Estimating Process for Site Preparation
The Estimating Process workflow provides site preparation contractors with a reliable system for creating accurate bids. It covers analyzing plans, calculating excavation volumes, estimating labor and equipment, and validating subcontractor quotes. Managers review for accuracy and ensure alignment with budgets. By standardizing this process, site prep companies reduce errors, protect profitability, and improve efficiency. Clients benefit from confidence in transparent, well-prepared proposals. Teams gain accountability with documented calculations and sign-offs. With this workflow in place, site preparation contractors can strengthen professionalism, improve efficiency, and deliver projects more reliably with competitive, accurate estimating.
1Review the RFQ, bid invitation, or client inquiry——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
2Gather project details: plans, specs, site conditions, and schedule——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
3Conduct a site visit if needed to assess access, logistics, and risks——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
4Break down scope into key trades, phases, or cost categories——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
5Quantify materials, labor, equipment, and subcontractor needs——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
6Request quotes from suppliers and subcontractors——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
7Apply standard labor rates and productivity factors——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
8Add markups for overhead, profit, and contingency——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
9Review for completeness, accuracy, and alignment with scope——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
10Prepare and format the estimate into a client-facing proposal——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
11Review with project manager or leadership for approval——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
12Submit proposal to client by due date——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
13Log estimate in tracking system and follow up for feedback——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
14Archive estimate for future use or comparison——Add yours
Most tasks do not need a long instruction. Add your company’s how-to in Subtrak only when the step needs one.
You found the SOP
Now make sure it actually gets done.
14 tasks is the easy part. The hard part is that six months from now the project still has to run this way when you are not the one watching.
Book a free strategy session
Founder of Subtrak · Twenty years in commercial roofing operations
“One session and this template becomes how your company actually does the work, with a name and a date on every step.”
Every project runs your way. And you can see that it did.
Put a name and a date on every step, and the crew gets a reminder when their part comes up.
Book a free strategy session