Pricing one project for several clients

When several clients invite you to the same project, start from one takeoff and one cost estimate, then adjust each client's proposal only for differences that are real: the scope that client's bid form assigns to flooring, its subcontract terms and payment history, the alternates it asks for, and your read on who will win. Keep every client's number confidential, and track exactly which version went to whom.

After this lesson you can

Build every client's proposal from one estimate
Decide which differences justify a different price
Keep versions straight and each client's number confidential

Start from one estimate

The drawings are the same for every client, so the takeoff and the cost build should be too. Differences between clients are adjustments on top of that one estimate — which means when an addendum lands, you re-price once and every client's proposal follows. The basics of why one project reaches you several times are in how commercial bidding works.

Which differences justify a different price?

Difference	Example	How to adjust
Scope split	Client A puts base and prep in flooring; client B carries base with another trade	Different scope, different price — and different inclusions
Alternates and unit prices	Only one client's bid form asks for a moisture mitigation alternate	Price only what each form asks for
Subcontract terms	Higher retainage, pay-if-paid, or a long payment cycle	Price the cost of carrying the money — see pay-if-paid
Payment history	One client pays in 30 days, another in 90	Carry more for slow payers
Relationship and odds	A client that awards fairly and repeats work vs. one that shops numbers	Sharpen for the first; hold firm for the second
Schedule and phasing	Different proposed schedules or phasing plans	Mobilizations and labor productivity change

Two clients, one projectWorked example · illustrative numbers

Base price from your estimate: $97,145
Client A: Wants floor prep allowance included (+$2,400)
Client B: Wall base by another trade (−$6,300); pays in about 90 days
Carrying cost for slow pay (your choice): 2%

Client A: $97,145 + $2,400 = $99,545.
Client B scope: $97,145 − $6,300 = $90,845.
Client B carrying cost: $90,845 × 2% = $1,816.90 → $92,662.

Two honest prices for the same building: $99,545 to client A and $92,662 to client B — each with inclusions that say why. Illustrative figures.

Never share one client's number with another

Telling client B what client A's number was is bid shopping in reverse, and it gets around. Send separate emails, never copy competing clients on the same message, and keep each proposal file to its own client.

Keep the versions straight

Name every file by client and version
A proposal file should say which job, which client and which version it is — no “final_final_v2.pdf”.
Log what went where
For each client: the version, the total, the date and time sent, and who received it.
Re-send to everyone after an addendum
When a change affects the price, update every client still bidding — not just the first one who asks.
Note what you learn
If a client tells you they carried your number, or who won, record it against that client's bid.

Frequently asked questions

Should a subcontractor give every client the same price?

Not necessarily. Prices can legitimately differ when scope splits, alternates, subcontract terms, payment history or schedules differ between clients. What must stay the same is honesty and confidentiality.

Is it bid shopping to give clients different prices?

No. Bid shopping is sharing one party's price with competitors to drive prices down. Pricing each client's actual scope and terms is normal estimating.

How do you track proposals sent to multiple clients?

Keep one estimate for the project and a record per client of the proposal version, total, date sent and recipient, and update every client still bidding when an addendum changes the price.

Key points

One takeoff and cost estimate; per-client adjustments on top.
Only real differences in scope, terms, history or schedule change the price.
Separate emails, clear file names, and a log of what went to whom.

In IntelBid · Proposal builder

One bid, a proposal per client

In IntelBid every client invited to a project sits on the same bid. Build the lines once, adjust a client's version where its scope differs, and generate a separate proposal and email draft for each client — using the scope calculator to price any line from crew days and material cost.

Try it in IntelBid

A 2-minute guided tour on a sample project — nothing touches real data. New to IntelBid? You'll start a free trial first.

IntelBid Learn by email

New modules as they're published. Confirm your email and we'll send a $100 credit toward your IntelBid membership.