How do you handle multi-phase jobs?
Break multi-phase jobs into separate line items with distinct start and completion dates. Each phase needs its own timeline, crew assignment, and material list so nothing falls through the cracks. Here's how to structure them so your team knows what to do and billing stays clean.
Create separate line items for each phase
Treat each phase like its own mini-job within the larger project. A kitchen remodel might be: Phase 1 (demo and framing), Phase 2 (electrical and plumbing rough-in), Phase 3 (drywall and finishing). Give each phase its own start date, due date, and scope description. This prevents crews from showing up unprepared or doing work out of sequence. It also keeps your schedule from looking like one massive blob. When a homeowner asks "when's the drywall crew coming," you have a concrete answer—not a shrug. Assign specific crew members to each phase too. If your framing team doesn't do finish work, don't list them on Phase 3. This clarity cuts down on miscommunication and callbacks.
Assign materials and costs per phase
Don't throw all materials into one purchase order. Phase 1 needs rough lumber and demo supplies. Phase 2 needs electrical wire and plumbing fixtures. Phase 3 needs drywall, tape, and paint. Breaking materials by phase means you order what you actually need when you need it, not everything upfront. This saves money on storage and keeps the job site organized. It also makes it easier to catch missing materials before crews show up. When you send your supplier the Phase 2 list two weeks ahead, you avoid the Friday afternoon call: "We're out of 3/4 EMT conduit." Pricing each phase separately also gives you better cost tracking. You'll know exactly which phase ran over or under budget.
Set buffer time between phases
Don't schedule Phase 2 to start the day Phase 1 ends. Real jobs slip. Inspections take longer. Material delivery gets delayed. A five-day buffer is usually safe for residential work. It gives you room for punch-list items, inspector notes, or unexpected structural issues that Phase 1 uncovers. If Phase 1 finishes early, you move Phase 2 up. If it runs late, you've already factored in the slip. This buffer also prevents crew idle time. Your finish crew won't show up to a jobsite that isn't ready, and you won't eat labor costs for waiting around. Document the buffer in your schedule so clients don't think you're slow—they see it's intentional.
Use checklists to close out each phase
Before Phase 2 starts, Phase 1 needs to be done. Create a simple checklist: rough framing complete, plates sealed, inspection passed, cleanup done. Assign someone (project manager, lead, whoever) to walk through and sign off. This prevents "I thought that was done" situations and keeps phases from bleeding into each other. It also creates a paper trail if a client disputes what was included. A five-minute walk-through with photos beats a three-week argument later. Photos matter. Snap before and after shots for each phase. If the client questions work quality or scope later, you have proof of what Phase 2 looked like when Phase 3 started.
Bottom line
Structure multi-phase jobs as separate timelines with their own crew assignments, material orders, and completion checklists. Build in buffer time between phases so nothing gets skipped and crews show up ready to work.