ | █ | | | | | | | | | | | |
| Rough electrical | | | | █ | █ | | | | | | | | | | | |
| Rough HVAC | | | | █ | █ | | | | | | | | | | | |
| Inspections | | | | | █ | █ | | | | | | | | | | |
| Insulation / drywall | | | | | | █ | █ | █ | | | | | | | | |
| Cabinets / millwork | | | | | | | | █ | █ | | | | | | | |
| Tile / trim | | | | | | | | | █ | █ | █ | | | | | |
| Paint / flooring | | | | | | | | | | | █ | █ | █ | | | |
| Punch / closeout | | | | | | | | | | | | | █ | █ | █ | █ |
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Milestone tracker
| Milestone | Planned date | Actual date | Owner notified? | Notes |
|---|
| Contract signed | | | Yes / No | |
| Selections complete | | | Yes / No | |
| Rough inspections passed | | | Yes / No | |
| Cabinets delivered | | | Yes / No | |
| Countertop template | | | Yes / No | |
| Substantial completion | | | Yes / No | |
| Final walkthrough | | | Yes / No | |
Long-lead watch list
- Cabinetry / millwork
- Windows / exterior doors
- Tile and specialty plumbing fixtures
- Custom glass, stone, or appliances
Weekly OAC agenda
- 3-week lookahead by trade
- Owner decisions due this week
- Budget / allowance variance
- Weather, access, or inspection risks
Delay log prompts
- Who caused the delay?
- How many days were impacted?
- Did it change procurement?
- Was the owner notified in writing?
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Use this draw request with bank-funded, investor-funded, or owner milestone billing jobs. Tie every amount back to a schedule of values and percent complete in the field.
Schedule of values
| Cost code | Description | Contract value | Prior billed | This draw | Stored materials | % complete | Balance |
|---|
| 01 | General conditions | | | | | | |
| 02 | Demolition | | | | | | |
| 03 | Framing | | | | | | |
| 04 | Plumbing | | | | | | |
| 05 | Electrical | | | | | | |
| 06 | HVAC | | | | | | |
| 07 | Insulation / drywall | | | | | | |
| 08 | Cabinets / millwork | | | | | | |
| 09 | Tile / finishes | | | | | | |
| 10 | Paint / flooring | | | | | | |
| 11 | Fixtures / appliances | | | | | | |
| 12 | Punch / closeout | | | | | | |
| Totals | | | | | | | |
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Certification
The undersigned certifies that the work reflected in this application has been performed to the extent shown, that amounts previously received have been applied to subcontractors and suppliers where required, and that attached backup accurately reflects current project status.
Required backup checklist
- Updated schedule of values
- Current progress photos
- Approved change-order log
- Supplier invoices for stored materials
- Inspection signoffs as applicable
Inspector field notes
______________________________________________________________
______________________________________________________________
______________________________________________________________
Signatures
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Track procurement by phase, not just by room. This keeps purchasing aligned with schedule and helps spot scope creep before materials are ordered.
Phase-by-phase takeoff
| Phase | Material / item | Qty | Unit | Est. unit cost | Est. total | Need-by date |
|---|
| Demo / protection | | | | | | |
| Framing | | | | | | |
| Roof / exterior envelope | | | | | | |
| Windows / doors | | | | | | |
| Plumbing rough | | | | | | |
| Electrical rough | | | | | | |
| HVAC rough | | | | | | |
| Insulation / drywall | | | | | | |
| Cabinets / millwork | | | | | | |
| Countertops | | | | | | |
| Tile / flooring | | | | | | |
| Paint / trim | | | | | | |
| Fixtures / hardware | | | | | | |
| Punch / closeout | | | | | | |
| Estimated material total | | | | | | |
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Supplier order tracker
| PO / quote no. | Supplier | Material package | Ordered? | Expected delivery | Actual delivery | Variance / notes |
|---|
| | | | Yes / No | | | |
| | | | Yes / No | | | |
| | | | Yes / No | | | |
| | | | Yes / No | | | |
| | | | Yes / No | | | |
| | | | Yes / No | | | |
| | | | Yes / No | | | |
| | | | Yes / No | | | |
| | | | Yes / No | | | |
| | | | Yes / No | | | |
| | | | Yes / No | | | |
| | | | Yes / No | | | |
| | | | Yes / No | | | |
| | | | Yes / No | | | |
| | | | Yes / No | | | |
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Receiving / returns / damage log
| Date | Supplier | Item | Qty affected | Issue | Action owner | Resolved? |
|---|
| | | | | | | Yes / No |
| | | | | | | Yes / No |
| | | | | | | Yes / No |
| | | | | | | Yes / No |
| | | | | | | Yes / No |
| | | | | | | Yes / No |
| | | | | | | Yes / No |
| | | | | | | Yes / No |
| | | | | | | Yes / No |
| | | | | | | Yes / No |
| | | | | | | Yes / No |
| | | | | | | Yes / No |
Variance prompts
- Was the variance caused by missed scope, waste, damage, or owner upgrade?
- Did the variance change margin or require a change order?
- Was the superintendent notified before replacement ordering?
Procurement discipline
- Lock finish selections before ordering special items.
- Review long-lead items at every owner meeting.
- Track returns and credits back to the job cost report.
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This workbook is your margin protection page. Update actuals daily or weekly so you catch overruns while there is still time to fix them.
Budget vs. actual by phase
| Phase | Budgeted cost | Actual to date | Committed / open POs | Variance | Gross profit note |
|---|
| General conditions | | | | | |
| Demo / protection | | | | | |
| Framing | | | | | |
| Plumbing | | | | | |
| Electrical | | | | | |
| HVAC | | | | | |
| Insulation / drywall | | | | | |
| Cabinets / millwork | | | | | |
| Tile / finishes | | | | | |
| Paint / flooring | | | | | |
| Punch / closeout | | | | | |
| Totals | | | | | |
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Daily labor log
| Date | Crew / employee | Phase | Hours | Loaded labor rate | Daily labor cost | Notes |
|---|
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Material and subcontractor log
| Date | Vendor / sub | Phase | PO / invoice | Amount | Approved by | Paid? |
|---|
| | | | | | | Yes / No |
| | | | | | | Yes / No |
| | | | | | | Yes / No |
| | | | | | | Yes / No |
| | | | | | | Yes / No |
| | | | | | | Yes / No |
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| | | | | | | Yes / No |
| | | | | | | Yes / No |
| | | | | | | Yes / No |
| | | | | | | Yes / No |
| | | | | | | Yes / No |
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Profit calculator
| Metric | Formula / entry | Result |
|---|
| Contract value | Base contract + approved change orders | |
| Estimated total cost | Original budget + committed cost | |
| Actual cost to date | Labor + materials + subs + overhead | |
| Projected profit | Contract value - projected total cost | |
| Projected gross margin % | Projected profit ÷ contract value | |
| Cash collected to date | Deposits + draw receipts | |
| Cash outstanding | Billed to date - cash collected | |
Watch these first
- Labor hours drifting above estimate
- Allowance selections exceeding budget
- Late supplier credits / returns not posted
- Subcontractor extras without signed change orders
Project manager notes
______________________________________________________________
______________________________________________________________
______________________________________________________________
WINGMAN PROTOCOL · wingmanprotocol.com