Remodeling paperwork that keeps up with the job

The paper trail of a remodel

1. Design or pre-construction agreement. What the design phase covers and costs, before you draw a line.
2. Construction contract. Scope, allowances, schedule, payment draws and how changes get priced.
3. Lead-safe acknowledgment. For pre-1978 homes, the owner's written acknowledgment that they got EPA's lead pamphlet. More on that below.
4. Selections sign-off. Tile, fixtures, paint colors and cabinet finishes, with initials beside each one.
5. Change orders. Rot behind the shower, a moved outlet, an upgraded window. Each one priced and signed before the work.
6. Subcontractor agreements and lien waivers. Your subs sign theirs too, from a link, without an account.
7. Final walk-through. The punch list and the homeowner's sign-off that the job is done.

Change orders from the job site

The change order you end up arguing about is the one that was only a verbal yes. Build a change order template once: description, added cost, schedule impact and a calculated new contract total. When the crew finds the surprise, fill it in on your phone and send it.

Each send is an envelope: one or more documents going to one or more signers. The homeowner at work signs from a link on any phone or computer. The homeowner in the kitchen signs on your phone with Sign in person. Either way, the signed PDF and its certificate land in both inboxes when the last person signs. Paid plans have no envelope limit, so a job with a stack of change orders costs the same as a job with none. See how to write a change order.

Two federal rules to build into your paperwork

Lead-safe renovation (EPA RRP)

If you're paid to disturb paint in a home built before 1978, EPA's Renovation, Repair and Painting (RRP) Rule generally applies. No more than 60 days before work starts, you must give the owner EPA's Renovate Right pamphlet and either get their written acknowledgment that they received it or a certificate of mailing at least 7 days before the work. Keep the records, including signed acknowledgments, for 3 years after the job. Small jobs that disturb 6 square feet or less of paint per room inside, or 20 square feet or less outside, can fall under the minor repair exception, but window replacement and demolition don't.

Put the acknowledgment in the same envelope as the contract and it's never forgotten, and SignMaster keeps the signed copy with its audit trail. Painters deal with this rule every day; their page has more.

The three-day right to cancel

When a contract of $25 or more is signed in the buyer's home, the FTC's Cooling-Off Rule generally lets them cancel until midnight of the third business day. That includes sales where the homeowner invited you over to present. You owe them notice of that right, two copies of a cancellation form, and a contract in the same language as your pitch. Some states add more, so have your lawyer approve the notices that go in your template. See the three-day right to cancel.

Scan, sign, send, for a remodel

• ScanIn the iPhone and iPad app, scan the HOA approval letter, the old survey or the homeowner's ID. On a computer, Scan with your phone drops pages straight into a draft.
• SignAt the design meeting, hand over the iPad. The homeowner is guided field by field, and in the app only your Face ID or passcode gets you back out.
• SendContract, lead acknowledgment and selections can travel in one envelope, in signing order, with a sign-by date and automatic reminders.

Need something back from the homeowner? Add an attachment field and they can upload a PDF or photo, like their HOA approval, while they sign. Spanish-speaking clients and subs read the signing page, emails and consent in Spanish, among 6 languages.

What it costs

Solo is $15 a month with unlimited envelopes, if it's just you. Crew is $49 a month for 5 people, so your project managers and office can send too, and each extra person is $8 a month. Free covers 3 envelopes a month. New workspaces get 14 days of Crew free, no card. See every plan.

What SignMaster doesn't do

It isn't estimating, scheduling or project management software, and it doesn't collect draws or deposits. It won't pull permits or decide which notices your state requires. Bulk send rarely fits a remodeling business, since every job is its own contract. Signing requests go out by email; you can copy a signer's link and text it yourself.