Estimate

Who: The Project Manager

What: A bid is a competitive offer made to the client to complete a certain project at a specific price. This includes how to price a job, create the estimate, make the contract and send the invoices.

Why: This will ensure we price jobs competitively, communicate the price and expectations clearly, have a signed contract and send all invoices on time.

Unit Pricing

Typically, we use a Unit Cost Method - labor + material + overhead + profit/unit of the project.

  1. Log into Square Item Library

  2. Click on “Create Item”

  3. Add the Name as Category - Unit (i.e. Trim - Bi-fold door)

  4. Add the Description - Installation of solid core bi-fold doors, jams and 2 1/2” casing. Allowance is $100/door.

  5. Add the Category.

  6. Select the unit - Square Foot (sf), Linear Foot (ft) or Unit (ea).

  7. Add the sales price.

    1. Multiply the time of labor with the hourly rate ($35/hour), including the pick ups, drive time, preparation, installation and clean up.

    2. Add up the cost of all the materials/unit.

    3. Multiply Labor + Materials by 1.2.

  8. If necessary, add any variations.

  9. Click on Save.

Estimate

  1. Log into Square Estimates.

  2. Click on “Create Estimate”

  3. Add the client’s name, email, phone number, company (if applicable) and address.

  4. Add the invoice title: Address + Project (123 Main St - Bathroom) and click Next.

  5. Add items, quantities and notes, based on the following workflow of the project.

    1. Site Prep & Demolition

    2. Foundation & Utilities

    3. Framing

    4. Roofing

    5. Doors

    6. Windows

    7. Siding

    8. Decks

    9. Fencing

    10. Landscaping

    11. Plumbing (rough-in, finishes after flooring)

    12. Mechanical (rough-in, finishes after flooring)

    13. Electrical (rough-in, finishes after flooring)

    14. Insulation

    15. Drywall

    16. Paint

    17. Cabinets & Countertops

    18. Tile

    19. Flooring

    20. Trim

    21. Fixtures

    22. Appliances

    23. Clean up & Tear Down

  6. Add a card processing fee (3.5%) and any late fees (2% with 5 day grace period).

  7. If the client wants different packages, add packages with titles.

  8. Click Next

  9. Share via “Share Link,” expires in 30 days and click “Create.”

Contract

  1. Log into Square Contracts.

  2. Click on “New Contract” and create “1 Service Agreement”

  3. Add the client’s name and email, select “No payment” and attach the estimate to the contract.

  4. Add the clauses - payments, payment method, no refunds, authority to sign, termination of contract, modifications, warranty, arbitration, and service specifications.

  5. Review the contract and sign it > Share > Email > Check “I acknowledge” > Send.

  6. On the Square Invoice app, go to the contract and share the contract to the client’s phone.

  7. Call the client and talk them through the estimate and have them sign it.

  8. Download the signed contract and upload to Monday.com project updates and mark status to “Permits”

Invoicing

  1. Log into Square Invoices

  2. Click on “Create Invoice” and click on “Single.”

  3. Add the customer name and invoice title of address and job (i.e, Invoice - 123 Main St - Bathroom)

  4. Add the invoice line item (i.e. Deposit for Estimate #, Draw 1 for Estimate #, Draw 2 for Estimate #, Final for Estimate #).

  5. Add any additional work or charges

  6. Click on Send.