1. Survey All Plan Specifications and Notes

Before quantifying a single surface, the entire project manual must be reviewed — painting specifications, general notes, finish schedules, and all related references. This is where most estimating mistakes start, and where they should stop.

2. Create RFIs When Plans Conflict and Verify Scale

When specifications contradict drawings, information is missing, or scale issues exist, those conflicts must be identified immediately. Major discrepancies should be addressed through RFIs so unknown risk isn’t priced blindly.

3. Survey Every Plan Where Painting Is Required

Painting scope appears throughout the drawings — architectural plans, interior elevations, reflected ceiling plans, sections, details, and finish plans. Every relevant sheet must be reviewed to establish full project context before takeoff begins.

4. Build a Detailed Labor and Material Spreadsheet

All quantities should be organized clearly and logically. Materials and labor must be broken out according to plan callouts and specification requirements — never lumped together or generalized.

5. Apply Industry Standards When Finish Plans Are Generic

When finish plans simply say “paint” or leave selections open, industry-standard systems should be applied by substrate. This creates a realistic quantity and pricing baseline without undercutting yourself.

6. Lay Out Quantities the Way Painters Actually Work

Spreadsheets should reflect real-world production, including:

• Area (SF)
• Surface area
• Linear feet
• Primer, first coat, second coat
• Wallcovering (primer, glue, linear yards)
• Staining (conditioner, first stain, second stain)
• Specialty coatings where applicable

Everything should be separated, clear, and transparent.

7. Identify Substrates Per the Plans

Each surface must be identified by substrate — CMU, steel, brick, gypsum, wood, concrete, and more. Substrate impacts both material selection and labor production, and it cannot be overlooked.

8. Account for Drop Cloth and Protection Work

Protection work isn’t free and is often ignored. Drop cloth and surface protection labor should be added per square foot so those costs aren’t absorbed later.

9. Apply Material Tax, Overhead, and Profit Correctly

Material tax must be applied properly. Overhead and profit should reflect your business model — margins vary tremendously, and estimates should respect that reality.

10. Tie Every Quantity Back to the Plans

Each spreadsheet should clearly reference the exact plan pages where quantities were derived. No mystery numbers. No assumptions. Fully traceable.

11. Deliver Clear, Professional Bid Documentation

A complete estimate should include:

• Marked-up plans
• Detailed spreadsheets
• A professional bid proposal with logo
• Clear inclusions, exclusions, alternates, and clarifications based on the project documents

12. Use Your Vendor Pricing — Not Someone Else’s

Contractors should always use their own vendor pricing to stay competitive. The goal of estimating is accuracy and structure — not forcing pricing that doesn’t match your business.

13. Never Give Away Labor and Material Pricing

This matters.

Never hand over labor and material breakdowns to a GC. They are not going to give you theirs, and once you reveal your numbers, it will be expected on every project.

Being competitive is one thing. Cutting your own legs off is another.

Be honest, be confident, and be willing to discuss scope — but don’t turn yourself into a bottom feeder. Back your price up. Don’t give it away.

14. Always Perform a Second Takeoff After Award

Once a project is awarded, a second takeoff by floor or phase should be completed. This ensures materials and subcontractors are neither over- nor under-supplied once construction begins.

15. Keep Estimators Behind the Scenes

Estimators estimate.

Business development should be handled by someone experienced in the trade and skilled in sales.

Using estimators as salespeople is a mistake seen far too often. Keeping these roles separate leads to stronger operations and better results.