Estimating & Proposals

How to Evaluate Project Quotes from Subcontractors?

To evaluate project quotes from subcontractors, compare the scope, pricing, and inclusions of each quote against your project requirements. Check for completeness, clarify any exclusions, and assess the sub’s track record and reliability. This process helps ensure you choose the right sub while protecting your profit margins and project timeline.

We Get It

Sorting through subcontractor quotes is a headache for most contractors. If you miss hidden exclusions or unclear terms, you can eat unexpected costs later. Many of us have learned the hard way that a low price isn't always a good value.

Understanding the Details

Key Factors When Reviewing Subcontractor Quotes

Scope of Work

Ensure the quote fully matches your project requirements. Look for detailed line items and confirm nothing critical is missing.

Pricing Structure

Evaluate unit prices, lump sum vs. time & materials, and any allowances. Unusually low or high numbers can signal mistakes or misunderstandings.

Inclusions and Exclusions

  • Review what's included and what's not. Missing cleanup, permits, or material costs often become change orders.
  • Check for contingency amounts and escalation clauses that can affect your budget.

Subcontractor Reliability

  • Assess experience with similar jobs, financial stability, and references.
  • Check licensing and insurance are current to reduce your risk.

Schedule and Lead Times

Compare proposed start dates and durations. Delays from a sub can throw off your whole project timeline.

Practical Steps

Step-by-Step: How to Evaluate Subcontractor Quotes

  1. Gather all quotes in one place.

    Use a spreadsheet or estimating software to easily compare line items side-by-side.

  2. Check scope against plans and specs.

    Highlight any gaps or vague descriptions. Ask subs to clarify or revise as needed.

  3. Compare pricing and unit rates.

    Look for outliers and request breakdowns for any lump sums that seem off.

  4. Review inclusions, exclusions, and terms.

    Flag missing items like demo, disposal, or site protection that could cost you later.

  5. Assess sub reliability and references.

    Call past GCs or check online reviews. Confirm licensing, insurance, and safety record.

  6. Evaluate schedule compatibility.

    Ensure subs can meet your project timeline and note any long lead materials or labor shortages.

  7. Shortlist and negotiate.

    Select the best fits, clarify responsibilities, and negotiate final terms before award.

How EZcontractPRO Helps

We find that using EZcontractPRO to organize and compare sub quotes speeds up this process and reduces missed details, helping you make confident, profitable choices.

Start Free 30-Day Trial

Frequently Asked Questions

What should I look for in a subcontractor quote?
Always check that the quote covers the full scope of work, includes clear pricing, and lists all inclusions and exclusions. Don't overlook terms for payment, schedule, and warranties, as these can impact your project’s success.
How do I spot red flags in subcontractor bids?
Watch for vague descriptions, missing line items, or unusually low prices. Lack of references, expired insurance, or unclear payment terms are also warning signs that a sub may not be reliable.
How do I handle discrepancies between subcontractor quotes?
Reach out to each subcontractor for clarification or a revised bid. Document all changes and ensure every quote is based on the same plans and specs for a fair comparison.
Why is it important to review exclusions in sub quotes?
Unlisted exclusions can lead to costly change orders or disputes. By catching them up front, you avoid unexpected costs and protect your bottom line.
How can I compare quotes efficiently on larger projects?
Use software or detailed spreadsheets to line up each quote by trade and scope. This makes it easier to spot gaps, overlaps, and pricing inconsistencies across multiple subs.

Contractor Community Q&A

Real questions from contractors like you, answered by experts and peers.

Featured
C
Carlos M. Electrician • Phoenix, AZ

What's the best way to handle estimates when I don't know exact material costs until I open up the walls?

31 found helpful 2 answers
EZcontractPRO Team Official

Use allowances! Give a budget range for the unknown portion (e.g., "Electrical rough-in: $800-1,200 allowance, final based on actual conditions"). This sets expectations and protects your margin.

24
M
Maria G.

I always add 15% contingency for remodel work. Clients understand old houses have surprises. Just explain it upfront.

11
M
Mike R. General Contractor • Austin, TX

How detailed should my estimates be for residential remodels? I've been doing simple one-line quotes but wondering if I'm losing jobs because of it.

23 found helpful 2 answers
EZcontractPRO Team Official

Detailed estimates almost always win more jobs. Clients feel more confident when they can see exactly what they're paying for. Try breaking down by room or phase - it also protects you if scope changes mid-project.

15
J
James P.

I switched to itemized estimates last year and my close rate went up about 20%. Takes more time upfront but worth it.

8
S
Sarah K. Kitchen & Bath • Denver, CO

Do you guys include labor as a separate line item or bundle it with materials? Clients keep asking me to break it out.

18 found helpful 1 answers
Construction Coach Expert

I recommend showing labor separately for transparency, but bundle it if you're worried about clients nickel-and-diming your hourly rate. Either way, be consistent across all your estimates.

12

Have a question about estimating & proposals?

Ready to Streamline Your Business?

Join thousands of contractors who create professional estimates in minutes, not hours.

Start Free 30-Day Trial See Features