Give every version a stable identity
Record an estimate identifier, revision, creation time, responsible estimator, purpose, and status. Link the version to drawing and specification revisions, addenda, bid forms, quote cutoffs, and schedule basis.
Store it in a controlled location rather than relying on personal download folders. Pair the record with a drawing revision estimate log so document changes and estimate changes can be traced in both directions.
Describe the change, not just the total
Use a change note that identifies affected scopes, quantities, pricing sources, allowances, alternates, and qualifications. Separate a cost update from a scope update. A total variance may result from several causes and does not tell a reviewer whether the intended change was applied completely.
Microsoft guidance for version history shows how retained versions can support recovery and comparison. Repository features help, but the estimate still needs project-specific naming, status, and approval rules.
Control review and release status
Use clear states such as working, review, approved, submitted, and superseded. Restrict who can mark a release approved. When a late change occurs, create a new revision and repeat the affected checks instead of silently editing the approved file.
Reconcile the release in the estimate handoff checklist. The recipient should receive the controlling version, its basis, open exceptions, and links to supporting records.
| Field | Purpose |
|---|---|
| Identifier | Stable project and estimate reference |
| Source set | Drawings, specs, addenda, quote cutoff |
| Change note | Scope and cost effects |
| Status | Working, reviewed, approved, superseded |
