What Is the Purchase Order Sheet?
Think of the Purchase Order Sheet as your project’s money control center.
It’s a simple Google Sheet where we track every big financial promise made on your home:
✅ Who we’re hiring
✅ What we’re buying
✅ How much it costs
✅ What’s been paid
✅ What’s still left
If something is ordered, approved, or paid for on your project, it shows up here.
🧠 Simple Definition (No Jargon)
A Purchase Order Sheet is a live list of all the major costs on your project.
It shows what we planned to spend, what we actually agreed to, and how much has been paid so far.
It’s not an accounting degree in a spreadsheet.
It’s just a clear, organized list so you never have to guess where your money is going.
🔎 What You’ll See on It (In Plain Language)
Each row is one “story” about part of your project, for example:
Who: “ABC Electrical”
For what: “Rough-in electrical work for whole house”
Planned budget: What we set aside originally
Approved amount: What we actually agreed to pay
Paid so far: How much has been paid to date
Left to pay: What’s still coming later
Status: Pending, Approved, Ordered, In Progress, Complete, or Paid in Full
You don’t need to know formulas.
You just need to be able to say, “Okay, I see what this is for, and I see the amount.”
💡 Why It Exists (From Your Perspective)
The sheet exists so you can:
See the big picture of where your budget is going
Match decisions to dollars (like upgrades or changes)
Avoid surprises at the end of the project
Have one place to review costs instead of digging through emails and texts
It’s there to give you clarity, not stress.
🏃♀️ Quick Interactive Moment
When you first look at the sheet, ask yourself:
“Can I tell, in one glance, what each line is paying for?”
“Can I see where we’re close to the original budget and where we’re going over?”
“If I wanted to talk about one item, do I have enough info to ask a clear question?”
If you can answer yes to those, the Purchase Order Sheet is doing its job.
How Do I Get Started?
Once you sign up on the website, you’ll see a list of all the templates you get access to.
The Purchase Order Sheet is just one of them—but it’s a big one, because it controls all your finish selections and outside purchases.
Here’s how to get started in a calm, step-by-step way.
🟦 Step 1 – Grab Your Copy of the Template
Go to the template list page after you sign up.
Find the one labeled something like “Purchase Order Sheet – Interior / Mechanical / Exterior”.
Open it in Google Sheets.
🔁 Important: Don’t type into the master template.
In Google Sheets, click File → Make a copy, and save it to your own Google Drive for this specific project.
Give it a clear name, for example:
Smith Residence – Purchase Orders or New Build 2026 – PO Sheet.
🟩 Step 2 – Take a 2-Minute Tour (Don’t Edit Yet)
Across the bottom, you’ll see the three tabs:
Interior Finishes
Mechanical Room
Exterior Finishes
Just scroll through each tab:
Notice that items are grouped by room or area.
You’ll see sample items (flooring, fixtures, exterior materials, etc.).
Some columns are there to capture brand, model, color, price, and status.
You’re just getting familiar here—no pressure to fill anything out yet.
🟨 Step 3 – Make It Your House, Not “A Generic House”
Now you’ll start customizing the template to match your project.
A. Update the Room Names
On the Interior Finishes tab:
Keep rooms you actually have in your home.
Rename rooms so they match your plans:
Change “Bedroom 2” to “Ava’s Bedroom,” etc.
If you don’t have a room listed (like a mudroom or bonus room), you can:
Add a new block of rows underneath a similar area and rename it, or
Insert new rows where you want that room to appear.
On the Exterior Finishes tab:
Make sure areas match your project:
Front porch, back patio, side yard, driveway, etc.
Delete or mark N/A for anything that doesn’t apply (for example, “Rear deck” if you don’t have one).
B. Add or Remove Line Items
Within each room or area:
If there’s something you know you’ll choose, but don’t see listed (for example, a feature wall, built-in shelving, or exterior awning), add a new row for it.
If there’s something you’ll definitely never use, you can:
Delete the row, or
Mark it as N/A and leave it as a reminder that you considered it.
🎯 Goal: When you look at each room, every row should either be something you plan to choose or clearly marked N/A.
🟧 Step 4 – Start Lightly Filling In Details
You don’t have to complete everything in one sitting.
Begin with what you already know:
If you’ve already chosen a product, fill in:
Brand
Model or product name
Color / finish
Link to the product page (paste it in the notes column)
If you haven’t chosen yet, leave it blank for now. This sheet doubles as your selection checklist—empty spots are simply “decisions still to be made.”
Stay focused on one room or one tab at a time so it doesn’t feel overwhelming.
🟥 Step 5 – Save Your “Starting Point” Version
Once you’ve:
Cleaned up rooms
Added/deleted obvious items
Filled in anything you already know
…this is your custom base version of the Purchase Order Sheet.
You might even want to:
Make a quick backup copy labeled:
New Build 2026 – PO Sheet – Clean Base
Then work day-to-day in the main version.
That way, you always have a “before we got deep into decisions” snapshot to look back on.
🟪 Quick Self-Check
You’re off to a great start if:
Each tab feels like your house, not a generic template.
Rooms and areas match your actual floor plans.
You see empty lines and think, “Okay, these are my upcoming decisions,” not “What is all this?”
From here, the next topic will be:
“How do I use the common functions?” – where we’ll show you simple ways to sort, filter, and keep this sheet easy to use as the project moves forward.
🗂 How the Purchase Order Sheet Is Organized
Inside this Google/Excel sheet, you’ll see three main tabs across the bottom.
Each one is like a shopping list for a different part of your home:
Interior Finishes
Mechanical Room
Exterior Finishes
Everything on these tabs is about outside purchases—the things we buy, not the lumber and “builder materials” the crew uses behind the scenes.
We do not use this sheet for trim, framing, or construction supplies.
This is all about what you can see, touch, and choose.
🏠 Tab 1: Interior Finishes
This is where we list every single item inside the house that you’re buying, room by room, such as:
Flooring (carpet, hardwood, tile)
Cabinets and countertops
Plumbing fixtures (sinks, faucets, tubs, showers)
Light fixtures
Door hardware
Mirrors, bath accessories
Appliances
Interior paint colors and sheens
Specialty features (fireplace surrounds, feature walls, etc.)
You can think of this as your interior design shopping list.
If an interior designer would pick it, it belongs on this tab.
Typical columns might include:
Room (Kitchen, Primary Bath, Entry, etc.)
Item / Product
Brand & Model #
Color / Finish
Vendor / Store
Quantity
Price / Allowance
Status (Not Selected, Selected, Ordered, Delivered, Installed)
Notes (links, special instructions, install details)
⚙️ Tab 2: Mechanical Room
This tab focuses on the guts of the house that live in the mechanical room and nearby areas, for example:
Furnace / Heat Pump
Water heater / Tankless system
Boiler (if applicable)
HRV/ERV or air filtration systems
Controls, thermostats, smart home hubs related to mechanicals
Well equipment or filtration (if applicable)
Here we track exact models, specs, and costs so there’s no confusion later about what was installed.
You’ll see similar info:
Equipment name
Brand & Model
Capacity / Key specs
Vendor
Cost
Warranty details (often noted in the comments)
Status and notes
🌲 Tab 3: Exterior Finishes
This tab logs everything on the outside of your home that you’re selecting and buying, such as:
Roofing type
Siding materials
Exterior paint colors
Exterior stone / brick
Gutters and downspouts
Decking and railings
Exterior doors
Garage doors
Exterior light fixtures
House numbers, mailbox, address plaque, etc.
Hardscape items we’re purchasing (pavers, special stepping stones, etc.)
The goal is that we can look at this tab and see a full picture of your exterior look and exactly what each piece costs.
🎯 Why This Breakdown Matters to You
Splitting the sheet into these three tabs helps you:
Stay organized by area – Inside, mechanical, and outside all have their own space.
Make better decisions – You can focus on one “world” at a time instead of staring at a giant mixed list.
Log exact details – Colors, finishes, model numbers, links, and notes all live here so nothing gets forgotten.
Track costs cleanly – You can see how your choices inside, in the mechanical room, and outside affect your budget separately.
When we move on to “How do I get started?”, we’ll walk you through how to begin filling these tabs out in a way that feels simple, not overwhelming.
How Do I Use Common Functions? + Use-Your-Keyboard Shortcuts (Homeowner 101)
To work confidently inside your Purchase Order Sheet or any template, there are two things that help you move faster and stay organized:
Common spreadsheet functions (SUM, AVERAGE, etc.)
Use-Your-Keyboard shortcuts (copy, paste, move, select, etc.)
Below is the upgraded version of the guide including both.
Part 1 — Common Spreadsheet Functions (Simple & Essential)
1. SUM — Adds numbers automatically
✅ Adds up a column or row
Example: =SUM(B2:B20)
2. AVERAGE — Finds the middle value
✅ Shows the “typical” cost or price
Example: =AVERAGE(C2:C10)
3. COUNT — Counts how many cells contain numbers
Example: =COUNT(D2:D50)
4. COUNTA — Counts all filled cells (text, numbers, anything)
Example: =COUNTA(A2:A100)
5. IF — Creates simple rules
Example: =IF(E2="Yes","Delivered","Pending")
6. HYPERLINK — Makes clickable product links
Example:
=HYPERLINK("https://store.com/light", "View Light Fixture")
7. TODAY — Inserts today's date automatically
Example: =TODAY()
Part 2 — Use-Your-Keyboard: The Shortcuts We Use All the Time
These shortcuts save homeowners hours of time and make using the templates effortless.
They work in Google Sheets, Excel, and most computer programs.
Basic Everyday Shortcuts
✅ Copy → Ctrl + C (Windows) / Cmd + C (Mac)
✅ Paste → Ctrl + V / Cmd + V
✅ Cut → Ctrl + X / Cmd + X
✅ Undo → Ctrl + Z / Cmd + Z
✅ Redo → Ctrl + Y / Cmd + Shift + Z
Selecting & Moving Quickly
✅ Select entire column → click letter at top OR press Ctrl + Space
✅ Select entire row → click row number OR press Shift + Space
✅ Jump to bottom of a list → Ctrl + ↓
✅ Jump to top of a list → Ctrl + ↑
✅ Move to next sheet tab → Ctrl + Page Down
✅ Move to previous sheet tab → Ctrl + Page Up
Formatting Shortcuts
✅ Bold text → Ctrl + B / Cmd + B
✅ Italic text → Ctrl + I / Cmd + I
✅ Underline → Ctrl + U / Cmd + U
Working With Cells
✅ Edit inside a cell → Press Enter or F2
✅ Fill down (copy cell down the column) → Ctrl + D
✅ Fill right → Ctrl + R
Google Sheets–Specific Shortcuts You’ll Love
✅ Insert a comment → Ctrl + Alt + M
✅ Open link in cell → Alt + Enter
✅ Insert current date manually → Ctrl + ;
Why These Shortcuts Matter for Homeowners
✅ Speeds up your Purchase Order Sheet updates
✅ Makes copying templates much easier
✅ Helps you move around your Digital Home Manual with confidence
✅ Prevents mistakes from dragging or mis-clicking
✅ Keeps your project feeling smooth and simple
Shortcuts are one of the easiest ways to make spreadsheets feel less intimidating and more enjoyable.
How Do I Use This With Each Team Member? (Homeowner 101 — Team Workflow)
Your Digital Home System is designed to make communication smoother, reduce mistakes, and give every team member the information they need exactly when they need it. You don’t have to manage anyone — you just share the tools, and the system helps everyone stay aligned.
Here’s how each person uses the templates, the Hub, and your shared Google folder.
1. Project Manager / Builder
Your Project Manager is usually the person placing orders, tracking deliveries, and running the day-to-day.
How they use your system:
✅ Clicks the links you shared in the Hub to open your working documents
✅ Uses your Purchase Order Sheet to confirm selections and product links
✅ Updates order dates, delivery status, confirmations, or notes
✅ Uses your organized folder to quickly find what they need without asking you
✅ Ensures correct items are ordered because the links and details are already clear
What this means for you:
Less confusion, fewer mistakes, faster progress.
2. Designer (If You Have One)
Your designer may help you choose finishes, fixtures, colors, and layouts.
How they use your system:
✅ Adds selections or suggestions directly into your template copies
✅ Inserts product links so the Project Manager can order exactly what’s chosen
✅ Uploads design boards or PDFs into your Google folder
✅ Keeps everything organized under the same system so you never lose track of decisions
What this means for you:
All selections stay in one place — no screenshots, lost emails, or text messages to dig through.
3. Contractor or Subcontractors (Electrician, Plumber, etc.)
They don’t need full access to everything — just the information relevant to their work.
How they use your system:
✅ Opens sheets or documents linked in the Hub that relate to their tasks
✅ Views specs, model numbers, and images they need for installation
✅ Reads comments or notes that clarify locations, quantities, or instructions
What this means for you:
The right product gets installed in the right place on the first try.
4. Homeowners (You + Family)
This system works beautifully even if you’re not spreadsheet-savvy.
How you use your system:
✅ Add, edit, or confirm your selections
✅ Drop in links or screenshots
✅ Update notes or questions for your project team
✅ Check the Hub for a simple, click-to-open menu of everything
✅ Build your Digital Home Manual over time
What this means for you:
You stay in control without being overwhelmed.
5. Future Homeowners (Optional, but Powerful)
When the project is complete, the Hub and all linked documents can be handed to the next homeowner.
How they use your system:
✅ Understand what was purchased for the home
✅ Know where to reorder finishes or fixtures
✅ Access receipts, warranties, and manuals
✅ Maintain the home with confidence
What this means for you:
Your home gains value because it comes with a clear, organized Digital Home Manual.
How Everyone Works Together
Here’s the simple flow:
You create one Google folder for your project
You add template copies (Purchase Order Sheet, Selections Sheet, etc.)
You paste the shareable links into the Hub
You share the folder with your team
Team members click the Hub links and work inside the organized system
Your Digital Home Manual grows naturally as your project evolves
No chaos. No buried emails. No guessing.
Just clarity — for every team member.
How Will This Be Helpful in the Future? (Homeowner 101 — Long-Term Benefits)
Your Digital Home System isn’t just helpful during construction—its real power shows up long after the project is finished. By keeping everything organized now, you create a long-term resource that saves time, money, and stress for as long as you own your home (and even for the next owner).
Here’s how it continues to work for you in the future:
1. A Complete Record of Your Home
✅ Every product, model number, finish, fixture, and material is documented
✅ No more guessing “What color was that paint?” or “Where did we buy that light?”
✅ Everything is stored with links, notes, and details for easy reference
This alone saves homeowners hours—sometimes days—of hunting for information years later.
2. Easy Replacement and Reordering
Need to replace a faucet, tile, or appliance part?
✅ Click the link in your Digital Home Manual
✅ Order the exact same item instantly
✅ No trips to stores trying to match things by memory
Your future self will thank you.
3. Smooth Maintenance and Repairs
When something breaks or needs service:
✅ You can tell contractors the exact item and model
✅ They diagnose faster and repair more accurately
✅ No costly mistakes from wrong parts or assumptions
Your home becomes easier and cheaper to maintain over time.
4. Seamless Communication With Future Professionals
Whether you hire a painter, plumber, landscaper, or handyman later:
✅ They can see the correct materials and specifications
✅ They work more efficiently because the information is clear
✅ You avoid miscommunication and rework
This system continues working even years after construction ends.
5. Increased Home Value
Buyers LOVE documented homes.
✅ A Digital Home Manual adds confidence and transparency
✅ Shows your home was built, ordered, and maintained with care
✅ Makes your home more desirable and potentially higher in value
It’s like handing buyers a full owner’s manual—something most homes don’t have.
6. Easy Future Renovations or Additions
If you remodel again later:
✅ You already know what’s in the home
✅ Builders can match or build from your existing documentation
✅ You save time re-choosing or trying to remember what was used
Your next project starts on a smarter foundation.
7. Peace of Mind
This may be the biggest benefit.
✅ Everything is organized
✅ Everything has a place
✅ Nothing gets lost—ever
You always know where to look, and nothing about your home is a mystery.
In Simple Terms: Why This Helps Your Future Self
You’re building a house today…
but you’re also building a lifelong reference guide for the home you’ll live in for years to come.
Fewer headaches
Faster solutions
Lower costs
A more valuable home
Clear communication forever
Your Digital Home Manual becomes the one source of truth for your entire home’s history.
🏡 What Is the Digital Home Manual?
The Digital Home Manual is your home’s long-term brain.
It’s a private, organized online folder (usually in Google Drive) where we store everything important about your house—in a way that you can actually use and update over time.
Instead of a dusty binder that gets lost or out of date, this is a living, digital manual that grows with your home.
🧠 Simple Definition
A Digital Home Manual is a central online hub that holds all the key information, documents, logs, and decisions about your home—organized so you can find what you need in seconds.
We create the structure for you, plug in the most important starting information, and then you can keep adding to it as you live in the home.
📂 What Lives Inside the Digital Home Manual?
The exact setup can vary by project, but it typically includes:
Project Overview
Basic home info (address, square footage, year built)
Key dates (permit, final inspection, move-in)
Big-picture notes
Plans & Drawings
Floor plans
Elevations
Site plan
Any final “as-built” changes
Specifications & Finish Selections
Links to or copies of your Purchase Order Sheet
Interior finishes (flooring, cabinets, fixtures, paint colors, etc.)
Exterior finishes (roofing, siding, stone, deck materials, etc.)
Mechanical equipment specs (furnace, water heater, HRV, etc.)
Appliances & Equipment
Make/model/serial numbers
Owner’s manuals (PDFs)
Warranty information
Service contacts
Utilities & Services
Power, water, gas, sewer, internet, garbage/recycling
Account numbers, contact info, and login notes
Warranties & Maintenance
Builder warranty info
Manufacturer warranties
A simple maintenance log (what was done, when, and by who)
Photos & Videos
Pre-drywall photos (so you can see what’s inside the walls)
Finished space photos
Short how-to clips for special systems, if available
Critical Notes & Issues
Any known quirks of the house
Items to watch or check in the future
“Do not drill here” or “shutoff valve located here” type notes
🔗 How It Connects to Your Templates
The Digital Home Manual is the hub, and the templates (like your Purchase Order Sheet) are the tools inside it.
For example:
The Purchase Order Sheet lives in the manual so you always know what was installed and what it cost.
Maintenance logs live there so you can see what’s been done over the years.
Any future remodel decisions can plug into the same structure.
Over time, it becomes a complete history of your home—not just a snapshot from the day you moved in.
📅 Why It Matters Long-Term
A well-kept Digital Home Manual helps you:
Maintain the house more confidently – You know what you own and how to take care of it.
Handle repairs faster – Contractors get specs and photos instead of guessing.
Talk to insurance with proof – You have records, photos, and documents in one place.
Plan upgrades or remodels – You know what’s behind the walls and what was used originally.
Increase resale value – Future buyers love seeing a clear, organized history of the home.
In short, the Digital Home Manual is your permanent, portable record of the home, built so you don’t have to start from scratch every time something breaks, changes, or gets upgraded.
How Do I Get Started With the Digital Home Manual?
Your Digital Home Manual starts as a shared Google Sheet that we’ve already set up for you.
You don’t download it. You make your own live copy of our template and customize it for your house.
Here’s exactly what to do:
🟦 Step 1 – Open the Shared Template
Click the Digital Home Manual template link we provide.
It will open as a view-only Google Sheet.
This is the master template.
Everyone starts from this same clean version.
🔒 You won’t be editing this master file. It stays locked so it never gets messed up.
🟩 Step 2 – Make Your Own Copy (Your Live Manual)
At the top of the Google Sheet:
Click File → Make a copy.
Give it a clear name, for example:
Garcia Home – Digital Home Manual
1234 Oak Street – Home Manual
Choose your own Google Drive folder to save it in.
Now this copy is yours.
This is the version you’ll edit and use long-term.
🟨 Step 3 – Put It in the Right Home Folder
To keep things organized:
Create a main folder in your Google Drive, like:
Garcia Home – House Records
Move your Digital Home Manual Sheet into that folder.
This folder can also hold:
PDFs of plans
Photos
Warranties
Any other house documents
Your Google Sheet becomes the “homepage” of that folder, linking everything together.
🟧 Step 4 – Customize the Sheet for Your House
The template comes pre-built with:
Tabs or sections for home info, systems, finishes, utilities, maintenance, etc.
Sample labels and example entries.
Your job is to edit it so it matches your real home:
✏️ Update home details (address, owners, move-in date, builder, year built).
✏️ Rename rooms or areas so they sound like your house:
“Bedroom 2” → “Liam’s Room”
“Workshop” → “Garage Shop Bay”
➕ Add rows or sections for special features (solar, pool, ADU, shop, etc.).
❌ Delete or mark N/A for anything you don’t have.
After this step, the sheet should feel like it was built for your specific home, not just “some house.”
🟥 Step 5 – Start Filling In Real Info
You don’t have to do it all at once. Start with what you already know:
Add basic system info (furnace, water heater, panel location, etc.).
Paste in links to:
Your Purchase Order Sheet
Any finish schedules or selection sheets
Owner’s manuals you already have as PDFs
Drop notes in the comments or notes columns like:
“Main water shutoff: front crawlspace, right side.”
“Breaker 14 = dishwasher.”
Every small bit you add now saves you confusion later.
🟪 Step 6 – Remember: The Template Stays Clean, Your Copy Evolves
The original shared template = never touched, always clean.
Your personal copy = updated over time:
When you replace an appliance
When you add a new system
When you do a remodel
When you complete maintenance
Think of it like this:
Template = starting point.
Your copy = living history of your home.
That’s all you need to get started:
Open the shared sheet → make your own copy → rename, organize, and customize it so it works for your house.
How Do I Use the Comment Functions?
(Homeowner 101 — Google Sheets Only)**
Your Home Manual is built in Google Sheets, and the only tools you really need to know are how to open your template, make your own copy, and use comments to stay organized. Comments help you leave notes, reminders, and instructions without cluttering the main sheet.
Here’s the simplest way to use comments in your Home Manual.
1. Opening the Template and Making Your Copy
When you receive the Home Manual template from us:
Click the link we provide
The Google Sheet will open in your browser
At the top left, click “File”
Select “Make a copy”
Choose your Google Drive home folder (or create a new one)
Rename it something like “[Your Last Name] Home Manual”
👉 This becomes your working version.
👉 You can now customize, delete, organize, and add anything you want.
2. What Is a Comment in Google Sheets?
A comment is a small pop-up note you attach to a cell.
Think of it as a digital sticky note.
You can use comments to:
Add reminders
Leave instructions for yourself
Ask your project manager questions
Clarify what a link is for
Mark things you want to update later
Document conversations or dates
Comments help keep your sheet clean while still storing important details.
3. How Do I Add a Comment?
Option 1: Right-Click
Right-click the cell you want
Choose “Comment”
Type your note
Click Comment to save
Option 2: Keyboard Shortcut
Press Ctrl + Alt + M (Windows)
Press ⌘ + Option + M (Mac)
👉 The comment will appear as a small color mark in the corner of the cell.
4. How Do I See a Comment?
Cells with comments have a little triangle in the top-right corner.
To read the comment:
Move your mouse over the cell
The note will pop up automatically
👉 This makes it easy to leave and read reminders without clutter.
5. How Do I Reply to a Comment?
If your project manager or teammate leaves a comment:
Click on the comment
Type your reply
Click Reply
This keeps conversations tied directly to the information you’re discussing.
6. How Do I Edit or Delete a Comment?
Edit
Click the comment
Click the three-dot menu
Select “Edit”
Update your note
Delete
Click the comment
Click the three-dot menu
Select “Delete”
👉 This keeps your Home Manual clean and up to date.
7. When Should I Use Comments? (Simple Examples)
Use comments whenever you want to note something without changing the layout.
Examples:
“Confirm this link with my project manager.”
“Inspection scheduled for next Wednesday.”
“Replace this link with the final version once we get it.”
“Warranty expires in 2030.”
“Ask designer if we need another tab for lighting.”
“Don’t delete this section—important for later.”
Comments help you leave little breadcrumbs for yourself and your team.
8. Why Comments Are So Helpful in Google Sheets
Keeps your manual organized
Lets you leave messages without editing text
Helps communication between homeowner and team
Shows exactly where each note belongs
Prevents confusion
Makes reviewing and updating fast and simple
Comments turn a basic spreadsheet into a flexible, easy-to-use project tool.
What Are All the Ways I Can Use and Share the Home Manual With My Team?
(Homeowner 101 — Google Sheets Collaboration)**
Your Home Manual isn’t just a personal tool — it’s designed to keep your entire project team aligned, informed, and working from the same source of truth. Because it lives in Google Sheets, sharing and collaborating is incredibly simple, and updates happen in real time.
Here are all the best and easiest ways to use it with your team.
1. Share the Sheet Directly Through Google Sheets
How to share:
Click the blue Share button
Enter your project manager’s email
Choose the permission level:
Viewer (they can see only)
Commenter (they can leave notes)
Editor (they can help update the manual)
👉 Usually, the project manager is given Editor, and designers/consultants get Viewer or Commenter.
2. Use Comments to Communicate Inside the Sheet
Your team can:
Leave questions
Add updates
Reply to your notes
Confirm information
Tag you using @YourName
This keeps all communication right next to the information it’s referencing.
👉 No more lost text messages or unclear emails.
3. Allow Your Project Manager to Add Documents and Links
Since this is a shared hub, your project manager can:
Add permit links
Upload inspection updates
Insert subcontractor details
Paste warranty links
Add product manuals
Update schedules or city requirements
They’ll help you fill in the manual as the project grows.
4. Share Specific Tabs or Sections Only
If you want certain parts of the manual private:
Make a copy of only the tab your team needs
Share that tab separately in a new Sheet
This helps you give access only to what’s necessary.
5. Use It as a Live Meeting Tool
During team meetings, you can:
Open the sheet on your screen
Review upcoming inspections
Look at links together
Double-check city info
Confirm responsibilities
Assign action steps
👉 Everyone sees the exact same information at the same time.
6. Keep It Connected With Your Other Templates
Your Home Manual can link to:
Purchase Order Sheet
Subcontractor Bid Tracker
Contact Information list
Selection sheets
Warranty folder
Budget sheets
This creates a one-click hub that your whole team can easily navigate.
7. Use It as a Project Roadmap
Because it’s so organized, your team will use the Hub to:
Remember deadlines
Track who’s hired
Check which documents are completed
Follow city permit requirements
Confirm which products were approved
Keep homeowners informed
It becomes the project’s guiding map.
8. Share It With Future Team Members Instantly
If someone new joins the project — a new PM, designer, or consultant — you can:
Add their email
Grant them access
Let them learn the entire project from the Hub
No onboarding meetings needed — the information is already laid out clearly.
9. Use It for Transparency and Accountability
Because everyone sees updates:
Nothing gets lost
Everyone knows the current status
Decisions are documented
The homeowner stays in control
The project stays organized
👉 This builds trust and reduces miscommunication.
10. Turn It Into a Long-Term Home Manual After the Build
When the project is complete:
You can remove team members
Add long-term service providers
Keep your warranties and manuals inside
Use it forever as your home’s digital reference
This makes the Home Manual a lifelong tool — not just a construction tool.
In Simple Terms
You can use the Home Manual with your team by:
Sharing access
Communicating through comments
Updating documents together
Reviewing it in meetings
Linking all other templates to it
Keeping the whole project aligned
Using it as the official source of truth
It’s simple, clean, and incredibly powerful once everyone uses it.
What’s the Value of Keeping This Forever When I’m Done?
Your Home Manual is not just a construction tool. When your project is finished, it becomes one of the most valuable documents you will ever have for your home. It holds the history, details, and records that you will rely on for years—sometimes even decades.
Here’s why keeping it forever is so important.
1. It Becomes Your Home’s Permanent Record
Once the build is complete, your Home Manual becomes:
The memory of your home
The record of what was installed
The directory of who worked on it
The timeline of how everything was built
This information becomes priceless as time goes on.
2. You’ll Never Have to Guess About Products or Materials
Years from now you may wonder:
“What paint color did we use in the living room?”
“What size water heater is installed?”
“Where did we buy the tile?”
“What exact appliance model do we have?”
Your Home Manual keeps all product details and links right where you can find them.
3. Replacements Become Effortless
When something breaks or wears out:
You can reorder the exact same item
You’ll know the size, model, finish, and brand
You avoid mismatched parts or costly mistakes
It saves time, money, and frustration.
4. It Makes Maintenance and Repairs Simple
Electricians, plumbers, HVAC techs, and maintenance companies often need:
Model numbers
Installation dates
Spec sheets
Warranties
Contractor information
Your manual gives them everything they need to diagnose and repair issues quickly.
5. It Protects Your Warranties and Service Agreements
Most homeowners lose track of:
Warranty documents
Product manuals
Service contacts
But your Home Manual keeps:
Warranty expiration dates
Purchase details
Service instructions
Manufacturer contacts
All in one organized place.
6. It Adds Real Value When You Sell Your Home
Buyers love a home with a complete Digital Manual.
It shows:
Transparency
Care
Quality
Accurate records
A full manual can help:
Boost buyer confidence
Speed up the sale
Increase your home’s value
Set your home apart from others
It becomes a selling feature.
7. It Helps Future Homeowners Care for the Home Properly
If you ever hand your home down to family or sell it:
The next homeowner gets a clear guide
They know how to maintain everything
They understand the home’s systems
They can continue what you built
Your manual becomes a legacy of organization.
8. It Saves You From Losing Important Information
Over time, people forget:
Contractor names
Installation dates
Permits
Codes
Instructions
Links
Contacts
The Home Manual protects this information permanently.
9. It Grows with Your Home
As you:
Renovate
Add rooms
Upgrade systems
Replace appliances
Your manual grows with you.
It becomes the living history of your home.
10. It Gives You Peace of Mind
Most importantly:
You don’t have to remember everything
You don’t have to search old emails
You don’t have to guess
You don’t lose information
You always know where things are
Your Home Manual becomes your safety net.
In Simple Terms
You keep your Home Manual forever because it becomes your home’s brain.
It remembers everything so you don’t have to.
And that is invaluable—today, tomorrow, and for as long as you live in the home.
📝 What Is the Detail Page?
The Detail Page is a shared Google Doc that becomes the project’s master notes and decisions log.
Instead of everyone keeping their own scattered notes, this one document is where:
The architect
The contractor / builder
The homeowner
The interior designer
And the build team
all look at, add to, and update the same set of details.
If a detail is important to the project, it should live on the Detail Page—once.
🔍 Simple Definition
The Detail Page is a shared communication document for your build where all important decisions, clarifications, and notes are written down in one place so everyone stays on the same page.
It replaces:
“Wait, where did we write that down?”
“Who has the latest version?”
“I thought we agreed on something different.”
🧩 How It’s Organized
The Detail Page is usually broken down by subjects or categories your build includes, for example:
Foundation & structure
Windows & doors
Kitchens & bathrooms
Interior finishes
Exterior finishes
Mechanical / electrical / plumbing notes
Special features (built-ins, fireplaces, niches, beams, etc.)
Under each subject, the team writes:
Decisions that have been made
Open questions
Clarifications from meetings
Links to drawings, photos, or specs if needed
Everyone works off this same document, so there’s one version of the truth.
⏱ When and How It’s Used
It’s filled out early, with as much detail as possible at the start.
During every meeting, the team uses this page to:
Capture new decisions
Clarify details
Remove or adjust outdated notes
Over time, it becomes a running history of:
What was discussed
What was decided
Who asked for what
Each person adds or updates their part, so no one has to retype the same detail in multiple places.
✅ Why It Matters to You as the Homeowner
The Detail Page helps you:
See what’s been decided vs. still pending
Avoid “he said, she said” confusion
Move faster because questions get answered once, in writing
Hold everyone (including you) accountable to what’s written
If you’re ever unsure about a detail—tile layout, cabinet alignment, lighting placement, etc.—this is the first place to look.
In short:
📌 The Detail Page is your project’s shared memory for all the important build details—clear, written, and visible to the whole team.
PM Responsibilities During Earthwork
How Do I Use Common Functions? + Use-Your-Keyboard Shortcuts (Homeowner 101)
To work confidently inside your Purchase Order Sheet or any template, there are two things that help you move faster and stay organized:
Common spreadsheet functions (SUM, AVERAGE, etc.)
Use-Your-Keyboard shortcuts (copy, paste, move, select, etc.)
Below is the upgraded version of the guide including both.
Part 1 — Common Spreadsheet Functions (Simple & Essential)
1. SUM — Adds numbers automatically
✅ Adds up a column or row
Example: =SUM(B2:B20)
2. AVERAGE — Finds the middle value
✅ Shows the “typical” cost or price
Example: =AVERAGE(C2:C10)
3. COUNT — Counts how many cells contain numbers
Example: =COUNT(D2:D50)
4. COUNTA — Counts all filled cells (text, numbers, anything)
Example: =COUNTA(A2:A100)
5. IF — Creates simple rules
Example: =IF(E2="Yes","Delivered","Pending")
6. HYPERLINK — Makes clickable product links
Example:
=HYPERLINK("https://store.com/light", "View Light Fixture")
7. TODAY — Inserts today's date automatically
Example: =TODAY()
Part 2 — Use-Your-Keyboard: The Shortcuts We Use All the Time
These shortcuts save homeowners hours of time and make using the templates effortless.
They work in Google Sheets, Excel, and most computer programs.
Basic Everyday Shortcuts
✅ Copy → Ctrl + C (Windows) / Cmd + C (Mac)
✅ Paste → Ctrl + V / Cmd + V
✅ Cut → Ctrl + X / Cmd + X
✅ Undo → Ctrl + Z / Cmd + Z
✅ Redo → Ctrl + Y / Cmd + Shift + Z
Selecting & Moving Quickly
✅ Select entire column → click letter at top OR press Ctrl + Space
✅ Select entire row → click row number OR press Shift + Space
✅ Jump to bottom of a list → Ctrl + ↓
✅ Jump to top of a list → Ctrl + ↑
✅ Move to next sheet tab → Ctrl + Page Down
✅ Move to previous sheet tab → Ctrl + Page Up
Formatting Shortcuts
✅ Bold text → Ctrl + B / Cmd + B
✅ Italic text → Ctrl + I / Cmd + I
✅ Underline → Ctrl + U / Cmd + U
Working With Cells
✅ Edit inside a cell → Press Enter or F2
✅ Fill down (copy cell down the column) → Ctrl + D
✅ Fill right → Ctrl + R
Google Sheets–Specific Shortcuts You’ll Love
✅ Insert a comment → Ctrl + Alt + M
✅ Open link in cell → Alt + Enter
✅ Insert current date manually → Ctrl + ;
Why These Shortcuts Matter for Homeowners
✅ Speeds up your Purchase Order Sheet updates
✅ Makes copying templates much easier
✅ Helps you move around your Digital Home Manual with confidence
✅ Prevents mistakes from dragging or mis-clicking
✅ Keeps your project feeling smooth and simple
Shortcuts are one of the easiest ways to make spreadsheets feel less intimidating and more enjoyable.
Describe the item or answer the question so that site visitors who are interested get more information. You can emphasize this text with bullets, italics or bold, and add links.
Describe the item or answer the question so that site visitors who are interested get more information. You can emphasize this text with bullets, italics or bold, and add links.
🧱 What Is the Subcontractor Bid Tracker?
The Subcontractor Bid Tracker is your one-page scoreboard for bids.
It’s a shared Google Sheet where you keep track of:
Who you reached out to
What trade they’re in
Their contact info
What they quoted
Where you are in the decision process
Instead of digging through texts, emails, and PDFs, you have one clean place that shows every subcontractor and consultant in your project—and how their bids compare.
🧠 Simple Definition
The Subcontractor Bid Tracker is a spreadsheet that organizes all your subcontractors, consultants, conversations, and bids in one place so you can make clear, confident hiring decisions.
Every row is basically one company’s story on your job.
📊 What It Looks Like
You’ll see a list of trades and roles (plumbing, electrical, HVAC, framing, engineer, designer, etc.), and for each company, you’ll typically track:
Trade / Role – What they do on the project
Company & Contact Name – Who they are
Phone / Email – How to reach them
Response Notes – What they said when you talked
Bid / Price – Their quote or estimate
Status – Not contacted, bid requested, submitted, shortlisted, selected, or declined
Extra Notes – Timing, exclusions, “felt very organized,” “too busy,” etc.
It’s not meant to be complicated—just clear and honest.
🔗 Where It Fits in Your Project
The Bid Tracker sits alongside your other project templates in your Google Sheets hub and becomes:
Your to-contact list during the design phase
Your conversation log during outreach
Your comparison tool when bids come in
Your record of who you chose and why
If you ever wonder, “Who did we talk to about roofing?” or “Why did we pick this electrician?”—this is where you look.
🎯 Why It Matters for a Homeowner
This tool helps you:
See all options side-by-side instead of one at a time
Remember who felt reliable vs. who just sent a low number
Avoid losing track of good contacts or missing trades
Make decisions based on both price and quality, not just whoever emailed last
In short:
📌 The Subcontractor Bid Tracker keeps your bidding process honest, organized, and easy to understand—for you and anyone helping you run the project.
How Do I Get Started?
Homeowner 101 — Subcontractor Bid Tracker
Your Subcontractor Bid Tracker is your control panel for bids — one place to track who you contacted, what they said, what they cost, and who you want to hire.
Getting started is really just:
➡️ Make your own copy
➡️ Fill in the right people and trades
➡️ Log every conversation and bid in one place
1️⃣ Make Your Copy of the Bid Tracker Template
You’ll start from the shared template we provide.
Open the Subcontractor Bid Tracker from your Hub or Google Drive.
At the top, click File → Make a copy.
Rename it something clear, like:
Smith Residence – Subcontractor Bid Tracker
Move your copy into your Working Documents folder for this project.
You never edit the original template.
Your copy becomes the live working document for your specific build.
2️⃣ List Every Trade & Professional You’ll Need (During Design Phase)
Before you start calling anyone, you want a complete list of roles you’ll need on the project.
This is best done during the design phase, not after you’re in a rush.
You’ll have three main groups:
Contractor Checklist / Core Build Team
General contractor
Project manager
Site supervisor
Any optional specialty builders
Subcontractors (Typical Trades)
Plumbing
Electrical
HVAC
Framing
Drywall
Painting
Flooring
Roofing
Tile & stone
Landscaping
Any trade specific to your project (e.g., low-voltage, audio/video, specialty metalwork)
Consultant Companies
Structural engineer
Civil engineer
Designer or architect
Surveyor
Energy consultant
Specialty inspectors (if required)
➡️ Action: Add each trade or role as a placeholder row in your tracker, even if you don’t have a company yet.
This turns the sheet into your to-contact checklist when it’s time to start bidding.
3️⃣ Add Contact Info as You Discover People
As you gather referrals, search online, or talk to your team, start filling in:
Name of the contact
Company name
Phone number
Website (if helpful)
➡️ Action: As soon as you find a good candidate, enter them immediately into the tracker under the right category.
Doing this early:
Keeps you from losing business cards, texts, and scribbled notes
Ensures every trade on your list has at least one option lined up
4️⃣ Log Every Conversation (Not Just the Bids)
Before numbers even show up, your tracker should already be working for you.
When someone replies or you have a phone call, update the Response Notes column with:
How responsive they were
What they said about timing and availability
Whether they seem like a good fit for your type of project
Any concerns or positives you noticed (“Very organized,” “Too busy for our schedule,” etc.)
➡️ Action: Add notes right after each conversation, even if it’s only a sentence or two.
This helps you remember who felt reliable and who didn’t, which matters as much as the price.
5️⃣ Enter Their Bid or Estimated Price
Once a subcontractor or consultant sends a formal bid or estimate, record it clearly.
Update:
Bid / Price
Any key conditions (e.g., “Excludes permits,” “Price valid for 30 days,” “Does not include materials”)
Status, such as:
Not Contacted
Contacted
Bid Requested
Bid Submitted
Shortlisted
Selected
Declined / Not a Fit
➡️ Action: Put every single bid on this sheet—no exceptions.
This is what makes comparisons simple and prevents any quote from “disappearing” in your inbox.
6️⃣ Keep It Updated As the Bidding Evolves
As the process moves forward:
Add new companies when you find them
Update notes if someone follows up or changes their price
Mark clearly who is in the running and who is out
Track follow-ups (“Left voicemail,” “Email sent,” “Awaiting revised bid”)
➡️ Action: Treat the tracker like your live log of the entire bidding process.
If something happens and it’s not in the sheet, assume it can be forgotten or confused later.
7️⃣ Share the Tracker With Your Team
When you have multiple bids in:
Share the Google Sheet with:
Your partner or co-owner
Your project manager or GC (if you’re collaborating)
Designer or architect (if they’re helping you review options)
This allows everyone to:
See the same information
Compare bids side-by-side
Add comments or notes you might not have thought of
➡️ Action: Use the tracker in your decision meetings.
Instead of random emails and screenshots, you’re all looking at one clean, organized document.
✅ End Goal
By the time you’re ready to choose who to hire, your Subcontractor Bid Tracker should:
Show every trade and consultant you need
List multiple options for each, with contact details
Capture key notes from each conversation
Display all bids and statuses in one place
That’s how you turn a simple template into a powerful hiring tool that keeps your bidding process organized, fair, and transparent.
What’s the Best Way to Use the Bid Tracker With the Team? (Homeowner 101 — Team Workflow)
The Subcontractor Bid Tracker becomes your team’s shared dashboard for collecting, comparing, and organizing all subcontractor and consultant bids. When everyone uses it consistently, the entire bidding phase becomes smoother, more transparent, and easier to manage.
Here’s the simplest and most effective way to use it with your full team:
1. Share the Tracker Early With Your Key Team Members
Share your Google Sheet link with:
The homeowner
The project manager
The designer or architect
Any consultant helping evaluate bids
✅ This ensures everyone starts the process with the same information.
✅ Changes update in real time, so everyone stays aligned.
2. Project Manager Logs All Communications
Your project manager is usually the point of contact for subcontractors.
Their responsibilities:
Entering new subcontractor contact information
Logging all phone calls, emails, and conversations
Uploading or entering received bids
Updating notes and statuses
Following up on missing bids
This keeps the tracker accurate and prevents missed information.
3. Designer or Architect Adds Trade-Specific Input
Your designer or architect may have insights into certain subcontractor skills or design requirements.
How they use the tracker:
Add notes about quality, compatibility with design, or past experience
Flag subcontractors who are preferred or not recommended
Add any relevant documents or drawings to the shared folder
Their perspective helps guide the selection process more confidently.
4. Homeowner Reviews Bids Clearly and Confidently
The tracker gives the homeowner full visibility without overwhelming them.
What the homeowner does:
Review each subcontractor’s price
Read the notes about responsiveness and professionalism
Compare the bids side-by-side visually
Ask questions directly in the notes column if needed
This creates a simple, collaborative decision-making process.
5. Use the Notes Column as a Shared Communication Tool
Instead of long email chains, team members can:
Add comments
Ask quick questions
Clarify misunderstandings
Highlight concerns
Share impressions after calls or site visits
✅ This keeps discussions organized and tied directly to each subcontractor.
6. Hold a Team Review Meeting Once Bids Are In
When several bids have been collected:
Open the tracker during a meeting
Scroll down the list together
Compare numbers, notes, and availability
Identify the top candidates
Discuss pros and cons openly
Select your preferred subcontractors
✅ This ensures everyone has input and the homeowner feels supported in the final decisions.
7. Use the Status Column to Keep Everyone on the Same Page
A simple status system makes it clear what’s happening without constant communication.
Common status labels include:
Pending
Bid Received
Follow-Up Needed
Shortlisted
Selected
Declined
✅ Updates show instantly to all team members.
This reduces confusion and keeps the project flowing smoothly.
In Simple Terms: How the Team Uses It Together
The project manager updates it
The designer or architect adds insights
The homeowner reviews and approves
The whole team communicates inside the tracker
Final decisions are clear, informed, and documented
The Bid Tracker becomes your shared source of truth — transparent, organized, and easy for everyone to use.
How Can This Come in Handy in the Future? (Homeowner 101 — Long-Term Value)
Your Subcontractor Bid Tracker is not just a tool for the bidding phase. It becomes a long-term resource that continues providing value throughout construction and even years after your home is completed. By documenting every subcontractor, every conversation, and every bid, you’re building a clear record that future homeowners, contractors, and maintenance teams can rely on.
Here’s how it helps long after the initial selection process:
1. A Permanent Record of Everyone Who Quoted Your Project
Even if you don’t hire a subcontractor now, their information may be helpful later.
You have their name, number, and email
You know their pricing level
You know their responsiveness and professionalism
You have notes from your initial conversations
✅ Perfect for future upgrades, repairs, or additional work.
2. Quick Access to Backup Options
If the subcontractor you hire becomes unavailable:
You already have a list of alternatives
Their past quotes help you budget instantly
You can call or email them without searching again
✅ This saves time during emergencies or tight deadlines.
3. Helps Track Market Pricing Over Time
Over the years, you may wonder:
“Is this bid fair?”
“Has the cost increased a lot since we built?”
Your Bid Tracker gives you historical pricing data, helping you compare:
Past bids
Current market rates
Reasonable expectations
✅ A powerful budgeting tool for future renovations.
4. Smooth Hand-Off to New Project Managers
If you switch project managers, builders, or consultants:
They can instantly see who was contacted
They can read past notes
They know what bids were received
They know who was professional (and who wasn’t)
✅ No repeating work or re-explaining the history.
5. Clear Documentation for Future Homeowners
If you ever sell your home:
Buyers get a transparent record of the companies involved
They can contact previous bidders for repairs or improvements
It shows your home was built with organization and integrity
✅ This adds trust and potentially increases your home’s value.
6. A Reliable Reference for Maintenance and Repairs
Sometimes the lowest bidder doesn’t get hired, but they might specialize in:
Repairs
Warranty work
Seasonal maintenance
Replacements
Your tracker keeps a list of people who already know the scope of your project.
✅ Superb for long-term home care.
7. Easy Future Expansion or Remodels
If you remodel later:
You already know the subcontractor landscape
You have pricing comparisons to guide budgeting
You can bring previous bidders back into the conversation
✅ Saves weeks of research and outreach.
8. Peace of Mind
Simply knowing that:
Every call
Every quote
Every professional
Every price
is documented in one place gives you confidence and control — not just now, but for as long as you own your home.
In Simple Terms: Your Bid Tracker Becomes a Future-Proof Tool
You’re not just collecting bids;
you’re building a long-term library of subcontractor knowledge that benefits:
Your current project
Your long-term maintenance
Future renovations
Future homeowners
Anyone who works on your home down the road
It’s a small habit today that creates massive clarity later.
Contact Information (Homeowner 101 — What Is It?)
The Contact Information document is a simple Word file that acts as your project’s personal phone book. Instead of digging through emails, texts, or old notes to find someone’s number or email, this document keeps every important contact in one organized place for the entire duration of your project.
It is one of the easiest templates to use, yet one of the most powerful because it eliminates confusion and saves everyone time — especially your project manager.
What Is the Contact Information Document?
The Contact Information document is a master list of every person or company involved in your home project, including:
Contractors
Subcontractors
Inspectors
Engineers
Consultants
Designers
Suppliers
Warranty contacts
Anyone the homeowner or project manager may need to reach
Each person gets a simple section with their essential details so communication is always easy and stress-free.
Why You Use It
Prevents the need to search for phone numbers or emails
Keeps the homeowner and project manager aligned
Stores everyone’s information permanently in the Digital Home Manual
Makes communication quick and efficient
Ensures new team members can get up to speed instantly
Helps avoid mistakes caused by lost or outdated contact info
This page becomes your one source of truth for every professional connected to your home.
What You Record for Each Person
Every contact entry includes:
Name
Company
Role (what they do)
Phone number
Notes (optional: availability, personality, responsibilities, etc.)
It’s simple, clean, and readable — like a digital Rolodex for your entire project.
How It Fits Into Your System
As soon as you finalize a contract, hire someone, or identify a required professional, you:
Add them to this document
Store their details once
Never need to search again
Because this template is shared through the Hub and stored in your Google Drive system, everyone gets the correct contact information instantly.
How Do I Get Started, and When Do I Add People? (Homeowner 101 — Contact Information)
The Contact Information document is your finalized project phone book, holding only the people who are officially hired to work on your home. It’s simple to use, highly organized, and eliminates the need to search for numbers or emails once construction begins.
Here’s exactly how to set it up — and when to add someone.
How Do I Get Started?
Step 1: Make Your Copy of the Contact Information Template
✅ Open the template in your Hub or Google Drive
✅ Click “Make a Copy” to create your editable version
✅ Move it into your Working Documents folder
This keeps the original clean and your working copy ready to fill in.
Step 2: Review the Structure of the Document
The template should have simple sections for:
Name
Company
Role / Trade
Phone
Notes (optional details about responsibilities, reminders, etc.)
This creates a clear, easy-to-read directory.
When Do I Add People? (Important Rule)
✨ You only add someone to this Contact Information sheet after they are officially selected AND a contract has been signed.
This ensures your contact list stays clean, accurate, and truly reflects who is working on your project.
1. Do Not Add Anyone During the Bidding Phase
Not designers giving early ideas
Not subcontractors giving estimates
Not companies you’re comparing
Not inspectors you haven’t hired
All of these people stay in the Subcontractor Bid Tracker until the decision process is complete.
2. Add People Only After the Following Steps Occur:
You collected their bid in the Subcontractor Bid Tracker
The team reviewed and compared all options
The homeowner approved the selection
A contract or agreement has been finalized and signed
Only then → they move onto the Contact Information sheet.
3. This Rule Applies to Everyone, Including:
Subcontractors
Consultants
Inspectors
Engineers
Designers (if contracted)
Utility or specialty service providers
Anyone officially part of the project
If they are not under contract → they do not go on this page.
4. Why This Rule Matters
Keeps the contact page clean and professional
Avoids confusion between potential hires and confirmed hires
Helps the project manager quickly find the correct person
Ensures the Digital Home Manual contains only legitimate, finalized contacts
Creates a permanent and accurate list of everyone who worked on the home
This transforms the Contact Information document into a reliable, long-term reference.
In Simple Terms
👉 If the contract isn’t signed, they do NOT go on this sheet.
👉 If the contract is signed, add them immediately.
The Subcontractor Bid Tracker handles all comparisons and conversations.
The Contact Information page stores only the final team.
How Do I Use It With the Team? (Homeowner 101 — Contact Information)
The Contact Information document becomes your team’s official directory once contracts are finalized. It ensures that everyone—homeowners, project managers, designers, and consultants—has the correct, up-to-date contact details for every professional working on your home.
Because this page only includes people with signed contracts, it is a trusted, accurate list that the whole team can rely on.
1. Share the Document With Your Core Team
Once you’ve added the contracted professionals:
Share the Contact Information page with:
The homeowner
The project manager
The designer or architect (if under contract)
Anyone on the leadership side of the project
✅ Everyone now has instant access to the correct contact list
✅ No one needs to ask for phone numbers or emails again
This becomes your master communication tool.
2. Project Manager Uses It as Their First Reference
Your project manager is the one who communicates with most contracted professionals.
They use the document to:
Quickly call subcontractors
Email updates, plans, and schedules
Coordinate site visits and inspections
Reach out for clarifications or issue resolution
✅ It saves hours of searching through texts, emails, or past notes.
✅ Everything is centralized and always accurate.
3. The Homeowner Uses It to Stay Informed and Confident
Homeowners often want to know:
Who is working on their home
How to contact someone if needed
Who handles what part of the project
Having this directory creates clarity and reduces uncertainty.
✅ It empowers the homeowner without overwhelming them
✅ It builds trust through transparency
4. Designers, Architects, and Consultants Use It for Coordination
If your designer or architect is under contract:
They can reach subcontractors for design-related questions
They can coordinate technical details directly
They can help resolve questions about finishes, specifications, or installation
✅ It reduces delays and miscommunication
Provides one single directory for the entire professional team.
5. Keep It Updated in Real Time
Because this document is shared:
When you add a newly contracted subcontractor, the entire team sees it instantly
When contact details change, you update it once and everyone benefits
When someone new joins (with contract signed), they are added immediately
✅ No one works with outdated information
The whole project flows more smoothly
6. Use It as the Official “Call Sheet” Throughout Construction
When trades are scheduled to come on site:
The project manager uses this page to coordinate
Homeowners know who will be present
Designers know who to communicate with about installation details
This becomes the most referenced document during construction.
7. Helps New Team Members Get Up to Speed Instantly
If someone new joins the management side of the project:
A new project manager
A new designer
A consultant stepping in
They can review the Contact Information sheet and understand exactly who is involved, with no guesswork.
✅ It removes confusion
Saves hours of onboarding
Keeps the project moving despite team changes
In Simple Terms: How the Team Uses It
The Contact Information page becomes the team’s:
Official directory
Communication hub
Scheduling support tool
Permanent record of who was hired
One source of truth for your Digital Home Manual
Only finalized, contracted professionals make it onto the list — which is why the team trusts it completely.
What’s the Value of Keeping This in Your Home Manual Hub?
Storing your Contact Information document inside your Home Manual Hub is one of the smartest things you can do for your project now and for the lifetime of your home. Because this list contains only contracted, finalized team members, it becomes a permanent and accurate record of everyone who built, inspected, or contributed to your home.
Here’s why it’s so valuable:
1. It Becomes Your Home’s Official Directory
This document acts as the master Rolodex for your entire project.
Every professional
Every subcontractor
Every inspector
Every consultant
Every designer
Every specialty service
All in one place, forever.
No more digging through emails or old texts years later.
2. Makes Communication Instant for Everyone
Because the Hub is shared with your core team:
Project managers have the correct contact info immediately
Designers and consultants know exactly who to reach
Homeowners never have to wonder who handles what
New team members can onboard instantly
Everyone works from the same trusted list.
3. Creates a Permanent Record for Future Maintenance
Long after the build is complete, you’ll need to know:
Who installed the HVAC system
Who the electrician was
Who did the plumbing
Who handled inspections
Who installed floors, cabinets, or appliances
Having this list stored in your Hub makes future repairs or upgrades effortless.
You can contact the right professional instantly.
4. Adds Major Value to the Digital Home Manual
When the home is complete, your Home Manual becomes a lifelong resource.
Future homeowners will appreciate:
Knowing exactly who worked on the home
Having the correct phone numbers for future service
Avoiding guesswork or mismatched repairs
Feeling confident in the quality and history of the home
This increases trust — and even the value — of your property.
5. Prevents Losing Information Over Time
Phone numbers change. Emails get deleted. People forget.
By storing the Contact Information document inside the Hub:
You lock in the details forever
You avoid relying on memory
You never lose the identity of critical trades
Every professional’s information is archived and accessible
Your home will never become a mystery to you or future owners.
6. Supports Smooth Warranty and Service Calls
If something needs repair or falls under warranty:
You know exactly who to call
You avoid delays from tracking down the wrong person
You ensure the right service provider handles the issue
A quick glance at your Hub solves problems immediately.
7. Keeps Your Home Manual Complete and Professional
A high-quality home manual includes:
Purchase details
Bids
Contracts
Warranties
Product links
And a clear list of who worked on the home
Not having this list creates gaps.
Having it makes your home manual feel polished, organized, and truly valuable.
In Simple Terms: Why It Matters
Keeping this document in your Home Manual Hub ensures:
You always know who to call
Your team stays coordinated
Maintenance becomes easier
Your home’s history stays preserved
Future homeowners benefit from your organization
It’s a simple document with enormous long-term value.