PDF for general contractors: bids, change orders, RFIs

The documents on a contractor’s job

Step by step — running a job’s PDFs

1. Assemble the bid package. Cover letter, priced schedule of values, assumptions/exclusions, schedule, references and insurance — merged into one navigable PDF with Merge PDF and page-numbered with Add Page Numbers.
2. Issue change orders before the work starts. Use a one-page change-order template with the Fillable Form Builder and sign before crews mobilise.
3. Run a numbered RFI log. One-page RFI form, one rolling log PDF. Combine the latest with Merge after each response so the log is always current.
4. Package the monthly pay application. AIA-style G702/G703, conditional lien waiver from you and subs, and supporting backup — into one compact PDF (Compress PDF) so the draw email sails through.
5. Keep a daily report. One-page fillable template, photos combined with Combine PDFs and images, filed by date.
6. Assemble a closeout package. Punch-list signoff, as-builts, O&M, warranties, final lien waivers — merged and bookmarked for the owner’s long-term facilities file.
7. Archive every job in one folder per project. The bid, the executed contract, all change orders and RFIs, every pay application, daily reports, and the closeout package — the discipline that wins disputes is having the whole record in one place when you need it.

Pitfalls that cost contractors money

• Starting changed work before the change order is signed. The single most common cause of unpaid change-order disputes.
• Skipping the RFI log. Individual RFIs without a rolling log become invisible until the schedule slips.
• Pay applications without lien waivers. Owners and lenders hold the draw; days become weeks.
• Inconsistent daily reports. Gaps in the record imply selective bookkeeping in any later dispute.
• Closeout treated as paperwork at the end. Missing warranties or O&M binders hold the final payment hostage.
• Files split across email threads. Job documents belong in a project folder, not scattered across inboxes.
• Sending unscaled drawing PDFs. Plans rescaled to letter size silently break dimensions reviewers measure off the page.

Related reading and tools

• PDF for architects: drawings, sheets, and issued sets.
• PDF for engineers: technical drawings and calcs.
• PDF for property inspectors: site reports and photos.
• Combine PDFs and images: daily-report photos.
• Merge PDF: bid packages and pay applications.
• Fillable Form Builder: change orders, RFIs, daily reports.
• Sign PDF: change-order and lien-waiver signatures.
• All ScoutMyTool PDF tools: the full toolkit.

FAQ

What goes into a competitive bid package?

A bid package is what the owner or architect uses to decide between contractors, so completeness and clarity matter as much as price. At minimum it bundles a cover letter, a priced schedule of values that lines up with the project bid form, your assumptions and exclusions, the project schedule, references and licence/insurance evidence, and any required supplier or subcontractor backup. Merging the whole thing into one navigable, page-numbered PDF — rather than emailing six attachments — both reads more professional and prevents a reviewer from missing a piece. The discipline that wins close bids is making the package easy to evaluate: a clean cover, a clear table of contents, and the priced schedule of values in the order the bid form asks for. Owners reward bids that are easy to compare.

How should a change order document a scope or price change?

A change order is the contract amendment that captures any change in scope, price, or schedule, and it has to be signed before the changed work begins — that is what protects you from arguing later about whether the change was authorised. The document itself is short by design: a unique change-order number, the original contract reference, a plain-language description of the change, the cost impact (broken down by labour, material, subcontractor, markup), the schedule impact in calendar days, and signature blocks for owner and contractor. Number every change order sequentially and log each one in a single change-order log PDF so anyone (owner, lender, auditor) can see the entire change history at a glance. The single mistake that drives most change-order disputes is starting the work before the document is signed; the second is failing to log it. Both are fixed by document discipline, not legal arguments after the fact.

How do I run an RFI process that does not lose track of itself?

RFIs (Requests for Information) are how the field asks the design team to resolve gaps or conflicts in the drawings, and on a busy job there can be hundreds. The mechanics that keep an RFI process under control are: a numbered RFI form (project, RFI number, drawing reference, the specific question, the suggested resolution, dates open and closed), a single rolling RFI log PDF, and a response-due target so RFIs do not sit. Each RFI is a one-page PDF; the log is one document that anyone can open to see what is outstanding. The cost of a lost RFI is not the paperwork — it is rework, a stalled trade, or a delay claim — so the discipline is worth it on every job, not just complex ones. Treat the RFI log as a live project document the way you treat the schedule.

How should pay applications and lien waivers be packaged?

A pay application is the periodic invoice referenced to the schedule of values: how much of each line item is complete, less retainage, less previous billings, equals this payment. The AIA G702/G703 form is the industry-standard layout that most owners and lenders expect, and many states require a lien waiver paired with each pay application — a signed PDF from you (and from any sub being paid) waiving lien rights for the amount being paid. Bundle the pay application, the supporting G703 schedule, and the conditional lien waiver into one PDF per pay period, named with the project and period. A lender or owner reviewing the draw will accept a clean, complete package faster than three separate emails. Speed of payment is a contractor cash-flow issue, and the packaging is one of the few levers you fully control.

How should I keep a daily report?

A daily report is the contemporaneous site record — who was on site, what was done, weather, deliveries, visitors, incidents, photos — and it is your single best evidence in any later dispute about delay, weather, defective work, or safety. The format should be a one-page PDF template you fill in every day, photo-backed, and stored in dated order. Consistency is what makes daily reports useful months later: the same fields in the same order, every day, on every job. A spotty or inconsistent log is worse than no log at all, because gaps imply selective record-keeping. The discipline pays off the rare time you need it: a complete daily-report run answers most schedule and impact questions without an argument.

How do I assemble a closeout package the owner will accept?

Closeout is the gate between substantial completion and final payment, so a complete package is what releases the last draw and the retainage. At a minimum it contains the punch-list signoff, as-built drawings, operation and maintenance (O&M) manuals for installed equipment, warranties (yours and from suppliers/subs), final lien waivers, and any required certifications. Merge them into a single navigable PDF, bookmarked by section, with a cover and a table of contents. An owner or facilities manager wants one document they can hand to maintenance staff in five years — not a folder of loose files that have already been re-organised. A well-assembled closeout package is also the thing that gets you recommended to the next owner, so it doubles as marketing.

Is it safe to handle these PDFs with a browser-based tool?

Bid packages, change orders, RFIs, and pay applications often contain commercially sensitive pricing, owner contact data, and signed amendments to a contract — none of which should be on someone else’s server unnecessarily. Prefer tools that process files locally in the browser. ScoutMyTool merges, compresses, and adds form fields to PDFs entirely in your browser tab, so the job-cost data never leaves your machine. Contract wording, lien-waiver wording, and notice requirements are legal matters for your jurisdiction and should be developed with qualified counsel.

Citations

1. Wikipedia — “General contractor,” scope and responsibilities. en.wikipedia.org/wiki/General_contractor
2. Wikipedia — “Change order,” the contract amendment document. en.wikipedia.org/wiki/Change_order
3. Wikipedia — “Request for information,” RFIs in construction. en.wikipedia.org/wiki/Request_for_information
4. Wikipedia — “Mechanic’s lien,” the lien framework lien waivers operate under. en.wikipedia.org/wiki/Mechanic%27s_lien