Files for the business side of a job, under five headings: estimating and bidding; billing and payment; field and project; project records; safety. The spreadsheets compute their own figures with live formulas, and the Word files are forms to fill in.
Line items by division roll up to a direct cost, overhead and a bid price at your target margin, with sales tax, permits, bonds and contingency, a one-page bid summary for the client, printed or saved as a PDF, and the change order log.
No email required. No macros.
The employer taxes, insurance and benefits on a wage, with a state-by-state lookup of new-employer unemployment rates and wage bases, and a twelve-worker crew sheet with overtime at 1.5 times the wage, rolled up to a blended wage and the true cost of a productive hour.
No email required. No macros.
Your letterhead, the scope of work with inclusions and exclusions, a price table, allowances, the schedule and payment schedule, a validity period, and acceptance signatures.
No email required. No macros.
Markup to margin and margin to markup from five percent to one hundred percent; every converted figure is a formula with the same math the calculator shows.
No email required. No macros.
Budget, committed cost, actual cost to date and estimate to complete by cost code roll up to a projected final cost, the variance and percent spent, with totals by cost type, approved change orders added to the current budget, and overruns highlighted.
No email required. No macros.
Roof sections by length, width and pitch give the roof area and squares with your waste allowance, and material quantities follow from the coverage figures you enter. Materials, tear-off, installation, disposal and permits roll up to a bid price at your target margin, with a one-page quote for the client.
No email required. No macros.
Areas by length and width give square feet and, with a depth, cubic yards for each use, and material quantities follow from the coverage and waste figures you enter. Sod, seed, bulk materials, pavers, plants, irrigation, edging, labor and equipment roll up to a bid price at your target margin, with a one-page quote for the client.
No email required. No macros.
Surfaces by length, height and count, less openings, give the paint area for your number of coats, and gallons follow from the coverage figure you enter. Paint, primer, sundries and labor at your own production rate roll up to a bid price at your target margin, with a one-page quote for the client.
No email required. No macros.
A scope by trade category with quantities, material costs and labor hours, plus subcontracts and allowances, rolls up with your labor rate and job costs to a bid price at your target margin, with a one-page remodel quote for the client.
No email required. No macros.
The bids for one package side by side: each bidder's base bid, an adjustment for scope a bidder left out, and the alternates you accept, giving a leveled total for each bidder and its difference from the low, so the low leveled bid shows even when it is not the low base bid.
No email required. No macros.
Runs by length and post spacing give sections and posts, less the posts shared where runs meet, and rails, pickets, concrete and hardware follow from the figures you enter, with your waste allowance on rails and pickets. Gates, installation, tear-out and equipment roll up to a bid price at your target margin, with a one-page quote for the client.
No email required. No macros.
A takeoff of counted items by electrical category, each with a quantity, a material cost and labor hours, gives the materials and hours. Labor at your rate, equipment rental and disposal, overhead and your target margin roll up to a bid price, with a one-page quote for the client.
No email required. No macros.
A takeoff of counted items by plumbing category, each with a quantity, a material cost and labor hours, gives the materials and hours. Labor at your rate, equipment rental and disposal, overhead and your target margin roll up to a bid price, with a one-page quote for the client.
No email required. No macros.
A takeoff of counted items by HVAC category, each with a quantity, a material cost and labor hours, gives the materials and hours. Labor at your rate, equipment rental and disposal of old equipment, overhead and your target margin roll up to a bid price, with a one-page quote for the client.
No email required. No macros.
A takeoff of small jobs and counted items by category, each with a quantity, a material cost and labor hours, gives the materials and hours. Labor at your rate, a trip charge and disposal, overhead and your target margin roll up to a bid price, with a one-page quote for the client.
No email required. No macros.
Pours by length, width or height and thickness give area and cubic yards by type, and ready-mix, gravel base, vapor barrier, reinforcing and forms follow from the figures you enter, with your waste allowance. Finishing, labor, pump truck and delivery roll up to a bid price at your target margin, with a one-page quote for the client.
No email required. No macros.
Rooms by length, width and height, less openings, give wall, ceiling and board area, and sheets, compound, tape and screws follow from the coverage figures you enter, with a waste allowance on the board. Hanging, finishing, labor and equipment roll up to a bid price at your target margin, with a one-page quote for the client.
No email required. No macros.
Forty takeoff lines with measured quantity, unit, a waste allowance per line, the order quantity rounded up to a whole unit and the amount at your unit cost, with totals by category.
No email required. No macros.
Your yearly overhead costs add up to a total and a monthly figure. With your forecast of direct job cost, revenue and field labor hours, the worksheet gives overhead as a percent of direct cost, a percent of revenue and a rate per field hour.
No email required. No macros.
Four machines side by side: ownership cost per hour from price, salvage, life, hours, cost of money, insurance and storage, then fuel, maintenance and wear. The result is a machine cost per hour, with the operator added if you enter that rate.
No email required. No macros.
One application for payment with its schedule of values, retainage at its own rate on work completed and stored materials, previous payments, the current payment due, a signature block and an optional notary block.
No email required. No macros.
A blank change order form: the project, the description of the change with its pricing method, the cost of the change in a fill-in table, the contract sum and time, and the approval, signed by both parties. A worked example follows on a page of its own.
No email required. No macros.
Your letterhead, the bill-to and project, line items, sales tax, optional retainage withheld and payments received, and the total due with payment terms and remit-to.
No email required. No macros.
A time and material ticket: the work described, labor by worker or class, equipment and materials with quantities and unit costs, a markup on each that your agreement sets, sales tax on the materials, and the total, with signature lines for the crew and the customer's representative.
No email required. No macros.
Four lien waiver forms in Word, conditional and unconditional, for progress and final payments, each labeled as not a statutory form, with an optional clause for Colorado's required statement.
No email required. No macros.
A purchase order with twelve lines, sales tax and freight totaled to the amount ordered, and a PO log that tracks each order's status, invoiced amount and variance from the amount ordered, with the amount committed and counts by status.
No email required. No macros.
Your planned percent complete for each of eighteen months gives the S-curve, the amount billed, the retainage held and the cash that comes in after the lag you set. Against the costs paid, it shows the cash position month by month and the lowest point.
No email required. No macros.
A work in progress schedule for up to twenty jobs: percent complete by the cost-to-cost method, earned revenue, over and under billing, gross profit to date, cost to complete and backlog. It is a management schedule, not an accounting treatment.
No email required. No macros.
Item, location, trade, priority, photo reference, date found and due, status from open to verified, and who verified it and when, with counts by status, a print-ready layout, and a filled-in example on its own tab.
No email required. No macros.
Date, weather, crew on site by trade, work performed, deliveries, equipment, inspections, safety observations, delays and a signature line, ready to print.
No email required. No macros.
Tasks with a start, duration and end date, percent complete, milestones and conditional-formatting Gantt bars across the weeks of the job.
No email required. No macros.
Your letterhead, the customer, site and schedule, a description of the work, materials and labor lines that compute their own amounts, sales tax on materials and the total, and signatures for the customer and the technician.
No email required. No macros.
A printable inspection checklist of 29 prompts in seven sections, from before work starts to final, each answered Pass, Fail or N/A, with counts of each answer, four blank lines for your own items, a deficiencies table, and sign-off lines for the inspector and whoever accepts the work.
No email required. No macros.
A weekly timesheet with one line per worker and hours for each day, totaled by worker and by day, with regular hours and the overtime past a threshold you set, and sign-off lines. It records hours only, with no wage or pay figure.
No email required. No macros.
Up to twenty-five activities with a responsible party, start and finish dates, and bars that fill across twenty-one days from the week you set, with the days of each activity counted, a status and the constraints to clear first.
No email required. No macros.
A blank request for information: the project, who it goes to, who submitted it and when an answer is needed, the question, a suggested solution, the cost and schedule impact, attachments, and the response, with who answered, when, and whether it changes cost or time; then a filled-in example on its own page.
No email required. No macros.
Each request for information with its dates sent, needed and answered, the days it took to answer, its status and its cost and schedule impact, with counts by status, the average days to answer, and open requests past their needed-by date highlighted.
No email required. No macros.
A blank scope of work: the parties and project, a numbered description of the work, what is included and what is excluded, the materials, equipment and permits furnished by each party, the schedule and its milestones, the standards and drawings referenced, and acceptance signed by both parties.
No email required. No macros.
Each submittal with its spec section, supplier and the dates it is required on site, received, sent for review and returned, the days it spent in review and its status, with counts by status.
No email required. No macros.
A blank form for construction meeting minutes: the meeting's project, place and time, the attendees, the items discussed with each one's action, who is responsible and when it is due, open items from earlier meetings, the next meeting and the distribution list, with a line for who prepared them.
No email required. No macros.
Each change order with its date submitted, description, who initiated it, amount, days and status, and the days it took to approve, with the original contract sum, the approved, pending and rejected totals, the current contract sum, the days added, counts by status and the average days to approve.
No email required. No macros.
A blank notice to proceed: who it is issued to, the project and agreement it refers to, the start and completion dates, the site contact, the preconstruction meeting and what was received before the start, with signature blocks for the issuer and the recipient.
No email required. No macros.
Closeout items in six sections, from the punch list to the project records, each with who is responsible, a due date, the date done and a status, with four blank lines for your own items, counts by status and the share of items done.
No email required. No macros.
A blank transmittal: who it goes to and the project, how it was sent and what it is sent for, a table of up to five items with copies, date and description, and remarks. One signature line for the sender.
No email required. No macros.
A log of the insurance certificates your subcontractors give you, with the policy, coverage and expiry date, the days left from an as-of date and a status of current, expiring soon or expired. It tracks the dates you enter and does not check coverage.
No email required. No macros.
Your letterhead, the job, the protective equipment it calls for, each step of the job with its hazards, their controls, the risk before controls and who is responsible, and a sign-off table for the crew who reviewed it, ready to print.
No email required. No macros.
A sign-in sheet for a toolbox talk: the talk's topic, presenter, project and location, the key points covered, the hazards and controls discussed, twenty rows where attendees give their name and company or trade and sign, and the supervisor's signature.
No email required. No macros.
A blank site safety plan: the project, emergency information, site safety contacts, the scope of work, site hazards with their controls and who is responsible, subcontractors on site, personal protective equipment, training and meetings, inspections and incident reporting, then a review signed by the preparer and the approver and a sheet for the crew to sign.
No email required. No macros.
A printable walk-through checklist of 38 prompts in ten sections, each answered OK, Needs action or N/A, with counts of each answer, four blank lines for your own items, a corrective actions table, and sign-off lines for the inspector and the reviewer.
No email required. No macros.
A blank incident report: what happened, who was involved and who saw it, the injury or damage, what was done right away, what contributed and the corrective actions with who owns each, signed off by the reporter and the reviewer. It is a record of the event, not a finding of fault.
No email required. No macros.
Every computed figure in these spreadsheets is a live formula in the file, not a number pasted in, so a sheet recalculates the moment you type your own inputs.
Where a spreadsheet has a matching calculator on this site, it computes the same figures the same way. An automated test checks those files on every change to this site: it opens each one, confirms that each computed figure holds the expected formula, recomputes every formula from the cells it reads, and compares the answer with the calculator's own code for the same inputs. If a file and its calculator ever disagree, that test fails.
The estimate, labor burden and pay application files open on their calculator's worked example, marked in the file as an example to replace: a 12% overhead and a 15% margin on the estimate, and a 10% retainage rate on the pay application. They are illustrations, not recommendations or legal rates. Rates that depend on your business, such as workers' comp and liability insurance, are inputs you fill in, never guesses. The federal payroll rates and wage bases in the labor burden file carry their source and retrieval date beside them.
The Word files are forms: their tables are for you to fill in, and Word does not recalculate them. Price a change with the change order calculator, then type its figures into the change order form.
© Harmony For Humanity LLC. Free for use in your business; not for resale. Read them and adapt them to your jobs. They are starting points, not professional advice: have anything that will bind you reviewed by your own professional before you sign or send it (see our terms of use).
