Construction Forms & Contracts: Book & CD-ROM Overview
125 forms you can copy and use – or load into your computer (from the FREE disk enclosed). Then you can customize the forms to fit your company, fill them out, and print. Loads into Word for Windows, Lotus 1-2-3, WordPerfect, Works, or Excel programs. You'll find forms covering accounting, estimating, fieldwork, contracts, and general office. Each form comes with complete instructions on when to use it and how to fill it out. These forms were designed, tested and used by contractors, and will help keep your business organized, profitable and out of legal, accounting and collection troubles. Includes a CD-ROM for Windows™ and Mac.
Back Cover
Construction Forms and Contracts
by Craig Savage and Karen Jones-Mitchell
Nearly
every contract and form you're
going to need is here ready for reproduction on your copy machine. The authors
are construction contractors and have used these forms for many years. They're
good. They're complete. They're going to save you time and money day after day.
By themselves, they're worth the price of the book. But that's just
the beginning if you have a computer and a printer.
With
that combination and the CD inside the back cover of this book, you're going to
be a paperwork wizard. You
can lay these forms open on your computer screen and customize them to
fit your needs exactly:
-
Add your company name and address
-
Add whatever you feel is missing
-
Delete what doesn't suit your operation
-
Change the column headings or row widths
If
you know how to use any of the popular word processing or spreadsheet programs,
you'll have no trouble using the disk included. Even if you don't have a word
processing program, you'll be able to use these forms on your computer. Full
instructions in the book explain how to open and use any of these forms:
-
Estimating forms, checklists, job and equipment logs and time sheets
-
Contracts and change orders for remodeling, new construction and T&M jobs
-
Progress billing sheets, purchase orders, time and material invoices
-
Lien notices, time cards, cover letters, transmittals and memos
The
compact disk has a version of all 125 forms exactly right for anyone who uses:
-
Ami Pro 3.0 for Windows
-
Lotus Word Pro
-
WordPerfect 5.1 for DOS, & 6.0
-
Claris Works 5.0
-
NCU Edit for DOS
-
Corel WordPerfect
-
Excel for Windows 3.1, 95, NT & 98
-
Corel Quattro Pro
-
Works 3.0 for Windows 3.1
-
Lotus 1-2-3 for Windows 3.1, 95, NT & 98
-
Word 6 for Windows 3.1, 95, NT & 98
-
Works 4.0 for Windows 95, NT & 98
No Word Processor or Spreadsheet Program Needed
If you don't have
any of these programs, there's another version of all 125 forms that will work
on any computer that operates on DOS, Windows or Mac systems. If you don't have
a CD drive, a 3˝" disk is also available.
Craig
Savage is a contractor with over 30 years of construction experience and in
appreciation for what the computer can do in the builder's office. In this book
he draws on these skills to help builders with a marked dislike for
paper-shuffling resolve the age-old dilemma of how to achieve the accurate,
through records every business requires, while not spending the entire work week
doing it.
Karen
Jones-Mitchell has 15 years experience as a general contractor and finance
consultant. Between her two careers, she's become a seasoned pro in building, in
construction accounting, and in computers. Karen knows inside and out the
special problems of construction record-keeping and construction offices. In
this book she has combined that knowledge to help create the most user-friendly
set of forms you've ever seen or used.
Construction Forms & Contracts: Book & CD-ROM
Introduction
Give
a contractor three wishes and you'll probably get three requests:
1.
Just leave me alone and let me do my work.
2.
Pay me when my work is done.
3.
Save me from all this paperwork!
Between
us, we've got 40 years as contractors under our belts. We know how you feel. And
we agree, especially with the third request. Paperwork never built anything. In
fact, paperwork keeps you from building. It inflates your overhead, drains away
the valuable time of key people and increases the complexity of what's way too
complex already.
So,
you ask, why would any construction contractor want Construction Forms &
Contracts? That's easy. We'll explain.
Think
about it for a minute. Exactly why do you hate paperwork?
When
we ask that question at seminars and trade shows, we get all the obvious
answers. There are probably as many good reasons to hate paperwork as there are
construction contractors. But nearly all come down to one point:
It's
a waste of time.
So
why do it? Glance at the top of this page again. Read the first two requests on
every contractor's wish list: Remember "Let me build!" and "Pay
me on time!" That's why you do paperwork. You're never going to get either
wish until the paperwork is done.
This
book addresses Wish 1 and Wish 2 by simplifying and systematizing Wish 3. That's
our point in a nutshell. You'll have more time for productive work and get paid
sooner if paperwork stops being a burden and becomes a breeze. That's the
purpose of this book.
If
you don't believe that paperwork can be simplified, keep reading. You're in for
some surprises.
True
enough, this is a book of forms. Nearly every contract and form you're going to
need is here ready for reproduction on your copy machine. We've developed these
125 forms for our own company and have used them for many years. They're good.
They're complete. They're going to save you time day after day. By themselves,
they're worth the price of the book.
But
that's just the beginning if you have:
-
A computer with a CD-ROM drive
-
A printer.
With
that combination and the disk inside the back cover of this book, you're going
to be a paperwork wizard. With any of the modem spreadsheet or word processing
programs, you can open these forms on your screen and customize them to fit your
needs exactly:
-
Change the column headings or row widths.
-
Add your company name and address.
-
Delete what doesn't suit your operation.
-
Add whatever you feel is missing.
If
you know how to use any of the popular word processing or spreadsheet programs,
you'll have no trouble using the forms disk in the envelope in the back of this
book. Beginning on page 333 you'll find instructions for loading and using the
forms with any of the popular word processing or spreadsheet programs. Even if
you don't have a word processing or spreadsheet program, you'll be able to open
these forms, make changes on the screen, then print the revised form on your
printer.
What's the Advantage to You?
Just like a nail gun automates nailing, this disk is going to automate your paperwork.
Your
time will be the biggest saving. But you'll save money, too. The cost of
duplicating forms yourself is peanuts compared to the cost of custom-designed
forms purchased from a forms vendor. Expect savings of at least several hundred
dollars a year.
In
short, your company is going to have the most professional, easiest to use, most
complete set of accounting, estimating, contracting and field reporting forms
available anywhere.
Why You Need Good Forms
Most
construction tradesmen learn by watching others. For example, apprentice
carpenters learn to set a nail before driving it. But for many, it takes a good
whack on the thumb to bring the lesson home. Painful mistakes can be the best
teachers.
It's
the same way with construction contracting. The most painful lessons are
sometimes the best teachers. Verbal change orders are my favorite example.
"Do it now at any cost." has a way of becoming "I didn't
authorize that change," The lesson? Having the right change order form
available at the right time can save you thousands.
Here's
another example. Until your first workers' compensation audit, you probably
didn't understand the importance of good payroll records. Afterwards, you'll
never forget. Another painful lesson learned: Find and use good time cards and
payroll ledgers.
We
could go on and on. But we're sure you're getting the point. Most mistakes in
the construction contracting business teach the same lesson: Either use good
forms and keep good records or get out of the business.
Why Care About Forms?
We
can think of at least five great reasons to use the forms in this book. Test
yourself. See how many of these reasons make sense to you:
1.Good forms protect your company.
For
example, collecting for extra work is a sore point with most of the
construction contractors we know. Make it your policy that no extra work is
started without a signed change order. A signed work order leaves no wiggle
room when it comes time to get paid.
Consider
making a written purchase order part of your procurement process. That should
eliminate bills that exceed the quoted cost.
2.
Good forms give your business a professional image.
A
good paint job makes your finished product look great. Good forms, embellished
with your company logo, give your business a sharper image and a real
competitive advantage. They put you in the major leagues with construction
professionals who know the importance of making the best, possible
presentation.
Some
contractors can make a living writing estimates on the back of business cards
and scratching out bills on napkins. But you're never going to make it that
way with professional business people. It just isn't done. The people you want
as clients are accustomed to professional business practice. That means you
have to use good quality forms.
Clients
who get an estimate, a proposal, a change order and progress billings on forms
created in the same style know that you've got your act together. Good
professional forms imply a real permanence to your business. Your company is
more than a pickup truck and an answering machine. It's a quality,
professional operation.
Few
clients will ever see your office. But nearly all will see the contracting,
estimating or accounting forms you use. Many will judge your competence (at
least initially) by the quality of the paperwork you provide. Don't disappoint
them.
3.
Good forms, used properly, create order where there had been construction chaos.
Forms
reduce errors and oversights. They force you to list, schedule, record,
deduct, add, and follow procedures and checklists. That creates consistency
and accountability. It extends your direct control to everyone in your
company. No creativity is required. Just follow instructions on the form and
everything will fall into place. Forms make automatic what might otherwise
require regular supervision.
4.
Forms create a paper trail showing what happened and when.
Your
forms create a permanent record that's available weeks, months or even years
after the fact. That makes it harder for others to shift blame or legal
responsibility onto your shoulders. The higher the value of the work you do
and the greater your work volume, the more important good records will become.
5.
Finally, good forms level the playing field.
The
contract form you use does make a difference. We've seen "standard"
contracts so one-sided that no builder could make a dime. There's no reason
why every dispute has to be resolved in favor of an owner. Don't get suckered
into signing contracts like that. Offer to provide your own contract forms -
the forms in this book. They're fair and reasonable.
125
Essential Forms
The
forms you find here are those most commonly needed in a construction office. For
your convenience, we've divided them into five major categories:
1.
Accounting
2.
Contracts
3.
Estimating
4.
Field
5.
General Office
Each
form is accompanied by a description of how the form should be filled out and
used. We feel that this description is just as important as the form itself.
Not
every form will be precisely right for every company. In some cases, we've
provided several forms that serve the same general purpose. You'll have to
decide which form fits your operation the best. For example, there are four time
cards. Read the summary that accompanies each time card to determine which one
of the four is best for your operation.
Some
forms may not apply to your business at all. Others may not be appropriate at
this time. Don't feel like you need to use a form just because it's here.
The
balance between too much paperwork and too little is a matter of personal
preference. Our inclination is to use too many forms rather than too few. If the
living room is painted the wrong color and the kitchen is flat instead of gloss,
you've got a fight on your hands. That's too late to have a client initial a
color schedule for the paint contractor. It's much cheaper and easier to give
the right form to a client and then pass that form to your paint subcontractor.
Take that little step. Put your form to work. Lock down the colors and textures
and save yourself the grief.
Construction
Forms on Paper
If
you don't have a computer, make form copies with any copy machine. Just slap the
form you need down on the copier and copy away. Most forms intended for use out
of your office have a place for your company name, address and phone number.
Before running off any copies, paste your business card in the place reserved
for your name and address.
A
thick business card can create a shadow line around the card on each copy. If
that happens, copy your business card onto thinner paper and paste that copy on
the master. If you still get a shadow line, reduce the copier's contrast
adjustment slightly. If that doesn't eliminate the problem, try painting
white-out fluid around the edges of the pasted-on piece. Eventually you'll get
usable results.
Some
of the forms can be partially filled out before they're copied. Enter
information that stays constant from job to job before you do any duplication.
The
forms in this book should reproduce reasonably well on any good copier.
Experiment with the contrast control and alignment to get best results.
Print
quality will be better if you cut the form out of this book and give it to an
instant printer for duplication. Be sure to add your business name and company
logo to the form. Or select a printer who will set type for your company name
and address at no cost.
Those
forms most likely to be filled out with a typewriter have spacing that works
correctly with the standard carriage return on most typewriters. Forms intended
for use in the field (such as checklists and time cards) have larger spaces
between lines. There's enough room for writing with a carpenter's pencil or keel
marker. Fax forms have been stylized for easy reading once they're transmitted.
Once
you've made copies of several forms, organization will be important. We suggest
dedicating one file drawer for storage of blank forms. Put one manila folder in
this drawer for each form you plan to use. Label these file folders with the
form name and put the folders in alphabetical order. Storage in a file drawer
keeps these forms readily available at all times.
Construction
Forms on Disk
If
your company is one of the growing majority that have joined the computer
revolution, the disk in the envelope inside the back cover will be more valuable
than the tree that had to be destroyed to put this sheaf of paper in your hand.
Each
of the forms in this book is on the disk - in eight formats. Why put each form
on disk eight times? Easy. Because the nerds who write computer programs haven't
adopted a uniform method of storing graphics on disk. To be reasonably sure that
you can use these forms, our publisher created eight versions of each form. The
version you use depends on the word processing or spreadsheet program you
prefer. Here are the eight versions you can select from:
-
Excel if you use Microsoft Excel, Quattro Pro, or Claris Works for Windows.
-
Word for Windows if you use any version of Microsoft Word.
-
WordPerfect if you use WordPerfect 5.1 for DOS, WordPerfect for Windows, AmiPro 3 for Windows or Lotus Word Pro for Windows.
-
Lotus 1-2-3 if you use Lotus 1-2-3 for Windows.
-
Works if you use Works for Windows.
-
ASCII if you use DOS and don't have Windows.
-
Excel for Mac if you use Microsoft Excel for the Macintosh.
-
Word for Mac if you use Microsoft Word for the Macintosh.
You
can reproduce these forms (on your printer) just the way they look in the book.
Even better, you can customize each form so it meets your needs exactly. Cut out
what you don't need and paste in what's required to make the form perfect for
your company. The more capable your word processing or spreadsheet program, the
more you can do.
You
should have no trouble redesigning any of these forms to fit your style of doing
business. Try importing your company's logo or letterhead and pasting it on
several of the forms - creating instant stationery that's available whenever you
need it.
Having
the forms on computer means that you can print small quantities when only small
quantities are needed. The savings in printing and storage costs will be
substantial. When your address or phone number changes, modify the form in a
minute or two, not after using up the last of that 5000 print run. And if you
want to look like a remodel company to some clients and a custom home builder to
others, it's a cinch to change the form and print a few dozen copies of each
form type.
Each
of the forms is stored on disk as a single file. But you may prefer merging
several forms into one larger file that prints as a single document. That's
handy when the same forms are needed every time you start a new job. If you have
one of the more capable word processing or spreadsheet programs, consider
merging the forms on your hard disk in the order you'll need them:
-
Preliminary Job Survey first
-
Proposals next
-
Billings, etc.
-
Finally, the client questionnaire that's sent at the end of the job
Using
a combination of computerized custom forms and copied standard forms will
probably be most efficient. For example, create a customized master time card
with your favorite word processing or spreadsheet program. Print one copy with
your laser or ink jet printer. Then run off lots more with any copy machine.
You'll
print one-of-a-kind forms (such as contracts) only when needed and specifically
for a particular job. The same will probably be true for invoices and progress
billings.
A
Word of Caution
We're
not lawyers. We're construction contractors. The forms in this book haven't been
reviewed for legal content and may not comply with laws in all states. Your best
source of advice on the law will always be legal counsel familiar with the law
in the communities where you do business.
Can't
Use a CD?
The
CD in the back of this book should work perfectly in any computer with a CD-ROM
drive - whether that computer is a PC (using Windows or DOS) or a Macintosh. But
what if you don't have a CD-ROM drive? One answer is to copy the forms you need
from the CD to a disk that fits your computer. All you need is the help of a
friend who has a computer with a CD drive. And if that won't work? Call
Craftsman at 1-800-829-8123 and ask for the 31/2" disk you need, either for
a PC or a Mac. The cost is $10.
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