A Guide for Contractors: Submitting Bids, Proposals and Requesting Payments

Hirescapes was specifically designed to offer contractors a more efficient way to bid on projects, communicate easily with customers, while also helping them grow their business. Hirescapes streamlines the entire sales and project management process, which allows contractors to spend more time focusing on completing projects, instead of chasing leads.

Guide for contractors

Contractors will provide estimates (bids) on real projects that homeowners submit to Hirescapes. A detailed project brief is provided to contractors so they are able to provide the most accurate estimate, without having to go onsite first. Once the homeowner selects an estimate, the contractor will be required to complete an onsite visit with the homeowner, then submit their final proposal through the platform. This simple two-step process saves both the contractor and the homeowner time, money and frustration.

When it comes to submitting estimates, proposals and requesting payments, the entire process is simple and streamlined. This allows contractors to spend more time focusing on their business. In order to fully understand what goes into each step, we suggest reading our Contractor’s guide below.


Receiving Projects

When projects become available for contractors to bid on, a notification will be sent out via email. Contractors are able to view the project brief to determine if the project is something they are interested in. In order to maintain the integrity of the marketplace, the number of contractors allowed to bid on each project is limited.Hirescapes uses algorithms to connect contractors to projects they match best with. To ensure you get the most relevant projects, it’s important to keep your profile updated with your most recent completed project photos, and strive to receive positive customer reviews.


Reviewing Project Briefs

It’s required that you read through the entire project brief before submitting an estimate. It’s important to review the customer’s completion time frame, project scope, pictures, sketch and all the site evaluation details, to ensure you are interested in the project. You can reach out Hirescapes’ Customer Support if you would like additional information or have any questions, and the assigned Project Consultant will contact you to provide support.


Project Accessories

Sometimes, in addition to the core project, you may be requested to provide an estimate on one or more accessories. For example, a sitting wall, fire pit or an adjoining walkway. If a customer plans on adding accessories, they will be listed under the main project.


Providing Estimates

If you’re interested in providing an estimate on a project, simply click “Create Estimate” and enter your estimate into the provided fields. Depending on the type of project or accessory, you are required to provide the estimate in 1 of 4 ways:

  • Per Square Foot (PSF): This typically applies to patios, walkways, veneer and retaining walls.
  • Per Linear Foot (PLF): This typically applies to sitting walls, coping and curbing.
  • Per Unit Pricing (PUP): This typically applies to steps, pillars and lighting.
  • Individual Unit Pricing (IUP): This typically applies to fire pits, outdoor kitchens and fireplaces.

Site Visit Availability

After you’ve filled out your estimate details and hit next, a calendar will be displayed. Here, you will mark the dates / times you are available for a site visit. This is NOT a confirmed site visit yet, this is just showing homeowners your availability. To keep the process moving along, Hirescapes recommends providing 3-5 dates / times for the homeowner to choose from.


Project Status

If your estimate was declined, your project status will change from “Accepting Estimates” to “Declined” and no further action needs to be taken. On the other hand, if your estimate was accepted, the project status will show “Site visit requested”. The project status will be updated throughout the entire sales process in order to keep you updated on where the project stands, from beginning to end.


Site Visits

Site visits are scheduled so the contractor and customer can meet in person. During the site visit, the contractor will go over all the project details and confirm everything from the project brief. It's important to go over all the project details and sketch with the homeowner, confirm material choices and discuss any additional questions or concerns the customer may have.


Submitting Proposals

Contractors are required to provide customers with their final proposal, within 48 hours from completion of the site visit. All proposals must be submitted through Hirescapes. With just a few clicks, you’ll be able to easily edit proposals, add additional projects, or remove accessories.


Getting Hired

Hirescapes will send you an alert letting you know when the customer has accepted your proposal and their first deposit has been made (Milestone 1). Once the first deposit has been made, we recommend contacting the homeowner as soon as possible to set up the start date.


Requesting Milestone Payments

In order to get paid, you are required to request a milestone payment, upon the start and completion of the project. We have made this very simple with pre-set milestones. With just one click, your payment request will be sent directly to the customer, where they can approve and send the payment to you.The payment will automatically be deposited into your bank account. Milestone payments are pre-set based on industry standards of thirds (⅓).


  • Milestone 1: This is the first out of the three payment milestones. This milestone is automatically paid when the customer accepts your estimate proposal.

  • Milestone 2: This is the second milestone. Once the project has been started (and typically after the first full day of work) you can request the second payment.

  • Milestone 3: This is the third and final milestone. After you have completed the project, you can request the final payment. Hirescapes advises contractors to complete a walkthrough of the project with the customer prior to requesting payment.

Change Orders

Sometimes, homeowners can request changes in the middle of a project. For example, they might want to add an accessory, or reduce the size of the project. Regardless of what the change is, it’s going to have an effect on the final bill. In order to accommodate any changes, contractors are able to submit a “Change Order” in addition to the final milestone. You can find the “Edit” button in the milestone section of your account. This must be completed prior to requesting the final milestone payment.


Project Consultant / Support Team

If you have any questions or concerns throughout the estimate, proposal, or requesting payment process, please reach out to us. Our highly experienced Support Team can help guide you in the right direction, or connect you with the Project Consultant in charge of your project.

You’ve now completed reading the Contractor’s Guide to submitting bids, proposals and requesting payments. This blog covered everything you need to know if you are new to using Hirescapes! If you have any additional questions, please reach out to our Support Team, send us an email or contact us via LiveChat. We look forward to working with you and helping you grow your business!

Keywords: Hirescapes, hardscape, milestones, secured payment, project consultants