How Restoration Contractors Can Use Accurate Bids and Estimates to Win More Jobs
- Nate Jones
- Oct 9
- 4 min read
In restoration contracting, even a small estimating mistake can cost you the job—or worse, your profit margin. With rising competition and client expectations, restoration contractors must master the art of accurate bids and estimates to stay ahead.
In this blog, we’ll explore how restoration contractors can build precise estimates to win more jobs, maintain profitability, and build client trust. With support from Contractor Back Office—experts in estimating tools, invoicing, bookkeeping, CRM management, and phone support—you can streamline your bidding process and close more deals.
The Importance of Accurate Bids and Estimates for Restoration Contractors
Accurate estimating is the foundation of a successful restoration business. It affects:
Profitability: Underestimating leads to losses; overestimating drives clients away.
Client Trust: Transparent bids show professionalism and build confidence.
Project Clarity: Clear estimates prevent misunderstandings and scope creep.
According to Construction Dive, labor costs alone can account for 20–35% of total project expenses, making accurate job costing essential to avoid profit fade.
Buildertrend’s cost management guide also emphasizes that precise estimating helps contractors stay competitive and avoid costly overruns.
How to Build Accurate Restoration Contractor Estimates
Creating accurate estimates involves more than just numbers—it’s about strategy and tools. Here’s how to do it right:
1. Define the Full Scope of Work
Start by clearly outlining the project’s scope. Restoration jobs often involve emergency services, demolition, cleanup, repairs, and reconstruction. A detailed scope helps:
Avoid scope creep.
Set client expectations.
Ensure all tasks are accounted for in the bid.
Use job templates and checklists to ensure nothing is missed, especially for water damage, fire restoration, or mold remediation projects.
2. Calculate Labor Costs Accurately
Labor is one of the most variable and costly components. To estimate labor correctly:
Break down tasks by crew type (e.g., demolition, carpentry, cleaning).
Use historical data to determine average hours per task.
Factor in overtime, travel time, and subcontractor rates.
According to Construction Dive, labor miscalculations are a leading cause of budget overruns in restoration projects.
3. Price Materials Based on Current Market Rates
Restoration jobs often require specialized materials like antimicrobial treatments, drywall, insulation, and flooring. To ensure accuracy:
Use supplier databases or estimating software to pull real-time prices.
Account for delivery fees and bulk discounts.
Include waste factors (typically 5–10%).
Buildertrend’s cost management guide recommends updating material costs regularly to avoid underbidding.
4. Include Equipment and Tool Costs
Whether renting dehumidifiers, air scrubbers, or heavy machinery, equipment costs must be factored in:
List all tools required for the job.
Include rental durations and rates.
Add maintenance or fuel costs if applicable.
This ensures your bid reflects the true cost of completing the job professionally.
5. Add Contingencies and Overhead
Unexpected issues like hidden mold, structural damage, or permit delays can derail budgets. Protect your margins by:
Including a contingency buffer (5–15% depending on project complexity).
Adding overhead costs such as insurance, admin, and marketing.
This makes your bid realistic and protects against unforeseen expenses.
6. Use Estimating Software and CRM Integration
Digital tools simplify the estimating process and reduce human error. Platforms like Buildertrend’s estimating software allow contractors to:
Create itemized estimates quickly.
Pull historical job data for accuracy.
Sync estimates with CRM systems for tracking and follow-up.
CRM integration also helps manage client communication and automate reminders for pending approvals.
7. Present the Estimate Professionally
Clients are more likely to accept bids that are:
Clear and easy to understand.
Visually appealing with branding, photos, and diagrams.
Delivered digitally with e-signature options.
According to For Construction Pros, contractors who present bids professionally and follow up promptly see significantly higher win rates.
Winning More Jobs with Better Bids
Professional bids help restoration contractors stand out. Here’s how:
Transparency builds trust: Clients appreciate clarity and honesty.
Speed improves close rates: Quick responses show you're organized.
Customization wins deals: Tailor bids to client needs and project scope.
According to For Construction Pros, contractors who personalize bids and follow up effectively can boost their win rate significantly.
How Contractor Back Office Supports Restoration Contractors
Contractor Back Office provides end-to-end support for restoration contractors looking to improve their bidding and estimating process:
Digital Tools for Creating and Tracking Bids
Custom templates for restoration services.
Integration with CRM and estimating platforms.
Historical data tracking for smarter pricing.
Automated Invoicing and Accurate Bookkeeping
Sync estimates with invoicing tools.
Track payments and overdue accounts.
Maintain clean financial records for audits and taxes.
Automate follow-ups and reminders.
Track client interactions and bid status.
Segment leads for targeted outreach.
Phone Support for Handling Client Inquiries
Dedicated team to answer calls and schedule appointments.
Follow-up on pending bids and proposals.
Ensure no opportunity is missed.
Insurance Coverage That Protects Every Bid
As your restoration business grows, so does your risk. That’s why Wexford Insurance offers:
General Liability Insurance for property damage and injury claims.
Workers’ Compensation for employee protection.
Equipment and Tools Coverage to safeguard your gear.
With more bids turning into jobs, having the right insurance ensures you stay protected and compliant.
Conclusion
Accurate bids and estimates are the key to winning more restoration jobs and maintaining profitability. With modern tools and expert support from Contractor Back Office, and reliable protection from Wexford Insurance, restoration contractors can confidently grow their business and reputation.
