What's a job cost review — And why you need one after every project

By Cotney Consulting Group.

One of the most powerful tools in a contractor's toolbox 

In roofing, it's easy to move fast. You close a job, collect the final payment and jump to the next one before the last dumpster is hauled off. 

But if you're not stopping to look at how the job actually performed, what went right and what went sideways, you're leaving valuable lessons (and future profit) on the table. 

Enter the job cost review. It's one of the most powerful tools in a contractor's toolbox and one of the most underused. 

Let's break down what a job cost review is, why it matters and how to start doing it in a way that helps your estimating, production and bottom line. 

What is a job cost review? 

A job cost review is a post-project analysis comparing what you estimated would happen with what happened on the job. 

It's your chance to: 

• Evaluate profit margins 
• Identify where labor or material variances occurred 
• Catch patterns that lead to profit fade 
• Provide feedback between estimating, production and sales 
• Improve future bids and job execution 

It's not about blame. It's about learning and improving. 

Why job cost reviews matter 

Here's what happens when you skip this process: 

• Estimators keep using outdated labor rates 
• Project managers don't know where they lost margin 
• Sales keeps selling the wrong kinds of jobs 
• Mistakes repeat themselves, quietly eating your profits 

Every job leaves behind data. If you ignore it, you're flying blind. 

What to review (and who should be in the room) 

A good job cost review includes key people: estimator, PM, foreman (if possible) and an ops or finance lead. You're not just reviewing the spreadsheet but analyzing the story behind the numbers. 

Here's what to look at: 

1 - Labor hours 

• What was budgeted versus actual? 
• What caused any overages? Was it scope creep, weather or production issues? 
• Was the crew size right for the job? 

2 - Material usage 

• Were materials ordered correctly? 
• Any waste, miscounts or rush orders? 
• Was there leftover material and was it returned or wasted? 

3 - Equipment and subs 

1. Was rental equipment scheduled and returned on time? 
2. Did sub costs match the bid? 
3. Were there communication gaps that caused delays? 

4 - General conditions and overhead 

• Were dumpsters, permits and safety costs estimated correctly? 
• Were there unexpected administrative burdens on this job? 

5 - Client experience and communication 

• Were there change orders? Were they documented and billed correctly? 
• Did client expectations match what was delivered? 
• Were there any callbacks, punch list delays or payment issues? 

Make it a habit — not a handoff 

A common mistake is treating job reviews like a handoff from field to office. 

Instead, make it a feedback loop: 

• Estimators learn how to bid smarter 
• PMs learn how to manage scope creep 
• Foremen learn how to plan their workforce better 
• Owners learn where the company's actual profit drivers (or killers) are 

Schedule a 20–30 minute review a few days after every job wraps. Keep it consistent. It doesn't need to be a three-hour meeting; it needs to be a habit. 

Use the data to build a smarter company 

When job cost reviews become part of your system, you build: 

• A production rate database (real labor hours by roof type) 
• A list of red flags to watch for in bids 
• A better understanding of which jobs are truly profitable 
• Clarity around how well teams are performing 

Over time, this data helps you bid tighter, manage more predictably and coach your team from fact, not guesswork. 

The job isn't done until you've reviewed it 

If you're serious about running a tighter roofing business, don't let a job "feel" like it went well. Know it did or didn't and why. 

A job cost review is how you move from reactive to proactive. It's how you protect your margins, improve team communication and stop small mistakes from becoming expensive patterns. 

Because in roofing, every job tells a story. The smartest contractors are the ones who actually take the time to listen.