1. Define the scope boundary
List the work included, exclusions, alternates and unanswered questions. Compare the current drawings, specifications and written scope so a detail from an older revision does not silently become part of the bid.
Record assumptions where the documents are incomplete. A missing detail is a question to resolve, not a reason to let a software suggestion become an approved commitment.
2. Review quantities and units
Check the measurement source and unit for each item. Square feet, linear feet, each and hours describe different things. Confirm that the quantity belongs to the same scope boundary as the rate you're using.
Keep measured quantities separate from material waste. If the takeoff says 100 square feet, document the allowance that changes the purchased quantity rather than obscuring it inside the original measurement.
3. Verify material and labor inputs
Use your approved rates, supplier information and labor assumptions. Check whether delivery, minimum order quantities, equipment or subcontractor inclusions need separate treatment.
The date and basis of a quote matter. Review validity periods and project conditions through your own commercial process; a synthetic demo price is never evidence of a current market rate.
4. Review waste and commercial adjustments
Confirm material waste, overhead, contingency and markup as separate decisions. Make sure the team understands the calculation sequence and the cost basis used for each percentage.
Markup and margin are different measures. A 20% markup on a $1,000 cost basis gives a $1,200 selling price and a 16.67% margin on that price. Neither figure by itself establishes net profit.
5. Check configured tax and allowances
Review which inputs are taxable under the policy configured for the estimate, and verify allowances against the scope. Treat tax settings as something your business must confirm for the project.
Do not assume one configuration fits every location or contract. Resolve project-specific treatment with the appropriate adviser before sending a bid.
6. Read the proposal as the client will
Review the generated PDF, including scope, exclusions, payment milestones, terms and the final amount. Confirm that the proposal communicates the reviewed estimate rather than an earlier draft.
Use your own contract review and communication process. A polished document supports clarity; it does not replace checking the obligations you intend to accept.
7. Preserve the reviewed version
Record who reviewed the estimate and why any revisions were made. Keep the source documents and approved financial snapshot available so later changes can be compared with the accepted baseline.
When the scope changes after acceptance, use a documented change order process. Preserve the original proposal instead of rewriting the history of the bid.
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