Contractor quote comparison tool
Three quotes for the same job can differ by thousands, and the difference is usually in the scope, not the skill. Enter what each quote actually says and this worksheet lines them up, flags what's missing, and shows where the prices aren't comparable yet.
Don't have a fair range in mind? Start with the cost planner. Don't have three quotes yet? Read how to find and vet a contractor.
Contractor quote comparison worksheet
| Item | Quote 1 | Quote 2 | Quote 3 |
|---|---|---|---|
| Contractor | — | — | — |
| Quoted price ($) Total as written on the quote | — | — | — |
| Materials included? | — | — | — |
| Labor included? | — | — | — |
| Who pulls the permit? | — | — | — |
| Labor warranty e.g. 2 years | — | — | — |
| Parts / manufacturer warranty e.g. 10 yr parts, 6 yr tank | — | — | — |
| Estimated duration e.g. 1 day | — | — | — |
| Insurance certificate provided? | — | — | — |
| License # (verified?) Look it up on your state board | — | — | — |
| Exclusions What the quote says it does NOT cover | — | — | — |
| Possible additional charges Allowances, 'if we find…' items, disposal | — | — | — |
| Notes | — | — | — |
What the comparison shows
Enter at least a contractor name or price in two columns and the comparison appears here.
Not sure what a fair range is? Check the cost planner or a project calculator before you negotiate.
How to use the worksheet
- Copy from the quote, don't interpret. If the quote doesn't say who pulls the permit, choose "Not stated" — that's a question to ask, not a detail to assume.
- Make the scopes match before comparing totals. A quote that excludes materials, disposal, or the permit can't be compared to an all-in price until you add those.
- Separate the two warranties. The manufacturer covers the part; the contractor covers the work. A long parts warranty with no labor warranty means a free part and a paid service call.
- Verify the license yourself on your state or county board, and ask for the insurance certificate before anyone starts.
- Print it and take it to the follow-up calls. Contractors give better answers to specific questions.
What every quote must include before you compare prices
Ask for these in writing. A quote missing more than two of them is not a low bid; it is an incomplete one.
- Scope, line by line: what is being removed, installed, repaired, and what is explicitly excluded.
- Materials and model numbers: the exact unit, grade, or product (a water heater quote without a model number can't be compared to one with it).
- Labor and crew: who does the work (own employees or subcontractors) and the estimated duration.
- Permit and inspection: who pulls the permit, in whose name, and whether the fee is included.
- Disposal and cleanup: haul-away of the old equipment, dumpster, magnet sweep for roofing.
- Allowances and "if we find" items: per-sheet decking, per-foot pipe, flange repair — priced in advance, not discovered on the invoice.
- Two warranties, separately: manufacturer parts warranty and the contractor's labor warranty, with terms.
- License number and insurance: a license you can verify on your state board, and a certificate of general liability and workers' compensation.
- Payment schedule: deposit (modest), progress payments tied to milestones, final payment after inspection.
Using the worksheet as a printable template
Print it empty to fill in by hand during site visits, or enter the quotes and print the comparison for the follow-up calls. The print layout drops the site chrome and keeps the three columns side by side on one page.
Common questions
How many quotes should I get?
Three is the standard for anything over about $1,000. Spreads of 30–40% between bids for identical scope are normal in roofing, HVAC, and plumbing; the third quote is usually the one that shows which of the first two is the outlier.
Should I tell contractors what the other bids were?
Not the numbers. Share the scope differences instead ("another bid included a new pad and disconnect — is that in yours?") so each quote converges on the same job.
What if the lowest quote is from an unlicensed contractor?
For permit-required work (electrical, gas, roofing, structural, water heaters in most jurisdictions) an unlicensed contractor usually can't pull the permit, which puts the liability and the resale problem on you. Treat it as not comparable.
Why we don't rank the quotes
The cheapest number is often the least complete one. The right choice is usually the lowest complete quote — scope matched, permit included, insured, warranty in writing, references that check out. That judgment needs the follow-up conversation this worksheet is built to prepare you for.
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