Templates & tools that save you hours
Use these assets to standardize your process, reduce misunderstandings, and deliver a premium client experience.
These templates are general information and are not legal advice. Adapt them to your trade, jurisdiction, and business practices.
Fewer disputes
Clear scope, milestones, and change orders reduce surprises.
Faster quoting
Copy-ready scripts and structured quotes speed up conversion.
Better margins
Pricing checks help protect overhead and risk.
How to use this toolkit
A consistent workflow builds trust and increases conversion.
Qualify the request
Send a clear quote
Confirm scope & schedule
Deliver and document
Request a review
Service agreement template
A plain-language structure you can adapt for most jobs.
Industry standard: Put the scope, pricing, and change-order rules in writing before work starts. For multi-day work, define milestones and acceptance criteria.
Quote cover note (copy/paste)
Copy-readyThanks for the details. Based on what I can see, here’s my quote and schedule. Scope (included): … Exclusions: … Timeline: … Price: … If we uncover unknown conditions after opening up the area (hidden damage, non-standard wiring/plumbing, etc.), I’ll pause and send a change order for approval before proceeding.
Change order template
The fastest way to keep projects clean when scope changes.
Change order form (copy/paste)
Copy-readyCHANGE ORDER Job: [Job name / address] Date: [YYYY-MM-DD] Requested by: [Client / Pro] Reason for change: - … New / revised scope: - … Price impact: - +$… (materials: $… / labour: $… ) Schedule impact: - +… days (new estimated completion: …) Approval: Client approval: ____________________ Date: __________ Pro: ______________________________ Date: __________
Payment terms & invoicing
Industry-standard expectations that prevent misunderstandings.
Milestones
Break work into approvals: deposit (optional), mid-point, completion.
Completion definition
Define what ‘complete’ means (walkthrough, photos, checklist).
Invoice clarity
Line items, taxes, materials, and any discounts shown explicitly.
Late payment
If you use late fees, state them clearly and keep them reasonable.
Invoice note (copy/paste)
Copy-readyInvoice summary Work completed: … Included materials: … Change orders (if any): … Next steps: Please review and confirm completion. If anything needs adjustment, reply here and I’ll schedule a follow-up.
Completion & handover checklist
Deliver a premium finish every time.
Walkthrough completed with client
Before/after photos documented (if permitted)
Work area cleaned and debris removed
Operating instructions provided (if applicable)
Warranty/next steps communicated (if applicable)
Review request sent
Review request message (copy/paste)
Copy-readyThanks again—appreciate the opportunity. If you’re happy with the work, would you mind leaving a quick review? It helps my business a lot and keeps response times fast.
Client onboarding checklist
A premium experience starts before you arrive.
Confirm address + access
Keep it in-platform for a clean record.
Confirm parking/entry details
Keep it in-platform for a clean record.
Confirm materials & finishes
Keep it in-platform for a clean record.
Safety notes (pets, alarms)
Keep it in-platform for a clean record.
Set start window + ETA
Keep it in-platform for a clean record.
Define completion criteria
Keep it in-platform for a clean record.
Pre-visit confirmation (copy/paste)
Copy-readyConfirming our appointment: Date/time window: … Address: … Access notes: … Parking/entry: … What I need from you before I arrive: … If anything changes, reply here so we can adjust the plan.
Pricing calculator
A simple way to price consistently and protect your margin.
Use this checklist to sanity-check pricing before you submit a quote.
- Labour hours (including travel + setup)
- Materials + waste factor
- Overhead allocation
- Risk buffer for unknowns
- Target margin
- After-hours/urgent work premium (if applicable)
Pricing sanity check (copy/paste)
Copy-readyPricing check Estimated hours: … Materials: … Overhead allocation: … Risk buffer: … Target margin: … If I’m not confident in scope from photos, I’ll recommend an on-site assessment before finalizing price.
Marketing guide
Build demand with trust, not hype.
The best marketing is a repeatable experience: clear quotes, reliable scheduling, clean execution, and easy follow-up.
- Show real work (before/after) with context
- Be specific: neighborhoods, specialties, constraints
- Ask for reviews at the right time
- Keep your messaging consistent and professional
- Be transparent about availability and lead times
Portfolio caption (copy/paste)
Copy-readyProject: … Location: … Outcome: … Constraints: … What I did: … Timeframe: … If you’re looking for something similar, message me with photos and your ideal timeline.
Messaging scripts
Professional, calm, and high-conversion communication.
First response (copy/paste)
Copy-readyThanks for reaching out—happy to help. A few quick questions so I can quote accurately: 1) … 2) … 3) … I can provide a range from photos, or do a quick on-site assessment. Which do you prefer?
Boundary setting (copy/paste)
Copy-readyTo keep things clear, I document scope, pricing, and any changes in writing. If the scope changes, I’ll send a change order for approval before proceeding.
Reschedule request (copy/paste)
Copy-readyI’m unable to make the original time window due to [reason]. I can offer [option A] or [option B]. Let me know which works best and I’ll confirm right away.
Jump to
Next step
Pair this toolkit with the Growth playbook to improve conversion and repeat work.
Open Growth Strategies