Enter project inputs
Example data table
| Scenario | Workers | Hours | Rate | Materials | Overhead | Profit | Total |
|---|---|---|---|---|---|---|---|
| Small punch list | 2 | 6 | $35 | $120 | 10% | 12% | $1,012.80 |
| Room remodel support | 3 | 16 | $42 | $850 | 12% | 15% | $4,387.23 |
| Remote site work | 4 | 24 | $38 | $1,400 | 10% | 12% | $7,121.74 |
Formula used
- Regular Labor = workers × hours_per_worker × hourly_rate
- Overtime Labor = workers × ot_hours_per_worker × hourly_rate × ot_multiplier
- Travel = travel_miles × mileage_rate
- Per Diem = per_diem_days × per_diem_rate
- Direct Costs = labor_total + materials + equipment + services + mobilization + travel + per_diem
- Insurance = insurance_pct × (labor_total + materials + equipment)
- Subtotal = direct_costs + insurance
- Overhead = overhead_pct × subtotal
- Profit = profit_pct × (subtotal + overhead)
- Contingency = contingency_pct × (subtotal + overhead + profit)
- Tax = tax_pct × taxable_base
- Grand Total = subtotal + overhead + profit + contingency + tax − discount
- Retainage = retainage_pct × grand_total, Due Now = grand_total − retainage
How to use this calculator
- Enter labor details: workers, hours, hourly rate, and optional overtime.
- Add direct expenses: materials, equipment, services, mobilization, travel, and per diem.
- Set add-ons: insurance, overhead, profit, and contingency percentages.
- Apply tax only where your contract requires it.
- Add retainage and an optional discount for negotiations.
- Press Calculate to see results and the graph above.
- Use Download CSV or Download PDF for sharing.
Cost buckets and scope clarity
A subcontractor estimate is strongest when every cost bucket is explicit. Start with direct labor, materials, equipment, hired services, mobilization, travel, and per diem. Treat each as a measurable quantity with a unit rate, then confirm which items are reimbursable versus lump sum. This calculator separates those buckets so you can see which drivers move the total. For longer projects, apply a simple escalation rate to materials and labor over the planned duration, and decide the taxable base (materials only or materials plus equipment and services) to match contract language. Include small allowances for permits, inspections, and temporary utilities when required onsite weekly.
Labor, overtime, and blended rate checks
Labor should reflect crew size, base hours, and overtime hours, then apply the overtime multiplier. If productivity is uncertain, model it through hours per worker rather than inflating rates, because hours also impact insurance, overhead, and schedule exposure. Track the effective blended hourly cost by dividing labor total by total crew hours to benchmark against historical jobs.
Risk pricing, insurance, and contingency control
Risk items are usually underestimated, so price them deliberately. Insurance and bond costs often scale off labor plus certain direct costs; using a percentage makes the estimate consistent across scopes. Add a contingency percentage on top of subtotal plus overhead and profit to cover unknowns like rework, access limits, and weather delays. Keep contingency separate from profit to avoid hiding risk.
Overhead, profit method, and retainage impact
Overhead covers supervision, tools, small consumables, warranty administration, and office support. Profit can be added as a markup on cost, or targeted as a margin on price; both matter in negotiation, so choose one method and document it. Retainage reduces near-term cash, so the calculator shows net due now after retainage and optional early-pay discount.
Reporting outputs and scenario comparison
A clean breakdown improves approval speed. Export the line-item report to CSV for bid backups and to PDF for client packages. The Plotly chart visualizes the share of labor, materials, equipment, overhead, profit, and taxes, which helps justify adjustments. Use scenario runs to compare base, accelerated, and high-risk versions before committing to a number.
FAQs
Q1. What should I include in direct costs for a subcontractor bid?
Include labor, materials, equipment, hired services, mobilization, travel, per diem, and any required permits. Keep reimbursables separate from lump-sum items so you can justify rates and avoid double counting.
Q2. How do I decide the overtime multiplier?
Use your contract or local labor rules. Common multipliers are 1.5× for overtime and 2.0× for double time. If different trades vary, run separate scenarios and blend them into one bid package.
Q3. What is the best way to apply insurance or bond costs?
Many firms apply a percentage to labor plus selected direct costs. Use the same base consistently across projects, and align it with how your insurer or surety invoices you.
Q4. Should profit be calculated as markup or margin?
Markup adds profit on top of cost; margin targets profit as a portion of selling price. They produce different percentages. Pick the method your company reports internally, then keep it consistent for forecasting.
Q5. How does retainage affect what I receive now?
Retainage is withheld from the billed amount until milestones or closeout. The calculator estimates retainage and shows due-now cash flow so you can plan payroll, vendors, and working capital.
Q6. When should I charge tax and on which items?
Follow the contract and local rules. Many jobs tax materials, and some also tax equipment or certain services. Select the taxable base to match your invoicing language and avoid disputes.