Construction Files???

Boogga

Okay, you have just won the job, and you are all happy, it's a big job too and good money. Now you need to start.

Do you make a Job/Construction File up? You will put everything concerned into that file. How do you brake it up??? What sections do you provide for all the info, such as plans, BOQ etc??? Can you all give me some idea and an order of importance too???? Thanks.

Boogga LB OZ

__________________

"It's better to die on your feet than to live on your knees"

MKamis

I started using the Excel spreadsheet program last year for all of my estimates, and the longer I've used it, the faster and simpler estimating and organizing my jobs has become. I started out with a file which included a particular task with a price attached. If I needed to up any pricing due to materials cost, overhead, etc. it is very simple to increase amounts in percentages.

Throughout the job, I will add whatever info I need into that file and keep it with me whenever possible. It not only helps me see where I'm at financally (just add up what is completed vs. what is owed depending on your payment schedule), it also serves as a great to-do list so long as the file is updated whenever there is a change or addition to the job at hand. This has helped me keep track of the add-ons very well in those cases when the customer seems to want you to work for them full-time by adding something every day!

Marty

georgia dawg

I only build about 5 homes a year as a GC. I break it down into two main files and other files "as needed":

1. Since I have only one bank account, I have a monthly receipt file with the month-end statement added. This file covers all jobs, but I always record the job and item on all reciepts/invoices. This keeps the IRS happy and makes it easy to transfer to Quickbooks. All job costing and estimating is done in Excel and Quickbooks.

2. I keep one folder for each job that contains everything else for that job. You can put permits,estimates, job cost reports, etc. here.

3. Over time, I've added files for Prospects, marketing, Taxes, Loans, and the catch all: Misc. I used to keep sales literature in files, but it grew too fast, so now I just chunk it in a cardboard file box.

Its also easy to take all the monthly stuff at the end of the year and chunk it in a storage box when done with taxes.

I'm not techno-savvy. No PDA's or computers onsite. I have a cheapo week-at-a-glance organizer, bus.card organizer, $5 calculator, and yellow notepad in my briefcase. My cellphone is rugged and simple enough to just place clear calls and accept clear calls and thats all I need. Thats it. Its not rocket science, but it works for me.

__________________
"How much per sq.ft? Well.. gimme $1K and I can build a shed. Gimme $1M and I can build the same size shed with gold plating and encrusted diamonds."

Danahy

I am a well known QB's pusher, however since we're talking excel I'll tell you why I love it, here's what I'd do.

Name the file the "Job Name"
Start the first worksheet with your estimate, (excel defaults to 3, but you can add more.
Rename your second worksheet - schedule or whatever
Rename your third worksheet - Expenses or subs
Add a fourth called - before and after photos (post pics there)
Add a fifth called - Job Notes
Add a sixth called - blueprints / sketches (post/scan pics in here).
Add etc etc...

Then link them together with different formula's that spread across all the different worksheets, so when you make a change on one area, it adjusts in all the way through.

I used to make these salestrackers for my friends doing sales to keep track of thier numbers and such, I used to find this fun, now I just don't have the time.

More recently I wrote a spreadsheet to calculate my mileage for the year, just plunk in your total mileage, what % you want to have for business, the figures out the working days in a year to find an average per day, then add alittle formula for realism sake such as:

For example of course; (say my average was 45km / day)
=randombetween(-15,15)+45

which will give me a number like 45 plus or minus 15 km... (making everyday different), add in there some stationary numbers you control manually to make quota, and whamo, mileage for the year.

Sure you get the point...
Anyhow, should you have any questions regarding this let me know.

Boogga

For some reason I didn't think about putting in my pictures! Wow!

__________________

"It's better to die on your feet than to live on your knees"