Build the register from controlling documents
Start with the current drawing list, specifications, addenda, bid form, and owner instructions. Break requirements into reviewable scope items and record the controlling source beside each one. Keep the wording specific enough that another estimator can find the requirement without repeating the full document review.
Assign each item to an estimate code and a responsible trade or self-perform package. If responsibility crosses packages, record the interface instead of choosing one side without evidence. The scope gap matrix provides a useful companion view for shared boundaries.
Verify where the cost is carried
For every included item, identify the quantity, allowance, subcontractor proposal, labor build-up, equipment line, or indirect-cost account that carries it. A checked box without a cost location can hide an omission. When a quote covers the item, retain the proposal revision and the relevant inclusion language.
AACE guidance on the basis of estimate describes documenting estimate scope, assumptions, exclusions, and pricing basis. The register should support that record with project-specific evidence rather than generic boilerplate.
| Field | Required record |
|---|---|
| Requirement | Specific scope item and source |
| Assignment | Trade and estimate code |
| Cost evidence | Quantity, quote, build-up, or allowance |
| Status | Owner, deadline, and approval |
Close conflicts before bid release
Filter the register for unassigned items, duplicate coverage, provisional allowances, and scope that depends on an unanswered question. Give each exception one owner and a deadline. Preserve the chosen treatment and approval instead of deleting the issue after it is resolved.
Reconcile the final exceptions with the estimate clarification log. The released register should match the estimate version and proposal set that the approver actually reviewed.
