Introduction

You’ve seen it: a homeowner sends “the plans” they got from a designer two kitchens ago. You price it quickly, start the work… and discover the fridge wall is an inch short, the vent stack isn’t where it’s drawn, and the island clearances don’t meet code. Now you’re losing hours and goodwill. This guide shows what to check, how to price safely when drawings might be stale, and how to communicate assumptions so you stay protected. We’ll keep it practical and fast—moves you can do in minutes, not hours.

Table of Contents

• Key Takeaways
• Why Outdated Plans Blow Up Schedules
• Fast Ways To Verify Plans Before You Price
• Pricing Safely When Plans Might Be Wrong
• Communication That Prevents Rework
• Prevention System: A 3-Stop Check That Fits Busy Weeks
• Frequently Asked Questions
• Conclusion

Key Takeaways

• It’s common for homeowner-supplied plans to be off by half an inch to one inch on critical runs—just enough to trigger rework.
• A 15–20 minute on-site “sanity check” can save 2–3 hours of rework later by catching door swings, utilities, and clearance issues early.
• Pricing with clear assumptions and unit rates for discoveries reduces back-and-forth by roughly half and protects margin.
• Voice-captured assumptions, photos, and an e-signed proposal create a paper trail that prevents disputes and speeds approvals.

Why Outdated Plans Blow Up Schedules

Many contractors find homeowner PDFs are snapshots in time—often missing field revisions, appliance swaps, or framing quirks. Small drawing errors are sneaky because they hide in the details.

The Problem

• Critical dimensions drift: It’s common to see half inch to one inch differences on walls, door openings, or appliance centers—small on paper, big on install day.
• Utilities wander: Vent stacks, supply lines, and electrical rough-ins rarely land exactly where they’re drawn in older homes.
• Code clearances shift with reality: On paper, 36 inches at an island looks fine. On site, posts, radiators, or out-of-plumb walls steal that space.

A single one inch miss on a cabinet run can force a re-scribe, change the filler strategy, and eat 3–4 hours between rework, trips, and client explanations. Multiply that across a project and you’ve got a week gone.

The Fix (High Level)

Treat every "client plan" as a starting point. Do a short, targeted verification of the few dimensions and utilities that can blow up the job. Then price with explicit assumptions tied to what you verified.

Real-World Example

Kitchen refresh, no wall moves. The plan shows 120 inches for base cabinets on the sink wall. Quick site check finds 119 3/8 inches due to a bowed plaster corner. By adjusting the layout to include a slightly wider filler and confirming with the client in writing before ordering, the installer avoided a return trip and a cabinet exchange. That 10-minute check saved a half day.

Fast Ways To Verify Plans Before You Price

You don’t need a full as-built to price safely. You need the critical truth.

Priority Checks (15–20 Minutes Total)

1. Measure the “money walls”

   • Sink wall, range wall, any full-height storage or appliance runs.
   • Note the tightest point, not the average. Old walls bellied out are common.

2. Verify utilities that can’t move cheaply

   • Vent stacks, main drains, electrical panels, gas meters, HVAC trunks.
   • Snap a photo with a tape in frame.

3. Check door swings and openings

   • Door leaf plus casing eats into clearances fast. Confirm actual swing and latch side.

4. Ceiling height and level spots

   • Kitchens, baths, and built-ins care about this. Spot-check with a laser; note lowest point.

5. Floor flatness (fast pass)

   • Use a 6–8 ft straightedge. Mark any dips or crowns that affect tile, LVP, or cabinets.

Commonly, spending 3–5 minutes per room on these checks prevents surprises that would cost hours later.

Tools That Speed It Up

• Compact laser measure (one-person accurate measuring)
• Small laser level or cross-line laser (ceiling/plane checks)
• 6–8 ft straightedge and a short torpedo level
• Painter’s tape and a Sharpie to label photos on site

Field Notes That Don’t Slow You Down

• Take a photo of each wall from left-to-right with a tape in the shot.
• Dictate quick notes per wall: “North wall: 119 3/8 tight at left corner, vent stack center 56 inches, outlet to move.”
• Many contractors report that voice notes plus photos are faster than writing and more complete.

Example: Bath Gut Verify (10 Minutes)

• Tub alcove width at three heights; note tightest.
• Drain location relative to the centerline; photo with tape.
• Vent and supply risers—check if they’re within stud bays for the new valve set.
• Fan duct route feasibility—quick attic peek or soffit check.

Pricing Safely When Plans Might Be Wrong

You can price confidently without padding everything. Tie your price to what you verified and define what happens if reality differs.

Core Moves

• Write clear assumptions
  • Example: “Cabinet run priced for 119 3/8 to 120 inches between finished walls. Layout will be adjusted with fillers within that range.”
• Add unit rates for discoveries
  • Example: “Stud shimming to plumb/flat beyond 1/4 inch over 8 ft at $X per stud.”
• Separate high-risk tasks
  • Pull out tasks likely to change (e.g., moving a vent stack) into optional lines.
• Lock lead items after confirmation
  • “Order of cabinets and tops proceeds after site check and client sign-off on final layout.”

In general, contractors who price with assumptions and simple unit rates report fewer disputes and a noticeable drop—often around 30–50%—in back-and-forth during scheduling.

Simple Language That Works

• “Price based on the field-verified dimensions and photos taken on [date]. If site conditions differ, we’ll use the unit rates listed below.”
• “Appliance clearances priced for manufacturer’s spec plus 1/2 inch tolerance. If appliance model changes, price may adjust accordingly.”

Example: Small Wall Move

Plan shows a non-load wall moving 6 inches. On site, you find a cast-iron stack in that wall. Your proposal includes: “Wall relocation excluding relocation of existing plumbing stacks. If stack falls within new wall path, relocation is additional at $X per hour plus materials, estimated 4–6 hours.” That single paragraph can protect a day of unpaid labor.

Communication That Prevents Rework

Even good checks and careful pricing fail if the client thinks you’re working off “the plan” they love. Close the loop= in writing.

What To Send the Client

• A simple plan image or sketch with your critical notes
• 6–10 labeled photos that show constraints (tape visible)
• A proposal that repeats your key assumptions and unit rates

How Donizo Helps (Without Extra Office Time)

• Talk through the site in the driveway with voice capture: walls, utilities, gotchas.
• In Donizo, use Voice to Proposal to turn those notes plus photos into a professional proposal fast.
• Send the branded PDF by email with client portal access; the client can review and use the integrated e-signature to approve.
• Once accepted, convert to invoice in one click and track payments on paid plans. Contractors often report same-day sign-offs when clients can e-sign.

Commonly, this workflow saves 1–2 hours per job in admin, and approvals come faster because everything is clear and easy to sign.

Example: Cabinet Layout Confirmation

You narrate: “Sink wall tight at 119 3/8 left corner, dishwasher right of sink, panel at end.” Photos attached. Proposal assumption states the measured range and filler plan. Client e-signs the exact notes you’ll build to. No backpedaling later.

Prevention System: A 3-Stop Check That Fits Busy Weeks

You don’t need a new department. You need a rhythm.

Step 1: Pre-Quote Sanity Check (On Site, 15–20 Minutes)

• Measure money walls and critical clearances.
• Verify utilities that are expensive to move.
• Snap labeled photos. Dictate a 60-second summary.

Outcome: You can price safely without guessing. This alone can save 2–3 hours of rework per week across small jobs.

Step 2: Proposal Assumptions + Unit Rates (Office, 10–15 Minutes)

• Drop your verified notes into the proposal.
• List unit rates for common discoveries (plumb/flat correction, subfloor patching, outlet relocation).
• Clearly state when long-lead items get ordered.

Outcome: Fewer disputes, fewer freebies. Many contractors find callbacks over “but the plan said…” drop sharply.

Step 3: Prestart Reconfirm (5–10 Minutes)

• Before ordering cabinets, tops, glass, or custom doors, reconfirm actual field dimensions and email the client one last mini-summary.
• Have them re-acknowledge by reply or e-sign if it’s material to the cost.

Outcome: You avoid the most expensive kind of rework—the kind that hits after materials arrive.

Quick Reference Table

Frequently Asked Questions

How do I tell a homeowner their plans are wrong without offending?

Speak to risk, not blame. “Your plan is a solid starting point. Homes shift a bit in reality, so I do a quick field verify of the few dimensions that matter for clearances and code. I’ll note anything we find and price it transparently so there are no surprises.” Clients appreciate the professionalism.

How much time should I spend verifying before I price?

For small interior jobs, many contractors budget 15–20 minutes total. Focus on one or two walls that carry the scope, plus utilities that are expensive to relocate. For full remodels, a room-by-room 3–5 minutes per room is a good benchmark when you just need pricing-grade confidence.

What tools make verification fastest?

A compact laser measure, a cross-line laser for level checks, a straightedge, painter’s tape, and your phone camera. The combo lets one person capture truth quickly. Voice notes beat handwriting when you’re moving fast.

Can I use e-signatures to confirm assumptions and final dimensions?

Yes. In general, e-signatures are widely accepted for home improvement proposals and change acceptances when they include identity, intent, and a clear record of what was agreed. Using a tool that embeds your assumptions and photos in the PDF the client signs creates strong documentation.

What if the client insists “just go by the plan”?

Reply with options. “We can build to the plan as-is, or I can verify the few critical dimensions so we don’t risk rework. If we skip verification, I’ll include unit rates for any adjustments we discover so costs are clear.” Then document whichever path they choose and have them sign.

Conclusion

Outdated drawings aren’t the enemy—guesswork is. A short verification, assumptions tied to what you checked, and simple unit rates turn risky plans into predictable work. Voice-capturing your notes and photos, then sending a clear, signable proposal makes approvals faster and protects your margin. If you want to do that without extra office time, try Donizo. Talk through the site, generate the proposal, get the e-signature, and convert to an invoice when they say yes. That’s how small teams keep jobs moving and avoid rework.