Scope and content
- Scope written as actions in sequence, not as a noun.
- Materials specified by brand, grade or equivalent standard.
- Site-specific exclusions listed, not a generic paragraph.
- Access, utilities and site responsibilities named.
- Standards or code references stated where relevant.
Cost and price
- Labor priced at burdened cost, not wage.
- Material quantities include a defined waste factor.
- Permits, inspections, disposal and equipment included.
- Subcontractor quotes received in writing and marked up.
- Overhead allocated and markup applied deliberately.
- Total re-checked against a comparable completed job.
Terms and controls
- Payment terms, deposit and milestone schedule stated.
- Pricing expiration date included.
- Change-order process described.
- Warranty terms included.
- Internal approval obtained if pricing is outside standard.
- Version number and date on the document.
The send and after
- Sent to the person who can actually decide.
- Delivery method recorded, with view tracking if available.
- Follow-up scheduled at the moment of sending.
- Owner assigned — a named person, not the office.
- Outcome recorded when it closes, with a reason.
Where the estimate goes next
Approved: it becomes a contract, then a job, carrying the scope forward. Unsold: it enters estimate follow-up against the existing customer. There is no third destination, and no path back to the lead pipeline — the customer already exists and their history stays with them.