How We Build Better

1. Pricing and Contracts

We offer two clear pricing options so you can choose what works best for your project.

Every project we take on uses one of two pricing structures. We'll help you figure out which one is the right fit.

Fixed Cost Contract You and Cloverleaf agree on one total price for the work, and that's what you pay. You know the cost upfront, and if the job ends up taking more time or effort than we expected, that's on us, not you. The only time the price changes is if you decide to add or modify something. In that case, we write up a Change Order, you approve it, and the new cost is added on.

Cost Plus Contract You pay for what the project actually costs (materials, labor, and our trade partners), plus an agreed-upon markup that covers our overhead. This option works well for bigger or more complex renovations where the scope might shift along the way. You'll see exactly where every dollar goes, and any major changes still get documented through a Change Order so there are no surprises.

Once you've signed the contract digitally, we're ready to get started.

 

2. Budget and Pre-Construction

Before any work begins, we make sure the scope, budget, and any surprises are sorted out.

After we've talked and visited your home, we'll figure out the best way to price your project:

• Fixed Cost Quote: If your project is small and we already have a good sense of the costs, we'll give you a firm price right away.
• Estimate: If the project is bigger or we need to gather pricing from suppliers and trade partners first, we'll give you an estimate to start with.
• Pre-Construction Contract: If you want to turn that estimate into a firm Fixed Cost Quote, we'll set up a Pre-Construction Contract. There's a small retainer involved, which covers the time it takes to nail down the scope, schedule, and final budget.
• Hazardous Materials Survey: If your home was built before 1990, we're required to test for asbestos in the areas we'll be working on. We arrange the testing so we can build any cleanup costs into your budget before construction starts. No surprise bills, and a safer job site for everyone.
• Your Choice: Once pre-construction is done, you'll decide whether a Fixed Cost or Cost Plus contract makes more sense for your project.

 

3. Permits and Approvals

We handle the paperwork so your project meets all the safety codes and city requirements.

We take care of the entire permit process for you. For straightforward projects, we work with our permit consultant to keep things moving. For bigger jobs, we coordinate with architects, structural engineers, and any other specialists the city requires.

A couple of things to keep in mind:

• Timing: Permit approval times depend on your municipality, and unfortunately that part is out of our hands.
• Inspections: We schedule and manage the building inspections. Our licensed trades (electricians, plumbers, gas fitters) handle their own inspections for their specific work.

4. Payments and Change Orders

We bill on a clear schedule, and any scope changes are documented before work continues.

Payment Schedule All invoicing happens through our project portal so everything is in one place.

• Fixed Cost projects: You pay an initial deposit, then weekly payments based on the project timeline.
• Cost Plus projects: You pay an initial deposit, then weekly invoices for actual costs plus markup.
• Due Date: Invoices are due within three (3) days of receipt. This keeps the project moving and lets us pay our trade partners on time.
• Final Report: When the project wraps up, you'll get a complete payment report.

Change Orders Anytime you want to add, remove, or change something, we document it in a Change Order. This protects both of us by making sure we're on the same page about what's being done and what it costs.

• Fixed Cost Change Order: Specifies the change and the price. Once signed, it goes on your next invoice and is due right away.
• Cost Plus Change Order: Outlines an updated budget. You're billed for actual costs plus markup.
• Approval Process: We don't start any change work until you've signed off and the invoice is paid.

5. Technology, Communication, and Updates

You'll always know what's happening on your project, with daily updates and easy access to every document.

We use JobTread and Google Workspace to keep your project organized and to make sure you're never in the dark about anything.

• Customer Portal: You'll get access to a personal portal where you can check the schedule, approve change orders, and track your budget anytime.
• Budget Reports: For Cost Plus projects, you'll get regular reports comparing estimated costs to actual costs, including digital copies of receipts.
• Shared Google Drive Folder: From day one, you'll have a shared folder with your contracts, plans, selections, and warranties. We update it as the project progresses, and you'll keep access for 90 days after we're done. We recommend making a copy for your records once everything wraps up.
• Daily Updates: Every day we'll let you know what got done and what's coming up next, so you're never wondering about the status of your home.
• Quality Walkthrough: As we get close to finishing, we'll do a joint walkthrough together. This is your chance to point out any small details that need fine-tuning before we officially hand the space back to you.
• After Completion: Your shared Drive folder is your permanent record of the project. You'll have access for 90 days, including plans, warranties, material specs, and contact info for the trades who worked on your home.

6. Working Hours, Site Access, and Logistics

We respect your home and your daily routine, with clear hours and a tidy worksite.

• Standard Hours: 7:30 a.m. to 5:00 p.m., Monday to Friday. Occasionally we'll work a Saturday or evening if it helps keep things on schedule.
• Reaching Us: Please call us before 6:00 p.m. on weekdays. After hours, email is the best way to get in touch. We don't communicate on Sundays.
• Getting Into Your Home: When we can, we'll install a temporary smart lock that lets us give each of our trade partners a unique code. This way we can see exactly who came and went. If a smart lock doesn't work for your home, we'll use a secure lockbox instead.
• Site Logistics: Before we start, we'll talk with you about where our trades can park, how deliveries will be handled, and whether we'll use your existing washroom or bring in a portable one.
• Utility Shut-offs: Once in a while we'll need to shut off your water or electricity. We'll always give you advance notice. During water shut-offs, it's a good idea to have some water on hand and to make sure no water-using appliances (like dishwashers or laundry) are running.

7. Living Through a Renovation

Construction can be messy and noisy, but we take steps to make it as easy as possible on you.

Protecting Your Home and Belongings Please clear out all furniture, fragile items, and personal belongings from the work area before we start. We take every precaution to protect your home, but anything left in the work zone could pick up dust or get bumped accidentally.

What to Expect

• Dust and Noise: Construction is loud and dusty. We do our best to keep both contained, but some of it is unavoidable.
• Smells: Some tasks involve adhesives, finishes, or specialized chemicals. We use low-VOC products whenever we can and ventilate to keep odors down, but you may notice some temporary smells during certain phases.
• The Final 20 Percent: The finishing details usually take longer than the structural work. This is the stage where everything starts looking polished, but it can feel slow. We appreciate your patience here, because it's where the quality really shows.

Other Things to Know

• Project Photos: We document the project regularly using a tool called CompanyCam, and we can share the full photo folder with you at the end. We may also arrange professional photos for our marketing.
• Signage: We put a small sign in your front yard so our trades can find the right house. For bigger projects, we use branded fencing around the worksite.
• Neighbors: For larger projects, we send your neighbors a quick letter introducing ourselves. If we'll be blocking the lane (for excavation or concrete work), we schedule around your garbage and recycling pickup days.
• Your Insurance: We recommend giving your home insurance provider a heads-up so your coverage stays valid during construction, whether you're living in the home during the project or not.

 

8. Handling Unexpected Issues

If something unexpected comes up, we stop, talk it through with you, and don't move forward without your okay.

Renovations sometimes uncover surprises behind the walls. When that happens, here's what we do:

• Pause the Work: As soon as we find an issue, we stop work in that area to figure out what's going on.
• Explain Your Options: We'll walk you through what we found and lay out your options so you can decide what fits your budget and your plans for the home.
• Show You the Costs: Before any extra work starts, you'll get a clear breakdown of the costs and an updated timeline. We don't move forward until you've digitally approved it.
• Keep Things Moving: Our goal is to handle these surprises quickly so the rest of your project stays on track and your home stays safe and structurally sound.

9. Warranty, Wrap Up, and Insurance

We stand behind our work long after we've packed up the tools.

Two-Year Warranty We're certified RenoMark Renovators, which means we provide a two-year warranty on the workmanship and materials we supply. If anything comes up, we'll take care of it promptly and at no cost to you.

After the Project

• Referrals: The highest compliment we can get is a referral. If you know anyone thinking about a renovation, we'd love to meet them.
• Google Reviews: When the project's done, we'd really appreciate it if you took a minute to share your experience in a Google Review. Your feedback helps us a lot.

Our Insurance and Compliance For your peace of mind, here's what we carry:

• Commercial General Liability: $5,000,000 per occurrence
• Products and Completed Operations: $5,000,000 aggregate
• Policy Number: SR088682 (Special Risk Insurance Managers Ltd)
• WorkSafeBC Account: #200438456, full Active status. We can provide project-specific Clearance Letters whenever you'd like.