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Estimate documents

Schedule of rates.

A schedule of rates sets out agreed prices for common work items. Instead of pricing each job from scratch, the contractor and client agree a list of rates that apply to all work ordered during the contract period.

Who this guide is for

Contractors working on term maintenance contracts, social housing, or repeat work for the same client. Also for clients who want predictable pricing across multiple work orders.

How a schedule of rates works

Each common work item is listed with its unit of measurement and a pre-agreed rate. Rates are typically reviewed and adjusted annually for inflation. When work is ordered, the contractor measures the quantity and invoices at the agreed rate, removing the need to renegotiate prices every time.

Miniature example

Schedule extract — plumbing rates:
Replace WC pan complete: £185 each, including disposal
Replace taps (pair): £95 each, excluding taps
Clear blocked drain: £145 per visit (up to 1 hour)
The contractor invoices actual quantities at these rates every month.

Common mistakes

• Setting rates too low and losing money on complex jobs within the schedule
• Not including a review period or inflation adjustment clause
• Using a schedule of rates for one-off projects where a quotation is more appropriate