Scope of Work (SOW)

Path: /properties/[id]/renovation → SOW Tab
Access Level: Property Owners & Collaborators with Edit Rights

Overview

The Scope of Work (SOW) Builder is where you define every task, trade, and detail of your renovation project. Think of it as your master plan - a comprehensive checklist that becomes the foundation for your budget, timeline, and quality control. The SOW is designed to be created first, before budget or materials, ensuring nothing is forgotten and everything is properly estimated.

What is a Scope of Work?

Definition

A Scope of Work is a detailed, itemized list of all work to be performed during the renovation, including:

What: Specific tasks and deliverables
Where: Room or area of work
Who: Trade or contractor responsible
When: Phase or timeline
How: Quality standards and specifications

Why SOW Matters

For You (Investor):

Nothing gets forgotten or overlooked
Clear communication with contractors
Basis for accurate bids
Quality control checklist
Lender documentation

For Contractors:

Crystal clear expectations
Reduces change orders
Easier to provide accurate quotes
Clear deliverables

For Lenders:

Professional documentation
Detailed draw request support
Shows project planning depth

Creating Your First SOW

Quick Start Workflow

Choose Template or Start Blank
Add Rooms/Areas (Kitchen, Bath, Exterior, etc.)
Add Tasks for each room (demo, electrical, plumbing, etc.)
Set Details (priority, trade, cost estimate)
Generate Budget (one-click creates budget from SOW)
Export for contractor bids

SOW Builder Interface

Main Components

1. Template Selector

Location: Top of SOW tab

Choose from pre-built templates:

Cosmetic Renovation

Paint interior/exterior
Flooring replacement
Kitchen/bath refresh
Landscaping cleanup
~20-30 line items

Moderate Renovation

Cosmetic + minor repairs
Fixture replacements
Some drywall work
HVAC service
~40-60 line items

Heavy Renovation

Structural changes
New systems (electrical, plumbing)
Complete kitchen/bath remodel
Roof/foundation work
~80-100 line items

Full Gut Renovation

Everything removed to studs
All new systems
Complete rebuild
Permits required
~120-150 line items

Custom (Blank)

Start from scratch
Build your own structure
No pre-populated items

Using Templates:

1. Click "Select Template" dropdown
2. Choose renovation level
3. Review generated items
4. Customize as needed (add/remove/edit)
5. Save your SOW

2. Room/Area Organization

Structure:

Project
├── Exterior
│   ├── Front Yard
│   ├── Backyard
│   └── Driveway
├── Interior
│   ├── Living Room
│   ├── Kitchen
│   ├── Master Bedroom
│   ├── Master Bath
│   ├── Bedroom 2
│   └── Bedroom 3
├── Systems
│   ├── Electrical
│   ├── Plumbing
│   ├── HVAC
│   └── Foundation
└── Permits & Admin
    ├── Building Permits
    ├── Inspections
    └── Final Certificates

Adding Areas:

Click "+ Add Area" button
Enter area name (e.g., "Kitchen")
Choose area type (Interior, Exterior, System, Other)
Optionally add square footage
Save area

Area Actions:

Edit: Change name or details
Duplicate: Copy structure to another area
Reorder: Drag & drop to reorganize
Delete: Remove area and all tasks (with confirmation)

3. Task List View

Columns:

Column	Description	Editable	Sortable
☑️ Checkbox	Mark task complete	Yes	No
Area	Room or location	No	Yes
Task Description	What needs to be done	Yes	Yes
Trade	Who does it	Yes	Yes
Priority	Low/Medium/High/Critical	Yes	Yes
Est. Cost	Budget estimate	Yes	Yes
Status	Not Started/In Progress/Complete	Auto	Yes
Actions	Edit, Delete, Duplicate	-	No

Inline Editing:

Click any cell to edit directly
Press Enter to save
Press Esc to cancel
Changes auto-save after 2 seconds

4. Task Details Panel

Access: Click any task row or "Edit" button

Expanded view shows:

Basic Information

Task Name: Short description (e.g., "Demo Kitchen Cabinets")
Area: Which room/location
Trade: Plumber, Electrician, General, Demo, etc.
Priority: Visual indicator (🔴 Critical, 🟡 High, 🟢 Medium, ⚪ Low)

Specifications

Full Description: Detailed requirements (markdown supported)
Specifications: Materials, brands, colors, SKUs
Quality Standards: Workmanship expectations
Code Requirements: Building codes, permits needed

Estimating

Estimated Cost: Your budget for this item
Cost Basis: Per square foot, per unit, flat rate
Labor Hours: Expected time to complete
Material Cost: Separate from labor (optional)

Dependencies

Prerequisite Tasks: What must be done first
Blocking Tasks: What can't start until this is done
Phase Assignment: Which milestone includes this task

Documentation

Notes: Internal reminders, special instructions
Photos: Before photos, reference images
Documents: Spec sheets, product links, quotes
Contractor Quotes: Store bids from contractors

Adding SOW Items

Method 1: Manual Entry

Step-by-step:

Click "+ Add Task" button
Fill in required fields:
- Task description
- Area/room
- Trade/contractor type
Optional but recommended:
- Estimated cost
- Priority level
- Detailed specifications
Click "Save Task"

Example:

Task: Install Hardwood Flooring
Area: Living Room
Trade: Flooring Contractor
Priority: High
Est. Cost: $4,500
Specs: 3/4" solid oak, natural finish, 350 sq ft
Notes: Remove existing carpet first, check subfloor level

Method 2: Bulk Import

For large projects:

Click "Import" button
Choose format: CSV or Excel
Download template file
Fill in spreadsheet with all tasks
Upload completed file
Review imported items
Make adjustments as needed
Confirm import

CSV Format:

Area,Task,Trade,Priority,EstCost,Specs
Kitchen,Demo Cabinets,Demo,High,800,"Remove all uppers and lowers carefully"
Kitchen,Install Cabinets,Carpenter,High,5000,"Custom shaker style, soft close"
Kitchen,Granite Countertops,Stone,High,3500,"Level 2 granite, 40 sq ft"

Method 3: Copy from Previous Project

Reuse successful SOWs:

Click "Copy from Project" button
Select a completed project
Choose which areas to copy
Select specific tasks or copy all
Adjust costs for current project
Save copied items

Use cases:

Similar properties (same floor plan)
Consistent renovation approach
Proven scope that worked well
Standard cosmetic rehab template

Organizing Your SOW

Grouping Strategies

By Room/Area (Default)

Best for: Residential renovations

Kitchen
  ├── Demo
  ├── Plumbing
  ├── Electrical
  ├── Cabinets
  └── Finishes

Master Bath
  ├── Demo
  ├── Plumbing
  ├── Tile Work
  └── Fixtures

By Trade

Best for: Coordinating multiple contractors

Plumber
  ├── Kitchen rough-in
  ├── Master bath rough-in
  └── Guest bath fixtures

Electrician
  ├── Panel upgrade
  ├── Kitchen outlets
  └── Exterior lighting

By Phase/Timeline

Best for: Complex projects with dependencies

Phase 1: Demo (Week 1)
Phase 2: Rough-Ins (Weeks 2-3)
Phase 3: Drywall/Paint (Weeks 4-5)
Phase 4: Finishes (Weeks 6-7)
Phase 5: Landscaping (Week 8)

By Priority

Best for: Phased rehabs or budget constraints

Critical (Must Do)
  ├── Foundation repair
  ├── Roof leak fix
  └── Electrical panel

High Priority
  ├── Kitchen remodel
  ├── Bath updates
  └── Flooring

Medium Priority
  ├── Paint exterior
  └── Landscaping

Low Priority (Nice to Have)
  ├── Deck addition
  └── Garage organize

Generating Budget from SOW

One-Click Budget Creation

How it works:

Complete your SOW with estimated costs
Click "Generate Budget" button
System creates budget line items automatically:
- One budget item per SOW task
- Costs transferred from estimates
- Categories assigned based on trade
- Links maintained (SOW ↔ Budget)
Review generated budget
Make adjustments as needed
Approve budget

What gets created:

SOW Task	→	Budget Item
Demo Kitchen	→	Budget: Demo - Kitchen ($800)
Install Cabinets	→	Budget: Carpentry - Kitchen Cabinets ($5,000)
Granite Counters	→	Budget: Stone Work - Kitchen ($3,500)

Benefits:

✅ No manual re-entry
✅ Nothing forgotten
✅ Automatic categorization
✅ Bidirectional updates
✅ Budget always matches scope

SOW → Budget Sync

Automatic updates:

When you change SOW:

Update task cost estimate → Budget item updates
Mark task complete → Budget item status changes
Delete SOW task → Budget item flagged for review

When you change Budget:

Update actual cost → Shows variance in SOW
Add budget item manually → Prompts to create SOW task
Delete budget item → Shows warning if linked to SOW

Sync Options:

Auto-sync: Changes sync immediately (recommended)
Manual sync: You approve changes (for complex projects)
One-way sync: SOW controls, budget follows (locked budget)

Task Management Features

Status Tracking

Four statuses per task:

Not Started (Gray)

Task defined but work hasn't begun
Default status for new tasks
No time logged, no materials ordered

In Progress (Blue)

Work has started
May have time entries or partial completion
Shows days in progress

Complete (Green)

Work finished to specification
Passes quality check
Photos uploaded
Ready for inspection

On Hold (Yellow)

Work paused for external reason
Waiting on permits, inspections, materials
Shows reason for hold
Estimated resume date

Changing Status:

Click status badge
Select new status from dropdown
Add optional note explaining change
Status change logged in activity feed

Priority Management

Priority Levels:

🔴 Critical (Red)

Structural issues
Safety hazards
Required for inspections
Blocks other work
Action: Do first, no delays

🟡 High (Yellow)

Major value-add items
Kitchen, baths, curb appeal
Significant cost items
Impact on timeline
Action: Schedule early

🟢 Medium (Green)

Standard renovation items
Cosmetic updates
Nice-to-have features
Flexible timeline
Action: Normal priority

⚪ Low (Gray)

Minor improvements
Can be deferred
Budget permitting
Future phase
Action: Do if time/budget allows

Priority Filtering:

View only Critical items
Sort by priority
Group critical path items
Export priority list for contractors

Dependencies & Sequencing

Setting Dependencies:

Open task details
Go to "Dependencies" section
Click "+ Add Prerequisite"
Select task(s) that must be done first
Save dependency

Example Dependency Chain:

Demo Kitchen
  ↓ (must complete before)
Rough Plumbing
  ↓
Rough Electrical
  ↓
Drywall
  ↓
Paint
  ↓
Install Cabinets
  ↓
Install Countertops

System Behavior:

Can't mark task "In Progress" if prerequisite incomplete
Warning shown if attempting to start blocked task
Timeline auto-adjusts based on dependencies
Critical path calculation shows longest sequence

Advanced SOW Features

Room Templates

Pre-built room configurations:

Kitchen Template

Demo existing
Plumbing rough-in
Electrical rough-in
Drywall/patch
Paint
Install cabinets
Install countertops
Install appliances
Backsplash
Flooring

Bathroom Template

Demo existing
Plumbing rough-in
Electrical rough-in
Waterproofing
Tile shower/floor
Drywall/patch
Paint
Install vanity
Install toilet/fixtures
Install mirrors/hardware

Using Room Templates:

Click "+ Add Room"
Select room type
Choose template
Customize tasks
Save room with all tasks

Specification Library

Build your standards:

Save commonly used specs:

Flooring Specs Example:

Name: Standard Hardwood
Specification: 
  - 3/4" solid oak
  - Natural finish (no stain)
  - Site-finished
  - Minimum 85% clear grade
  - Random width 3-5"
  
Typical Cost: $12/sq ft installed
Preferred Vendors: ABC Flooring, XYZ Hardwoods
Notes: Allow 2 weeks for acclimation

Using Specs:

When adding SOW task
Click "Use Spec Template"
Select from saved specs
Specification auto-fills
Adjust as needed
Save task

Benefits:

Consistency across projects
Faster SOW creation
Proven specifications
Contractor clarity

Cost Estimating Tools

Built-in calculators:

Square Footage Calculator

Enter room dimensions
System calculates sq ft
Applies cost per sq ft rate
Updates estimate automatically

Labor Estimator

Choose trade/task type
Enter estimated hours
Apply labor rate (from settings)
Calculates labor cost

Material Estimator

Select material type
Enter quantity needed
Apply unit cost
Adds waste factor (10-15%)
Shows total material cost

Example Workflow:

Task: Paint Living Room
1. Enter dimensions: 20' x 15' x 8' ceiling
2. System calculates: 640 sq ft walls + 300 sq ft ceiling
3. Apply rate: $2.50/sq ft
4. Estimate: $2,350
5. Add to SOW task

Collaboration Features

Share SOW for bids:

Click "Share SOW" button
Generate shareable link
Set permissions:
- View only
- Can add notes
- Can propose changes
Send link to contractors
Track who viewed
Receive quote responses
Compare bids side-by-side

Contractor View:

See all tasks
View specifications
Add line-item pricing
Upload supporting documents
Submit formal bid

Change Order Management

When scope changes:

Original SOW task shows "Modified" badge
New version created with changes
Change reason documented
Cost impact calculated
Approval required (if over threshold)
Budget auto-updates after approval

Change Order Report:

Original scope
Changed scope
Reason for change
Cost difference
Approval signature
Date of change

Use cases:

Contractor finds hidden issue
Owner requests upgrade
Code requires additional work
Design change mid-project

Quality Control Integration

Checklist Generation

From SOW to Checklist:

Complete SOW
Click "Generate QC Checklist"
System creates checklist items:
- One checklist item per SOW task
- Quality standards from specifications
- Inspection criteria
Use checklist during walkthrough
Mark items as passing/failing
Link photos to checklist items

Quality Criteria Examples:

For "Install Hardwood Flooring":

☑️ No visible gaps between boards
☑️ Consistent stain color
☑️ All nails countersunk
☑️ Even finish coat (no streaks)
☑️ Proper expansion gaps at walls
☑️ Smooth to walk on (no ridges)

Inspection Tracking

Track inspections per task:

Inspection Types:

Rough inspection (before drywall)
Final inspection (completed work)
Code compliance inspection
Quality walkthrough
Punch list inspection

For each inspection:

Date scheduled
Inspector name
Pass/fail status
Notes/deficiencies
Re-inspection date (if needed)
Photos of issues

Export & Reporting

SOW Document Generation

Create professional SOW:

Click "Export SOW" button
Choose format:
- PDF (formatted document)
- Excel (editable spreadsheet)
- Word (editable document)
Select sections to include:
- Task list
- Specifications
- Cost estimates
- Timeline
- Photos/drawings
Generate document
Download or email

Document Uses:

Send to contractors for bids
Attach to loan application
Share with investors
Keep for records
Submit to permit office

SOW Templates Export

Save your work:

Complete successful project
Go to SOW tab
Click "Save as Template"
Name template (e.g., "My 3BR Cosmetic Rehab")
Choose public or private
Template saved for reuse

Sharing Templates:

Keep private (your projects only)
Share with team (organization only)
Publish to community (all users)
Earn credits for popular templates

Common SOW Mistakes to Avoid

1. Too Vague

❌ Bad:

- Fix kitchen
- Update bathroom
- Repair roof

✅ Good:

- Demo existing kitchen cabinets, save for donation
- Install 10' x 12' kitchen: white shaker cabinets, soft-close, 
  under-cabinet LED lighting
- Replace 3-tab roof shingles with architectural shingles, 
  30-year warranty, match existing color

2. Missing Details