How to use the Site-Visit Checklist

What this checklist is

This one is built by Highlands Carpentry, for the visit before a window or door quote. It is the list of things you always have to measure and always have to check, in the order you would walk the house anyway.

The point is what happens when you finish it. Every measurement you took comes back out as an email your supplier can price from and a price chart you can quote off — so the drive back is not spent typing up what is already in your hand.

Step by step

1. 1

   Start one

   Open the Site-Visit Checklist and start a new one — or open it from the job you are visiting, in which case the customer and address are already filled in and the finished checklist files itself back against that job.
   Site visitsNew site visit

   9 Oak StIn Progress

   14 Maple AveCompleted
2. 2

   Job details first

   Who it is for, where, and what they are asking for. Do it while you are still parked — the top of the form is the bit you will not want to be filling in one-handed on a ladder.
   Marguerite Okoye14 Maple AveFull replacement — 3 + 1
3. 3

   Check the site

   The standing questions before anyone measures anything: can you actually reach the openings, is there somewhere to park and stage, does this house need a lead or asbestos assessment first. Each one takes a note, so a yes with a caveat is not recorded as a plain yes.
   Access to openings is clearYes

   note…

   Required parking/staging area availableYes

   note…

   Lead/Asbestos risk assessment completedN/A

   note…
4. 4

   Measure every opening

   One block per window and one per door — location, type, rough opening, glass, grilles, screens and finish for a window; the brickmould measurement, jamb depth, handing and hardware for a door. Add as many as the house has, up to 25 of each. Glass, grilles and screens can be answered once for every window at the top, and each new window starts from that answer. Values you use over and over are offered back to you, so the third casement is quicker than the first.
   Window 2Casement

   Front bedroom34½ × 51Double pane Low-EGrill: ColonialScreen: YesInt: white · Ext: bronze

   Add window
5. 5

   Photograph everything

   Inside and outside, every opening — each window and door block has a slot for both. These are the photos you will thank yourself for when the supplier asks a question three weeks later and nobody can remember what the sill looked like.
   Interior & exterior, every opening
6. 6

   Sign it

   Whoever walked the visit signs on the phone before leaving — the form asks for the site-visit representative, not the customer — and the signature is printed on the record. Under it the form counts the required measurements still missing: a rough opening for every window, a brickmould measurement and jamb depth for every door. When none are left, the visit saves as Completed.
   Site-visit representative signature

   All required measurements captured

   Save checklist
7. 7

   What comes out

   A visit leaves you three things. Download PDF is the full record. Send to vendor is an email to your supplier — the order written out opening by opening, with a vendor sheet attached that leaves your customer's name and contact details off. And once the required measurements are in, a price chart appears under the signature — one row per opening, waiting for your costs — that you can quote from or copy into a spreadsheet.
   Send to vendor

   Price chart
8. 8

   Turn it into a quote, or hand it to someone else

   A finished checklist can become an Estimator draft with the openings already listed, so you are pricing rather than retyping. You can also send a blank one out as a link — a crew member or the homeowner fills it in on their own phone, no account needed, and their name is stamped on what comes back. The link expires on its own, and you can stop sharing before then.
   fieldstoneapp.com/checklist/4b1e…

   ShareCreate estimate