Make one clear pricing decision, then keep the evidence.

Keep the information basis visible

Finish with: One identifiable source set.

Use a document register with file/revision/date, purpose and unresolved questions. Record supplied quantities and site notes. When the pack changes, make the changed basis visible rather than mixing old and new information.

Project-pack checklist · blank editable sheet · completed example · printable example · source audit task.

Start with value and uncertainty

Finish with: High-value decisions supported by evidence.

Review large, low-confidence or scope-sensitive lines first. Trace quantity and rate evidence; confirm person-hours, material units and supplier validity. Use a benchmark to investigate a question rather than forcing a total into a range.

• Record the evidence date, specification and unit behind an accepted rate.
• Keep base cost, preliminaries, overhead, margin and contingency separate.
• Explain the price difference from your own estimate by scope, quantity, rate and commercial basis.

Maplewood’s labour/material breakdown review illustrates this use. Check the estimate lines.

Turn uncertainty into an action or clear wording

Finish with: A clear treatment for unresolved risk.

For each material gap, record the affected package, consequence, action owner and deadline. Resolve what you can; state allowances, exclusions and assumptions clearly where information remains open. Do not include irrelevant boilerplate about work outside the priced scope.

Use the risk register · blank editable sheet · completed example · printable example. The fixed-price risk guide provides more examples.

Reconcile and inspect the exact output

Finish with: One client-seen price and scope basis.

Check the selected report’s scope, template and tax/commercial basis against your approved estimate. Open the PDF/workbook, read the client-facing text and confirm the recipient and total. Retain the exact document issued, its date, revision and validity.

Price and issue checklist · blank editable sheet · completed example · printable example · final screenshot-guide checks.

Use the next project to improve the next quote

Finish with: A second project that benefits from recorded learning.

Keep the useful rate evidence, corrections and clarified scope decisions from the first project. On the next distinct job, check that they still fit the specification, supplier terms and site conditions. Reuse evidence deliberately rather than copying an old total.

• Note which packages needed the most checking or support.
• Refresh changed supplier rates and remove stale assumptions.
• Keep actual customer/contract results and eventual job costs separate from the original estimate.
• Return to business settings when you need reusable rates or branding.

Set up reusable business defaults · build a rate library.