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7 Ways to Streamline Client Estimates

Image of Olivia Orme
Olivia Orme
Cheerful florist leaning on counter in her shop looking at laptop with client orders

There is some work we just don’t love - and client estimates is usually a big one. Not to say we don’t love doing work for our clients, because we do! But estimates take up so much time when we’d rather be getting to work instead!

 If you’re a home service provider, and need a better system for knocking out your estimates, don’t worry - we have your back.

If you’re like us and are looking to speed up client estimates, so you can get to the work that matters, we’d like to help. Ultimately, it’s most important to get the job done right, so we’ve found some effective strategies that will get those client estimates tackled in no time.

How Can You Expedite Project Estimates for Clients?

As a business owner, numbers are a part of the game. However, every client project is a little different, so it’s important to create estimates that are accurate, but don’t take hours at a time. It can be very time consuming, modifying every estimate for each customer. So, if you need help figuring out how much a project costs, sooner rather than later, here’s how you can start simplifying and streamlining client estimates.

Have a Great CRM Software

Let’s face it - if you’re still doing estimates by hand, you’re wasting your time. Even on the computer, your hard work is going to waste without a great CRM software to back it up! To learn more about what a CRM can do for you, check out understanding CRM systems.

A Customer Relationship Management tool can do the heavy lifting for you in most instances because it already has features, algorithms, and all kinds of high tech capabilities that can help you streamline the process. You’ll be able to support your customers better than before, and can access everything you need all in once place. No more sifting through files, and worrying about where you put that one piece of paper with your materials pricing. Project management software truly makes a difference.

Have a Materials Pricing List Mapped Out Ahead of Time

If you know how much marble, granite, shingles, siding, really anything at all that pertains to a total estimate cost, create an easy to access price list ahead of time. Being able to search for what you’re looking for, see what it costs per unit, and make those calculations in minutes is going to save you hours of time - and headaches. The client expects answers quickly, so this way, you can give them an accuracy without feeling rushed.

Know the Cost of Labor

Time really is money - and whether your employee is up on a roof, repairing a sink, renovating a master bath, or building a website, their time matters. You want to make sure you truly understand the cost of their work and understand how much time they’re spending on each project.

Take the time to ask your employees how long a task or project takes them, so you can get a good idea of what to charge for an hourly estimate. This will help you know how long a kitchen remodel will take, if that happens to be the estimate you’re trying to create, and you’ll be able to budget accordingly in no time!

Ask Questions if You’re Outsourcing Work

If you don’t know how much your third party vendor will be charging, be sure to ask these questions ahead of time. Having a better understanding of what they’re bringing to the table, and much they’ll be charging, is going to help you be able to provide more accurate estimates the first time around, rather than the fifth or sixth.

Have An Existing Template

If you don’t have an estimate template within your CRM software, then make your own. It’s going to save you a lot of time in the long run, and is a great way to stay up to date with your businesses needs. You can make adjustments, but a template is going to save you the headache of creating something from scratch every single time!

However, a template just allows you to account for the known components of your project. You might have a variety of unknowns to contend with if your client has specific requirements or requests, so those need to be factored into your overall costs, which lead me to my next point.

Every Project Will be Different - so Be Prepared

Just because you want to streamline estimates doesn’t mean you’ll be able to fit every project into a certain checkbox. Templates are a time saver - but they aren’t the answer to everything.

It’s good to have a reference list of previous projects to look back to that can help you make adjustments One master bathroom renovation might not be like the other, but you can at least have a strong referral point so you don’t waste time.

Talk About their Expectations vs Reality

When you start a project for a client, they’re going to have expectations and a lot of emotions. They’re excited, anxious, and probably asking you a million questions. Maybe they’ll even have a few difficult homeowner behaviors that you’ll have to contend with. All of this is normal and to be expected.

However, it’s important to paint very clear expectations prior to going into a project - which means they have to be okay with a margin of error. An estimate is just that - an estimated potential cost. You might not be able to stick to those original prices, especially if they decide to change something last minute.

So, before you dive too deep, be transparent with your client. Tell them you need a clear vision of their project or renovation, so you can tailor their estimate accordingly. This will save you time, and potential heartburn down the line.

Estimates aren’t always accurate, but you know what is? Data - and for us, it’s all about that data. Want to learn why? Listen to one of our favorite podcasts, How to Be a Data-Driven Company. If you love how numbers can’t lie, look at our latest case study all about Countertop Marble Digital Marketing, to see how you can move those leads down the pipeline faster than ever. The results speak for themselves.


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