MODULE 3: PROTOCOLS & ESTIMATES
Building the Estimate
8 Steps to a Complete, Defensible Estimate
The 8-Step Process
5
Calculate Equipment Days
Follow this process every time. Complete, organized estimates get approved.
STEP 1
Read and Analyze the Protocol
Before you open Xactimate, read the entire protocol.
- Highlight action verbs - establish, remove, vacuum, wipe, treat, dispose
- Note affected areas - bathroom north wall, kitchen under sink
- Record dimensions - 4 feet up from floor, 12 LF of baseboard
- Identify containment - 6 mil poly, negative air, decon chamber
STEP 1
The Result
By the time you finish reading, you should have:
A list of every action required
A list of every area affected
Each action verb becomes line items. Each area becomes quantities.
STEP 2
Measure Everything
Don't estimate. Don't guess. Measure.
- Square footage of affected surfaces (walls, ceiling, floor separately)
- Linear feet of baseboards or trim
- Count of individual items (cabinets, fixtures)
- Containment - remember it's 3D, not just floor area
Document measurements. Sketch areas. Take photos with tape measures.
STEP 3
Structure in Logical Sections
1. Containment
Barriers, decon, poly
2. Air Quality
NAMs, scrubbers, ducting
3. Removal
Demo by material
4. Cleaning
HEPA, antimicrobial
6. Disposal
Bags, haul off
7. Testing
IEP coordination
Logical sections make estimates easy to review and approve.
STEP 4
Build Each Section from Protocol
Containment
Poly sheeting (3D SF)
Setup labor
Decon chamber if specified
Framing, tape, sealing
Negative air setup + ducting
Air Quality
NAM setup + daily rental
Air scrubbers (CFM formula)
Ducting by LF
Filter changes if extended
STEP 4
Build Each Section from Protocol
Removal
Drywall by SF
Insulation by SF
Baseboard by LF
Each material type separate
Cleaning
HEPA vacuum (floor + walls + ceiling)
Standard vs detailed
Damp wiping if specified
Antimicrobial by SF
STEP 4
Build Each Section from Protocol
PPE
Tyvek suits (workers × days)
Respirators
Cartridges (changed regularly)
Gloves, boot covers
Disposal
Bags based on debris volume
Bagging labor
Haul off per load
Facility fees
Every section ties back to the protocol.
If it's in the protocol, it's in your estimate.
STEP 5
Calculate Realistic Equipment Days
- Small bathroom - 3-4 days typical
- Large multi-room - 7-10 days
- Equipment runs from setup through clearance
Don't pad equipment days - that's a red flag.
Don't shortchange them - you'll lose money.
Be realistic. Look at similar past jobs.
STEP 5
Setup vs Daily
Setup Charges
One time per unit
Bringing equipment on site
Positioning and starting
Daily Rentals
Per day per unit
Day 1 setup, final day clearance
Count every day in between
Setup is separate from daily. Don't combine them.
STEP 6
Review Against Protocol
Go back to the protocol. Line by line.
- Protocol says "establish containment" - do you have containment items? Check.
- Protocol says "HEPA vacuum all surfaces" - do you have sufficient SF? Check.
- Protocol says "workers shall wear PPE" - do you have PPE items? Check.
Also check the reverse: Is anything in your estimate not in the protocol?
STEP 7
Review Against Red Flags
- Do equipment quantities make sense for the space?
- Does PPE match labor hours?
- Does containment SF match affected area?
- Is timeline logical?
- Any pricing concerns?
Catch these issues yourself before an adjuster catches them.
STEP 8
Prepare Final Package
Estimate
Complete Xactimate with all sections
Protocol
The IEP document - your authority
Measurements
Sketch or diagram showing your math
Photos
Conditions before work begins
This becomes part of the complete submission package we'll cover next lesson.
Recap: The 8 Steps
1
Read protocol, highlight actions
2
Measure everything accurately
3
Structure in 7 logical sections
4
Build from protocol requirements
5
Calculate realistic equipment days
7
Review against red flags
This systematic approach produces complete estimates that withstand scrutiny.
Coming Up Next
Submission & Clearance
Assembling the complete documentation package and following up for payment.
ACTION ITEM
Your Next Step
On your next mold job, follow this 8-step process.
Compare it to your current approach.
Note any items you would have missed.
See you in the next lesson.