Construction Punch List Template: Free PDF Download

In this post, we share a free construction punch list template that subcontractors and project managers can use to keep track of their project to-dos.  

The template includes the following sections:

• Project information

• Tradesperson information

• Itemized punch list table

• Inspection and sign-off

Below, we’ll provide a link to download and use the template in your contracting business. However, there are certain limitations to using a fillable PDF or spreadsheet for managing and tracking projects.

For example, even the most elaborate project management spreadsheet in Microsoft Excel or Google Sheets is completely disconnected from the other key documents, apps, and platforms used to manage your business:

• Communication and team coordination tools

• Pricebooks

• Billing and accounting platforms

• Reporting software/spreadsheet docs

It’s tedious and time-consuming to manage and keep all of these documents and platforms up to date separately. And the continuous manual data entry leaves too much room for crucial errors that could hurt your bottom line.

After sharing the template below, we’ll walk through how ServiceTitan’s construction management software centralizes all of these core business processes into a single platform.

Schedule a call to get a free, live, one-on-one walk-through of how ServiceTitan helps contractors streamline project management and business operations.

Download Our Construction Project Punch List Template

Our template includes sections and fields for the following:

‭Project Information

• Project Name

• Project Address

• Client/owner

• Project manager

• Date

Tradesperson Information

• Name

• Trade

• Contact information

Itemized Punch List Table

• Item description

• Inspected by

• Date inspected

• Approved

• Comments

Sign-Off

• Tradesperson signature and date

• Project manager signature and date

Although this template can help you manage your punch list items effectively, its lack of integration with other tools and platforms used in your business limits its overall utility.

In the rest of this post, we’ll walk through what it’s like to manage projects in ServiceTitan, where most project tasks and business management are integrated into one platform.

How ServiceTitan Centralizes Construction Project Management & Business Operations

To demonstrate how our platform can streamline and automate construction project management, we’ll look at some of our foundational construction management features, including:

• Project dashboard

• Estimates

• Purchase orders

• Job costing

• Progress billing

• Mobile forms and checklists

• Work in progress reporting

Manage Projects from the Project Overview Dashboard

A project overview page is automatically generated when a new project is created in ServiceTitan. From this dashboard, contractors and project managers can: 

1. View all basic project information — including project name, job address, contact information, brief description of the project, project milestones/project due date, etc.

2. View, log, and prioritize project tasks — some contractors use this for to-do lists. 

3. Access project financials — including project job costing and expense details that update automatically throughout a project.

4. Initiate key actions — such as generating an estimate, purchase order, application for payment, invoice, and more.

5. View team members/stakeholders involved in the project.

6. Access an audit trail including events, notes, and project documentation.

Build Estimates with Accurate Pricing

Project estimates allow you to build detailed construction estimates by adding the specific tasks, equipment, and materials needed to do the work. Users can draw from pre-built job estimate templates or build estimates from scratch. 

Tasks, materials, and equipment can all be tagged with color-coded project labels to organize the project details and make everything easy to visualize. In addition, pricing and markups for each line item are automatically calculated based on the most up-to-date prices in your pricebook. 

Once an estimate is completed, it can be printed, emailed, or exported in PDF format and sent to the client. If changes are made to approved project plans, estimates can be updated and/or additional estimates can be created as needed throughout the project.

Initiate Requisitions and Purchase Orders

When an estimate is sold, all of the details you’ve set up in the estimate are automatically integrated into the rest of the project management workflow. For example, you can initiate a requisition of equipment and materials within your sold estimate.

Let’s say at the beginning of a project, you want to start ordering your permits and materials — you can select those items within your estimate, which will lead you through a workflow to create the purchase orders you’ll need. 

In the purchase order workflow, line items are automatically populated from your estimate. You simply select your procurement sources and shipping locations for each material. Then, you can save that order to create a transaction and send those purchase orders to your vendors — without ever leaving ServiceTitan. 

Automate Project Financials and Job Costing

As you progress through a job — creating purchase orders, logging labor hours, processing change orders, receiving progress payments, and so on — ServiceTitan provides real-time project financials and job costing.

Instead of manually updating a series of spreadsheets every time labor costs and material costs are incurred, this is done automatically for you, based on work that’s completed and entered into the system. 

If we continue with our example from above, and you’ve made your initial purchase order of permits and materials, your project summary table is updated to reflect those expenses:

Furthermore, you can view a more detailed breakdown of your project budget versus actual costs.

This will automatically update as you accumulate expenses from materials, equipment, and labor hours. It will display your margins in dollar and percent form to help you track job costs and profitability throughout your project. 

You can also access a table breaking down your expenses in further detail:

You can click on any line item and see the exact source of that expense (e.g., which technician logged those hours, or which purchase orders and vendors a given set of materials came from). This allows you to easily check your numbers and feel confident in your data.

When it comes time to send applications for payment and invoices at each stage of progress billing, this can also be easily accomplished from the project overview dashboard.

Automate Progress Billing and Invoicing

The initial estimate you created also informs and populates the continuation sheet in your application for payment:

When sending a payment application, you can easily generate one by selecting the billing period and the percent of each line item you want to bill for.

Then, you can generate a PDF payment application with the details automatically filled out, and send it to your client for review. The continuation sheet details make the bill easier to defend against pushback from construction companies or general contractors. 

As a result, subcontractors can get paid faster and reduce cash flow issues.

When applications are accepted, generating an invoice for the progress payment is just as easy. When payments come in, you can update your accounts receivable through our Viewpoint, Sage, QuickBooks, and CSV accounting integrations. 

Leverage Custom Forms and Checklists from the Job Site

ServiceTitan allows contractors to create versatile, customized forms including any type of checklist or form needed for a specific project. For example: 

• Construction site safety checklists

• Check-in forms

• Rolling punch lists 

• Daily reports

• Quality control checklists

• Final inspection reports

• Change-order notification forms

• Requests for additional materials forms

To use project forms, companies can upload ones they already have, create forms from scratch, or choose from pre-built forms and checklist templates. Project managers and crews can then access those forms in the field via our mobile app.

There are over 10 different formats that can be leveraged for each checklist item — including text, numbers, checkboxes, dropdowns, stoplight buttons, photo and video uploads, and more. Signatures can also be added if you require someone on-site to sign off on a particular form. 

By capturing these details in our cloud-based system, ServiceTitan reduces any chance of misplacing important details related to a project. 

Ensure Checklists Are Used Every Time

Within the form settings, business owners can select the option to require project managers or crew members to fill out specific forms for certain job phases. 

For example, if rough-in has been finished, project managers can be required to complete a rough-in inspection checklist before they’re able to move on to the next phase of that project.

This fosters accountability through automation — reducing stress on owners and executives — while ensuring SOPs are followed for every job. 

Automate Work In Progress Reporting

ServiceTitan offers work-in-progress (WIP) reports to help construction businesses maintain an accurate, up-to-date view of their projects by calculating recognized revenue based on the percentage-of-completion method.

For business owners and executives running larger organizations with many jobs in progress, this report is invaluable for getting a real-time view of the financial health of the business and ensuring that budgets are managed effectively. In addition, project managers can use WIP reports to manage over- and under-billing.

To run the report, users select from a series of fields, including date ranges, project statuses, and completion dates. The report then generates a table with the following project details:

• Project number and name

• Contract value

• Estimated total cost

• Total cost

• Percent complete cost

• Earned revenue

• Revenue

• Retainage percent

• Retainage

WIP reports can be customized with a variety of different columns and calculations based on the needs of your business. These reports can easily be exported to be further manipulated in spreadsheets if desired.

Like all other features within ServiceTitan, the data used to generate WIP reports are automatically pulled from other areas of the platform. As a result, the amount of work and potential for errors in generating these reports is significantly reduced. 

Get a Personalized Demo of ServiceTitan Construction Software

What we’ve covered above is just a sampling of the features that ServiceTitan offers for facilitating construction project management. We also offer construction business reporting, timesheets, inventory management, and more.