You’ve delivered the estimate. The client is on board. But as the project unfolds, costs start to shift. Sound familiar?
This blog is for builders and contractors who want to improve how they communicate, manage, and deliver on build estimates—while keeping clients happy and projects profitable.
1. Why Estimates Go Off Track
Even with the best intentions, estimates can fall short due to:
- Unclear scope
- Design changes
- Unforeseen site conditions
- Inaccurate takeoffs
- Poor communication
Understanding these pitfalls is the first step to avoiding them.
2. Setting the Right Expectations
a. Be Transparent from Day One
Explain that the estimate is a starting point, not a guarantee. Walk clients through the assumptions and potential variables.
b. Use Visual Aids
Show clients drawings, schedules, and cost breakdowns. Visuals help demystify the process and build trust.
c. Document Everything
Use written scopes, signed change orders, and digital tools to track every decision and adjustment.
3. Improving Estimate Accuracy
a. Conduct Thorough Site Assessments
Visit the site early. Look for access issues, drainage problems, or structural concerns that could affect costs.
b. Collaborate with Subcontractors
Get input from trades early in the estimating process. Their insights can improve accuracy and buy-in.
c. Update Estimates Regularly
As the design evolves, so should the estimate. Keep it live and responsive.
4. Managing Client Expectations During the Build
a. Communicate Frequently
Weekly updates keep clients informed and reduce surprises.
b. Explain Variations Clearly
If costs change, explain why. Use data and documentation to support your case.
c. Offer Solutions, Not Just Problems
If a cost increases, suggest alternatives. Clients appreciate proactive thinking.
Conclusion
A build estimate is more than a number—it’s a promise. By improving how you create, communicate, and manage estimates, you can deliver better projects and build stronger client relationships.
by Kevin Knox