Paving Quote Start to Finish

A complete, non-technical walkthrough to produce an accurate paving quote.

Who this is for

This guide is for someone who has never created a paving quote and wants a step-by-step method that produces accurate results.

What you need before you start

Customer name and contact info.
Job site address.
Photos of the site (optional but recommended).
Basic measurements or a way to measure.

If you do not have measurements, you can still complete most of this guide using map measurement.

The full workflow (overview)

Create a project.
Measure the area.
Identify scope and site conditions.
Build the estimate.
Check the numbers.
Save the estimate.
Send the proposal.
Convert to work order and schedule.

Each section below is detailed and includes checklists.

1) Create the project

Step-by-step

Go to Dashboard -> Projects.
Click Create project.
Fill in the fields:
- Project name
- Customer name
- Customer email and phone
- Site address
- Project type
- Site conditions
- Notes
Click Create project.

Site condition checklist

Check any that apply. These change your cost and margin.

Existing surface needs removal.
Drainage issues.
Tight access.
Heavy equipment required.

If you are unsure, check the box and explain in Notes. You can update later.

2) Measure the area

Accurate area is the single biggest driver of estimate quality.

Option A: Manual shapes (best)

Select rectangle, circle, L-shape, or polygon.
Enter measurements in feet, yards, or meters.
Add multiple shapes if needed.
Confirm the total area at the bottom.

Option B: Map measurement

Scroll to the map.
Click around the perimeter.
Use at least 3 points.
The system calculates area and perimeter.

Option C: CSV import

Use this if measurements are already calculated.

Example:

type,dimension_1,dimension_2
rect,100,40
circle,15
polygon,0 0;40 0;40 25;0 25

Measurement accuracy tips

Always measure in the same unit.
Include apron or turnaround areas if they will be paved.
For irregular shapes, use polygons with more points.
If the site has multiple sections, add multiple shapes.

3) Clarify scope and assumptions

Before pricing, confirm what is included:

New asphalt or overlay?
Thickness needed for traffic load?
Base layer required?
Tack coat required for overlay?
Any striping or parking layout?
Any crack fill or patching?

If you are unsure, note it in the project and include a comment in your proposal terms.

4) Build the estimate

Step-by-step

Confirm the area.
Set thickness in inches.
Choose project type.
Choose asphalt type (HMA, WMA, RAP).
Toggle base layer if needed.
Add add-ons (tack, sealcoat, striping, crack fill).
Add custom items.
Set margin percent.

Choosing thickness

Use these as a starting point:

Residential driveway: 2.5 to 4 in
Parking lot: 3 to 5 in
Heavy commercial: 4 to 6 in

If there is poor subgrade or heavy trucks, go thicker.

Choosing asphalt type

HMA is the default. Use this unless you know otherwise.
WMA can reduce cost slightly and may be easier to work with in cooler conditions.
RAP is cheaper and more sustainable but can reduce durability in some climates.

Add-ons explained

Base layer: adds crushed stone thickness for stability.
Tack coat: required for many overlays to bond to existing surface.
Sealcoat: protective layer added after asphalt cures.
Striping: estimate for parking lot markings.
Crack fill: surface preparation for repairs.

Custom items examples

Mobilization fee
Saw cutting
Drainage swale
Permit fees
Dumpster or haul away

5) Check the numbers (sanity check)

Before you send the estimate, do a quick sanity check:

Area matches site size.
Thickness makes sense for traffic.
Add-ons match scope.
Margin is appropriate for risk.
The total is within regional norms.

If something looks off, go back and adjust.

5a) Material math (plain language)

SurfaceIQ calculates asphalt quantity from area and thickness. You do not need to do this manually, but this helps you validate.

Step 1: Convert thickness to feet (4 in = 0.333 ft).
Step 2: Area (sqft) x thickness (ft) = cubic feet.
Step 3: Convert cubic feet to tons using asphalt density.

Example:

Area: 1,200 sqft
Thickness: 4 in (0.333 ft)
Volume: 1,200 x 0.333 = 400 cubic ft
Typical HMA density converts this to tons

If the estimate feels too low or too high, double-check thickness and area first.

5b) Example quick estimate (driveway)

Scenario:

1,200 sqft residential driveway
New asphalt, HMA
4 in thickness
Base included
No striping
20 percent margin

Steps:

Enter 1,200 sqft area.
Set thickness to 4 in.
Project type: New asphalt.
Asphalt type: HMA.
Include base: yes.
Add-ons: none.
Margin: 20 percent.
Save estimate.

This is a solid baseline quote for a typical driveway.

6) Save the estimate

Click Save estimate.
A new estimate version will appear.
If you change inputs, save again to create a new version.

Keep your latest estimate as the top version. Older versions are retained.

7) Send the proposal

In the Estimates panel, click Send proposal.
Confirm the customer email.
Add terms and conditions if needed.
Click Send proposal.
Copy the proposal link for follow-up.

Suggested terms (starter)

Scope includes asphalt installation and standard clean-up.
Quote valid for 30 days due to material pricing changes.
Change orders billed separately.
Work start date subject to weather.

8) Convert to work order and schedule

Click Create work order.
Go to Work Orders and update the checklist.
Go to Schedule and add the job date and crew.

Final accuracy checklist

Use this before every send:

Measurements verified.
Thickness and base are correct.
Add-ons match the scope.
Margin set based on risk.
Proposal includes the right terms.
Customer email verified.

If you follow this list, your quotes will be accurate and defendable.