Estimating, more than calculating how much paint.

So when does the estimate begin? Recently it has been on the phone with the initial call, some of you call it screening (sounds like a dirty word to me). Here's how one recently went. "Hello blanks painting may I help you?" "Yes, I would like a free estimate to paint my house." "Sure, we have an open time on Tuesday at 9:30" "That would be fine." "And your name?" Mrs. Fridelfrocker" "And address?" "123 anystreet." "Thank you Mrs. Fridelfrocker have a nice day."

Sounds ok right? In our area when someone only gives the last name and wants to be addressed as Mrs. Or Mr. They are usually retired, saw the yellow pages ad for free estimate, and are only price shopping. O.K. I went to give this lady her free estimate. Upon arriving at her house (exterior job) low and behold 3 other painters standing there! Funny thing though they all have ads reading free estimates too. I walked up to Mrs. Fridelfrocker and explained that our company is not into competitive bidding for house painting, that we offer a complete package of both educating and informing our clients of what is needed to paint her house properly and how we can achieve those goals. I then graciously excused myself and left.

Lesson learned. We are currently working on a, (for lack of better words) "script" for those in the office to use in beginning the estimate process. For example. How did you hear about us? What is of importance to you price or high quality? Are you planning on selling the house soon? Did you just purchase this house? What is your time frame for having the work completed in? Also getting a complete name rather than just the Mr. Or Mrs., a call back number, and a cross street. (A cross street is a pretty good indicator as to how long someone has been in the community).

Scenario 2. Appointment set for one week out from current date. Upon arriving at the house I see another company painting the house. "Can't be right." Must be wrong house. I go to the door and knock. "Hi Mrs. Spagattinni?" "Yes" "I'm Scott from blank painting." "Oh, uh, well, uh, we got someone else to do the painting they gave us a great price." "You did remember we had an appointment didn't you?" "Yes, but I figured…"

Lesson learned. A phone call prior to departing for the estimate is always a good idea. It gives you both a chance to make contact again, verify information, and make sure someone else is not doing the work. The road time for that estimate was 1.5 hours.

Writing the proposal. You've been to the house, talked with the owner, asked all the questions, got the answers and now, writing the proposal. For interior work I outline each room individually so that no miscommunication is made as to what is being done. Each room outlined, gave them a fair price for the work and the proposal is accepted. But wait the homeowner calls and states you forgot to include the beams in the family room that he wanted painted. You look at you notes and had them written down just forgot to put them on the proposal. "No problem" you say, "I'll tell the guys to paint them." " I'll just write it in here on mine." The homeowner states. "OK".

The crew arrives on the job and the homeowner shows them 'his' copy of the contract. (The one with the handwritten notes) The crew begins work and after 5 days say this job is taking way too long you underbid it BIG TIME! You recheck you numbers and the scope of work, numbers look fine. "Well, what have you painted?" "2 vanities, interior of 2 closets, and now we're starting on the banisters and railings." "Wait a minute, the contract was only for windows, doors, door frames and baseboard. I did add the ceiling beams." "His contract has all the other stuff in it." " What do you mean it has it in it?" "Yeah it was all written in at the bottom of the contract." At this point contact is made with the homeowner as to this extra work that he has graciously added to the contract. "Hi, Mr. Chiseler how are you? I spoke with the crew and they informed me that there are many things they are painting that were not outlined in the contract. These were not part of the original quote and will require a change order." " Well, when I spoke to you on the phone about it you said you would do it" "Yes, I said we would do the ceiling beams. I do not recall the conversation including bathrooms, closets and especially the banister and railings." "I don't want to talk to you anymore, GOOD BYE!" (The sound of him hanging up the phone in my ear). I called back. "Mr. Chiseler May I please discuss this with you?" "NO, GOOD_BYE!" I called back again. "Mr. Chiseler may I speak to my foreman?" "Hi, Jose', you guys are done painting there pack up and come back to the shop." "But we still have three days here." "Just come back to the shop."

No the story is not over this is the stage it is currently in. I will let you know the outcome.

Lesson learned (so far) if you forget to include something in a proposal create a new one and go over it line by line with the homeowner. Never allow "handwritten" changes to a contract. Go over the contract with the job foreman that day before they go to the job. This way they will understand what is and is not to be painted. We are also finding it helpful to give the foreman a copy of the signed contract to take with him in case questions should arise.

In conclusion, I have done my share of 'free' painting to ensure a job came in on budget and learned that painting in a room with 10' ceilings takes a LOT longer than the same room with 8' ceilings. Understanding how long it takes to complete a job, how much each of your crews are able to produce in a day are the greatest assets in giving the proper estimate with the price that will make the customer happy and improve your company's bottom line. If unsure what your crews are capable of, work with them for a day, week, or an entire job. This knowledge is invaluable. Never underestimate the power of experience.

Scott Smith

All articles appearing on this site are copyrighted by the Painters Chat Room. Permission to reproduce any portion of this site including submitted articles must be obtained by e-mailing us at administration@painterschatroom.com. (c) 2000

Archives of Tricks of the Trade.