Capability template for finance and accounting
Estimate basis pack
An estimator pricing a job from drawings, takeoffs and supplier quotes gets one worksheet: every figure with its quantity source, rate source and date beside it, each exclusion listed and every gap already written as a scope question. The estimator verifies; the bid lead decides the figure.
Listed under
Add it to a workflow in the Fully Powered Planner, beside the teams and roles that will run it. Book a fit call
The outcome
The figure a bid lead submits stands on a page that shows what it rests on. Beside each amount sit the quantity and where it came from, the rate and whose quote or price book it is, the date of that rate, and any reason to doubt either. Lines priced on a drawing revision that has since been replaced, a quote past its valid-to date or an assumed quantity are marked where they stand, not discovered at the bid meeting.
What the price leaves out is written down too: each exclusion, whose it is and which lines it touches. What nobody can price yet becomes a numbered scope question for a named role.
The estimator still does the estimating. The capability does no takeoff, sets no rate and chooses no quote. It never fills a blank with a guess; a line with no quantity or no rate shows no figure and says why.
Who starts the work, and when
The estimator starts it when a drawing set or a scope revision needs pricing, and again when a new revision, a refreshed quote or an addendum arrives. The bid lead reads the result before deciding the figure to submit.
What they supply
- The drawing register: each sheet, its current revision and its date.
- The takeoff export: each line with its unit, quantity, where the quantity came from and the sheet and revision it was taken from.
- The rates: a rate for each line, with its source, reference and date.
- The quotes list: each supplier quote with its dates, the drawings it priced and what it includes and leaves out.
- Your settings and notes: the pricing date, the bid due date, your standing exclusions, how old a price-book rate may be, and notes such as addenda.
What comes out
One worksheet in a fixed order: the basis checks, every line with its basis and flags, the exclusions, the open scope questions, totals that separate figures resting on a clean basis from figures resting on a flagged one, what the estimator must verify and the decisions that belong to the bid lead.
Overhead, profit, contingency and tax are not in it. They are the bid lead's, and the page says so.
An invented example
Illustrative example with invented data. The company, the people, the suppliers, the drawings, the quantities and every price below are invented. The company is an invented general contractor pricing the fit-out of one small tenant unit. The estimator prepares the price and the bid lead decides the figure to submit; people are named by role only. On Tuesday 10 November 2026 the estimator supplied the five inputs below, in full, and got back the pack that follows.
The inputs
1. Drawing register
sheet,title,revision,date,status
A-101,Floor plan,C,2026-11-05,Issued for bid
A-501,Partition and door schedule,B,2026-10-28,Issued for bid
A-601,Finish schedule,B,2026-10-28,Issued for bid
M-101,Mechanical plan,A,2026-10-20,Issued for bid
2. Takeoff export
section,item_id,description,unit,quantity,quantity_source,drawing_ref,revision,takeoff_by
Partitions,P1,"Metal stud partition, one layer of board each side, 90 mm",m2,185.0,measured,A-501,B,Estimator
Partitions,P2,"Acoustic partition, double layer",m2,42.0,measured,A-501,B,Estimator
Doors,D1,"Hollow metal door and frame, single",each,6,counted,A-501,B,Estimator
Doors,D2,"Glazed door, single",each,2,counted,A-501,B,Estimator
Finishes,F1,Vinyl plank flooring,m2,210.0,measured,A-601,B,Estimator
Finishes,F2,"Painting to partitions, two coats",m2,454.0,derived,A-601,A,Estimator
Mechanical,M1,Relocate supply diffusers,each,,not yet measured,M-101,A,Estimator
Ceilings,C1,Suspended ceiling tile and grid,m2,190.0,assumed,A-101,C,Estimator
Joinery,J1,Reception counter,item,1,counted,A-101,C,Estimator
Electrical,E1,Power and data outlets,each,34,counted,A-101,C,Estimator
3. Rates
item_id,rate,rate_unit,rate_source,source_ref,source_date,valid_until
P1,58.00,m2,supplier quote,Q-A1,2026-11-02,2026-11-30
P2,84.00,m2,supplier quote,Q-A1,2026-11-02,2026-11-30
D1,640.00,each,supplier quote,Q-B1,2026-10-15,2026-11-06
D2,1150.00,each,supplier quote,Q-B1,2026-10-15,2026-11-06
F1,46.50,m2,price book,PB-2026-09,2026-09-01,
F2,9.80,m2,supplier quote,Q-C1,2026-11-03,2026-12-03
M1,310.00,each,historical,JOB-1182,2026-03-12,
C1,38.00,m2,supplier quote,Q-A1,2026-11-02,2026-11-30
J1,6500.00,item,allowance,Estimator allowance,2026-11-09,
4. Quotes list
quote_id,supplier,quote_date,valid_until,drawings_priced,covers_items,inclusions,exclusions
Q-A1,Supplier A,2026-11-02,2026-11-30,A-501 B; A-101 C,P1; P2; C1,Supply and install,Painting; fire-stopping above the ceiling line
Q-B1,Supplier B,2026-10-15,2026-11-06,A-501 A,D1; D2,Supply only,Hardware beyond the standard set
Q-C1,Supplier C,2026-11-03,2026-12-03,A-601 B,F2,Labour and paint,Preparation of damaged surfaces; work above 3.0 m height
5. Settings and notes
Job: Unit 4 tenant fit-out
Currency: dollars
Pricing date: Tuesday 10 November 2026
Bid due: Friday 20 November 2026, 12:00
Estimator: the estimator. Bid lead: the bid lead.
Rate age limit: 90 days
Standing exclusions: Permit and inspection fees; Work outside the unit's demised area; Out-of-hours working
Notes:
- Addendum 1 (5 November) reissued A-101 as revision C; the reception counter moved.
- Addendum 1, item 3: doors are to be supplied and fitted.
- There is no reflected ceiling plan in the set. The ceiling area is the floor area from A-101 less the core, 190 m2.
- The bid lead adds overhead, profit and contingency.
The output
ESTIMATE BASIS PACK: Unit 4 tenant fit-out
For: the estimator, the bid lead. Pricing date Tuesday 10 November 2026. Bid due Friday 20 November 2026, 12:00. Drawing set: A-101 rev C, A-501 rev B, A-601 rev B, M-101 rev A.
Basis checked: 4 sheets in the register. 10 takeoff lines. 9 rates. 3 quotes. Takeoff lines on a superseded drawing: F2. Quotes past their valid-to date: Q-B1. Quotes priced on a superseded drawing: Q-B1.
Worksheet:
Partitions
P1 Metal stud partition, one layer of board each side, 90 mm. Quantity 185.0 m2 (measured; A-501 rev B). Rate 58.00/m2 (supplier quote, Q-A1, dated 2026-11-02, valid to 2026-11-30). Amount 10,730.00. Flags: none.
P2 Acoustic partition, double layer. Quantity 42.0 m2 (measured; A-501 rev B). Rate 84.00/m2 (supplier quote, Q-A1, dated 2026-11-02, valid to 2026-11-30). Amount 3,528.00. Flags: none.
Doors
D1 Hollow metal door and frame, single. Quantity 6 each (counted; A-501 rev B). Rate 640.00/each (supplier quote, Q-B1, dated 2026-10-15, valid to 2026-11-06). Amount 3,840.00. Flags: expired quote (valid to 2026-11-06, pricing date 2026-11-10); quote on superseded drawing (Q-B1 priced A-501 rev A, current rev B).
D2 Glazed door, single. Quantity 2 each (counted; A-501 rev B). Rate 1,150.00/each (supplier quote, Q-B1, dated 2026-10-15, valid to 2026-11-06). Amount 2,300.00. Flags: expired quote (valid to 2026-11-06, pricing date 2026-11-10); quote on superseded drawing (Q-B1 priced A-501 rev A, current rev B).
Finishes
F1 Vinyl plank flooring. Quantity 210.0 m2 (measured; A-601 rev B). Rate 46.50/m2 (price book, PB-2026-09, dated 2026-09-01, no valid-to date). Amount 9,765.00. Flags: none.
F2 Painting to partitions, two coats. Quantity 454.0 m2 (derived; A-601 rev A). Rate 9.80/m2 (supplier quote, Q-C1, dated 2026-11-03, valid to 2026-12-03). Amount 4,449.20. Flags: superseded drawing (takeoff taken from A-601 rev A, current rev B).
Mechanical
M1 Relocate supply diffusers. Quantity not given (not yet measured; M-101 rev A). Rate 310.00/each (historical, JOB-1182, dated 2026-03-12, no valid-to date). Amount: no figure. Flags: no quantity; assumed quantity (source "not yet measured", not measured, counted or derived; estimator to classify); old rate (243 days before the pricing date, limit 90).
Ceilings
C1 Suspended ceiling tile and grid. Quantity 190.0 m2 (assumed; A-101 rev C). Rate 38.00/m2 (supplier quote, Q-A1, dated 2026-11-02, valid to 2026-11-30). Amount 7,220.00. Flags: assumed quantity.
Joinery
J1 Reception counter. Quantity 1 item (counted; A-101 rev C). Rate 6,500.00/item (allowance, Estimator allowance, dated 2026-11-09, no valid-to date). Amount 6,500.00. Flags: allowance.
Electrical
E1 Power and data outlets. Quantity 34 each (counted; A-101 rev C). Rate none supplied. Amount: no figure. Flags: no rate.
Exclusions: 9
- Permit and inspection fees. Source: company standing exclusion. Applies to: all lines.
- Work outside the unit's demised area. Source: company standing exclusion. Applies to: all lines.
- Out-of-hours working. Source: company standing exclusion. Applies to: all lines.
- Painting. Source: Q-A1, Supplier A. Applies to: P1, P2, C1. The wording matches F2 (painting to partitions), which Q-C1 prices, so it is priced elsewhere.
- Fire-stopping above the ceiling line. Source: Q-A1, Supplier A. Applies to: P1, P2, C1. No wording match in a line description or a note.
- Installation (the quote is supply only). Source: Q-B1, Supplier B. Applies to: D1, D2. Addendum 1, item 3 says the doors are supplied and fitted. No other quote prices D1 or D2; see question 3.
- Hardware beyond the standard set. Source: Q-B1, Supplier B. Applies to: D1, D2. No wording match in a line description or a note.
- Preparation of damaged surfaces. Source: Q-C1, Supplier C. Applies to: F2. No wording match in a line description or a note.
- Work above 3.0 m height. Source: Q-C1, Supplier C. Applies to: F2. No wording match in a line description or a note.
Open scope questions: 9
- D1, D2: Q-B1 priced A-501 rev A; the register's current revision is B (quotes list, register). Question: does the door price hold on rev B? Answered by: role to be named by the bid lead.
- D1, D2: Q-B1 is valid to 2026-11-06; the pricing date is 2026-11-10 (quotes list, settings). Question: is the price still available, or is a refreshed quote needed? Answered by: role to be named by the bid lead.
- D1, D2: Q-B1 is supply only (quotes list); Addendum 1, item 3 says the doors are supplied and fitted (notes). Question: who prices the fitting? Answered by: role to be named by the bid lead.
- F2: the takeoff is on A-601 rev A; the register's current revision is B (takeoff, register); the quantity source is derived (takeoff). Question: does 454.0 m2 stand on rev B? Answered by: the estimator.
- M1: no quantity, source "not yet measured" (takeoff). Question: how many diffusers are relocated? Answered by: the estimator.
- M1: the only rate is historical, JOB-1182, dated 2026-03-12, 243 days before the pricing date; the limit is 90 days (rates, settings). Question: is the rate usable, or is a current rate to be supplied? Answered by: the estimator.
- C1: the quantity source is assumed (takeoff); the notes say there is no reflected ceiling plan and that the ceiling area is the floor area from A-101 less the core, 190 m2 (notes). Question: is the ceiling area 190 m2? Answered by: the estimator.
- J1: the rate is an allowance of 6,500.00 from "Estimator allowance", dated 2026-11-09 (rates). Question: does the allowance stand, or is a quote to be obtained? Answered by: the estimator.
- E1: 34 outlets are counted; no rate row exists and no quote lists E1 in covers_items (rates, quotes list). Question: who prices the electrical work, or is it excluded? Answered by: role to be named by the bid lead.
Totals:
Figured lines: 8, 48,332.20. On lines with no flag: 24,023.00. On lines with a flag: 24,309.20. Lines with no figure: 2 (M1, E1).
Not included: overhead, profit, contingency, tax, bonds and anything else the bid lead adds.
To verify, estimator: all 8 figured lines against the drawings and the rate sources; flagged lines first: D1, D2, F2, C1, J1; lines with no figure: M1, E1.
Decisions for the bid lead: 3
- Whether to submit with the five flagged lines (24,309.20 of the 48,332.20 figured) as they stand, or to wait for a refreshed Q-B1, a re-check of F2 on rev B and a ceiling area before Friday 20 November 2026, 12:00.
- How M1 and E1 are carried in the figure: neither has a figure, M1 for want of a quantity and E1 for want of a rate.
- Whether the 6,500.00 allowance for J1 stands in the submitted figure.
Every figure traces to the takeoff export, the rates export, the quotes list and the drawing register supplied for Unit 4 tenant fit-out. The pack sets no price, changes no record and sends nothing.
Where it fits
- Finance and accounting, where the figure behind a bid has to be explainable line by line.
- Procurement and suppliers, where supplier quotes arrive with their own inclusions, exclusions and expiry dates.
- Construction, where each drawing revision and addendum can change a quantity after it was priced.
- Engineering firms, where fee and works estimates are built from drawings and rate sources.
- Manufacturing, where custom work is priced from drawings and supplier quotes.
- Established businesses, where the estimating conventions live in one senior person's head.
- Growth & scaling, when more bids arrive than the estimator can document one by one.
What has to change for your company
Fix the columns your takeoff and rates exports use, or map them to the defaults. Decide how old a price-book or historical rate may be before it is flagged. List the exclusions your company always carries. Say which sources count as a rate (a supplier quote, a price book, a past job, an allowance) and which of them you accept without a quote. Agree who answers each kind of scope question. Decide what the bid lead adds on top of the worksheet and where the pack is kept. It runs in ChatGPT, Claude, Copilot or Gemini from files you supply; it needs no connection to your estimating software.
What has been checked
Fully Powered AI wrote this capability template. It was editorially reviewed on 10 November 2026. It was tried on its invented example on 10 November 2026 in Claude; the record is published with it, and covers the revised version only for the cases that example contains (a superseded drawing, an expired quote, a quote on an older revision, a blank quantity, a missing rate, an assumed quantity, an allowance, an old rate and a quote that supplies only). Rules for unreadable values, unit mismatches, rates with no line, differing valid-to dates, a line covered twice, a quote not supplied, a drawing not in the register, the header and repeated-id stops and missing files have not been run. It has not yet been tested in a client environment. It has not yet been tested as a packaged version in ChatGPT, Claude, Copilot or Gemini.
Testing in your environment means running it on two or three bids your estimator already knows, with cases written in advance: a superseded drawing revision, an expired quote, a line with no rate, a quantity that was assumed. The estimator checks every figure against the takeoff and its rate source before anyone relies on it. Pilot acceptance-test preparation sets those cases up, and what we test before we call an AI workflow ready describes the record we keep.
The full capability template
Everything above is the outline. The complete capability template is the working version: the roles, the inputs, the procedure, the exceptions and stop conditions, the output format, the reviewer checklist, the acceptance tests, the instructions for an AI assistant and what to customize for your company. It comes with a download and the link to its folder in Fully Powered’s public repository.
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Next step
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