To prepare estimates faster, give the client a preliminary price range at the first meeting, then build the detailed estimate using measurements and an up-to-date price list. Before sharing the estimate, check the scope of work, quantities, units and rates so the client can see how the total was calculated.
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Why clients need an estimate
An estimate sets out the scope of work, quantities, rates and total cost. If it covers materials and related services, list them separately. This lets the client compare contractors’ quotes for the same scope of work and see which items are charged separately.
When a preliminary price range is enough
If the client needs a ballpark figure to discuss the budget, use figures from comparable completed projects. Compare the area, the scope of work and how complex it is. Update the prices for the new project and give a range. State when you calculated it, what it includes and what still needs to be checked after taking measurements.
If you share an example from a past project, use data you are allowed to disclose. Remove names, contact details and the address. Show the scope and cost of the work so the client can see which items the estimate included.
If you offer estimate preparation as a separate paid service, agree on its scope, fee, turnaround time and payment terms in advance. Credit the estimating fee towards payment for the work only if you have agreed to include that term.
When an estimate is needed
Before work begins, check the contract and applicable law for any requirements. If the parties use a price list for payment, record which version and units apply and how the parties will agree on actual quantities. If an estimate is required for the work, prepare one even when using a price list.
Rules for contracts in Russia
For a consumer contract for work or services, an estimate must be drawn up if the consumer or the provider requests one. This is required by Article 33 of Russia’s Consumer Protection Law (in Russian). Construction contracts are subject to separate requirements for estimates and technical documentation. See the article on when an estimate is mandatory (in Russian) for details.
If you offer estimate preparation to a consumer as an additional paid service, obtain the consumer’s consent in writing unless the law provides otherwise. This rule is set out in Article 16(3.1) of the same law (in Russian). Obtain and document consent to the separate fee independently of any request for an estimate under Article 33.
How to prepare an estimate faster in 101
- Update the price list for recurring work. Check the unit and rate for each item.
- Create an estimate for the stage (in Russian), add the relevant items and enter quantities based on measurements. Include the materials and services that are part of this stage.
- Check the scope, quantities and any amounts you can see. Save the estimate and send it for approval. Keep a separate record of the agreed changes.
Once the stage is complete, record the actual quantities against the estimate line items in the work report. That lets you compare planned and actual quantities for the same scope of work. For details on preparing and sharing the estimate, see how to create an estimate quickly in 101.
