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Cost Plus Contract

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Home Improvement Construction Contract (Cost Plus Basis of Payment)

Home improvement contract made on this day of , 20, between of , hereinafter called Owner, and , a corporation organized and existing under the laws of the state of , with its principal office located at , referred to herein as Contractor, Contractor's License No. .

1. Scope and Description of Work

Contractor agrees to perform for Owner certain alterations and improvements in and upon the home of Owner located at , in accordance with the following specifications:

(Detailed description of work)

Contractor shall furnish all labor and materials for such work.

2. Contract Price

A. Owner will pay the cost of all materials necessary to do the above-described work and actually used in the construction and will pay the wages of all carpenters and other workers for actual time spent on the job and will pay Contractor % of the cost of the materials, labor, and other expenditures necessary for the completion of the work such as workers' compensation. In consideration of this %, Contractor agrees to execute close supervision over the work at all times and will devote whatever time he can to actually working on the job, all for the specified %. The amount of wages paid the workers on the job shall not be more than the usual wage scale paid such workers in the vicinity of the project to do this type of work. At each payday, the wages of the workers will be paid by Owner and a receipt taken from each worker. These payments will be made on behalf of Contractor and at the same time Owner will pay to Contractor the amount of withholding taxes, social security, and similar items that is deducted from each worker's wages. Owner will likewise pay all material bills and invoices, paying the exact cost of such material less any and all discounts that contractor will be able to obtain on all materials used on the job.

B. Contractor will at all times keep Owner informed of the details of the amount of materials purchased and the amount used on the job, as well as keeping Owner informed of the wages being paid the various workers on the job. The bills and invoices of all subcontractors will be paid directly by Owner on the same basis as set forth in this Agreement on the wages of the workers.

C. Compensation to Contractor shall not include:

1. Salaries of Contractor's executive officers.

2. Salary of any person employed during the execution of the work in the main or branch office of Contractor whose time is devoted to the general conduct of Contractor's business, such as supervisors, secretaries, plan clerks, file clerks, checkers, drafters, and other such persons.

3. Cost of capital employed or money borrowed.

4. Overhead or general expense of any kind, except any such specifically mentioned elsewhere in this Agreement.

5. Services and expenses of Contractor's home office estimating, purchasing, and cost and accounting departments.

6. Costs incurred by Contractor due to any error, fault, or negligence on the part of Contractor, its subcontractors, agents, or employees, or due to their failure to comply in all respects with the provisions of this Agreement and with the plans.

D. Billing on cost-plus work

Cost-plus billings shall be supported with proper bills and invoices for labor, materials, subcontracts, and other items.

3. Start and Completion of Work

The work shall commence not later than , and shall be completed within calendar days following such date. Contractor shall not be liable for any delay or nonperformance caused by an act of God, strikes, unavailability of materials, or any other contingency beyond his or her control. In the event of delay or nonperformance by Contractor for causes other than those mentioned above, Contractor shall pay to Owner liquidated damages of $ for each day of delay or nonperformance, but in no event shall the amount of such liquidated damages exceed the Contract Price provided in this Agreement.

4. Cancellation

A. This Agreement may be cancelled by Owner within business days following the date of the execution of this Agreement by giving written notice of rescission to Contractor at the address given in this Agreement, in which event Owner shall be entitled to a complete refund of the down payment given to Contractor at the time of the execution of this Agreement.

B. After the period expressed in Paragraph A, but before the actual commencement of work by Contractor, Owner may cancel this Agreement, in which event Owner shall forfeit to Contractor the down payment given at the time of the execution of this Agreement.

C. If Owner cancels this Agreement after the Contractor has commenced the work, then Owner shall forfeit the amount of the down payment given to Contractor at the time of the execution of this Agreement and, in addition, shall pay to the Contractor such proportion of the Contract Price as the amount of labor and materials furnished bears to the total amount of labor and materials agreed upon to be furnished under this Agreement, which amount is to be paid within days from the date of such cancellation.

D. If Contractor is unable to complete the performance of its obligations under this Agreement due to acts of God, strikes, unavailability of supplies or material, or any other contingency beyond his or her control, then Owner may at his or her option cancel this Agreement, in which event Owner shall only be liable to pay Contractor the amount of labor and material already furnished. Such payment is to be made within days after the date of such cancellation.

E. If Owner's home is destroyed by fire, earthquake, or any other cause not attributable to Owner, this Agreement shall automatically be cancelled with the parties having no further obligation to each other, and the down payment given by Owner at the time of the execution of this Agreement shall be retained by Contractor.

5. Alterations

Any alterations or modifications initiated by Owner or Contractor must be agreed upon between the parties and the price fixed by them before work on such alteration or modification shall commence. Payment for such alteration or modification shall be made at the time of the final completion of the work.

6. Permits and Licenses

Contractor shall be responsible for securing the necessary permits and licenses for the work at his or her own cost and expense.

7. Warranty

Contractor guarantees that the work will be constructed in accordance with accepted home improvement practices, and it will guarantee against defects in the quality of work and materials for a period of years from the date of its completion. This warranty does not cover damage or defects that are the result of characteristics common to the materials used or conditions resulting from condensation, expansion, or contraction of such materials. Warranty work must be completed within days from the date of receipt of written request from Owner.

8. No Waiver

The failure of either party to this Agreement to insist upon the performance of any of the terms and conditions of this Agreement, or the waiver of any breach of any of the terms and conditions of this Agreement, shall not be construed as subsequently waiving any such terms and conditions, but the same shall continue and remain in full force and effect as if no such forbearance or waiver had occurred.

9. Governing Law

This Agreement shall be governed by, construed, and enforced in accordance with the laws of the State of .

10. Mandatory Arbitration

Notwithstanding the foregoing, and anything herein to the contrary, any dispute under this Agreement shall be required to be resolved by binding arbitration of the parties hereto. If the parties cannot agree on an arbitrator, each party shall select one arbitrator and both arbitrators shall then select a third. The third arbitrator so selected shall arbitrate said dispute. The arbitration shall be governed by the rules of the American Arbitration Association then in force and effect.

11. Entire Agreement

This Agreement shall constitute the entire agreement between the parties and any prior understanding or representation of any kind preceding the date of this Agreement shall not be binding upon either party except to the extent incorporated in this Agreement.

12. Modification of Agreement

Any modification of this Agreement or additional obligation assumed by either party in connection with this Agreement shall be binding only if placed in writing and signed by each party or an authorized representative of each party.

13. Assignment of Rights

The rights of each party under this Agreement are personal to that party and may not be assigned or transferred to any other person, firm, corporation, or other entity without the prior, express, and written consent of the other party.

14. Counterparts

This Agreement may be executed in any number of counterparts, each of which shall be deemed to be an original, but all of which together shall constitute but one and the same instrument.

15. In this contract, any reference to a party includes that party's heirs, executors, administrators, successors and assigns, singular includes plural and masculine includes feminine.

WITNESS our signatures as of the day and date first above stated.

Name of Contractor

By

Printed Name & Office in Corporation

Name & Signature of Owner

Enter text✕

What a Cost Plus Contract Is and When It’s Used

A Cost Plus Contract is a construction or services agreement where the owner reimburses actual project costs plus an agreed fee or percentage for contractor profit and overhead. It defines reimbursable cost categories, the contractor fee (fixed fee or percentage), billing intervals, and documentation required to support expenditures. Cost plus models are commonly used when scope is uncertain, for fast-moving projects, or when owner oversight of costs is required; they shift some cost risk to the owner while providing contractor transparency.

Why organizations choose a Cost Plus Contract

Cost Plus Contracts provide flexibility when scope is undefined, enable rapid project start, and encourage open-book accounting so owners see actual expenses and approve change events.

Why organizations choose a Cost Plus Contract

Typical parties who prepare or sign Cost Plus Contracts

The contract is used by owners, general contractors, subcontractors, and project managers across sectors that require flexible scopes or high transparency.

  • Owner representatives and facilities teams who must control scope and approve reimbursable costs.
  • General contractors managing variable-site conditions and using subcontractors paid on actual cost bases.
  • Project accountants and procurement teams who require detailed backup for invoices and change orders.

Tailor roles and signature authority to your procurement rules and internal approval chains to avoid disputes later.

Core components to include in a professional Cost Plus Contract

A complete Cost Plus Contract clearly defines cost categories, allowable and disallowed expenses, contractor fee calculation, billing cadence, audit rights, and dispute resolution procedures.

Cost Categories

List direct labor, materials, equipment, subcontractor costs, and allowable overhead with precise definitions and examples to avoid ambiguity.

Fee Structure

Specify fixed fee, percentage of cost, or cost-plus-incentive model and how the fee is calculated and applied to reimbursable costs.

Scope of Work

Attach detailed scope, drawings, or a statement of work and include change order procedures for scope adjustments during the contract.

Billing and Records

Define invoice format, required backup documents, timing for submission, and the process for reviewing and approving costs.

Audit Rights

Grant the owner the right to inspect contractor records and require retention periods for supporting documents and receipts.

Payment Terms

State payment timing, retainage rules, interest on late payments, and conditions for final accounting and closeout.

Step-by-step: filling out a Cost Plus Contract

Follow these steps in order to prepare a clear, enforceable agreement and reduce later reconciliation work.

  • 01
    Gather documents: Collect W-9s, insurance certificates, and scope exhibits before drafting.
  • 02
    Define costs: Agree on reimbursable categories and exclusions with the owner.
  • 03
    Set fee: Specify contractor fee as fixed or percentage with examples.
  • 04
    Approve billing: Define invoice format, approval timelines, and final accounting process.

Configuring the online workflow for this contract

Set up digital templates and signer order to ensure consistent execution and automated recordkeeping across projects.

Template Create a reusable template with prefilled scope and fee fields.
Conditional fields Show cost schedules only when variable pricing is selected.
Signer authentication Use email plus SMS code or stronger ID verification for high-value contracts.
Notifications Enable automated reminders and approval escalation for overdue signers.
Integrations Connect to accounting or ERP systems to sync invoices and attachments.

Digital signing and file format requirements

Use a platform that supports PDF and DOCX, audit trails, and optional advanced authentication for large contracts.

  • File formats: PDF and Word DOCX supported
  • Authentication: Email, SMS, or advanced methods
  • Integrations: Link with ERP and cloud storage

Where completed Cost Plus Contracts should be sent and stored

Route executed contracts to all parties, the project file, and your finance system. Keep a designated custodian and a secure archive for audit purposes.

  • Contractor copy: Retain original signed copy in project folder.
  • Owner copy: Owner keeps executed agreement for approval and payments.
  • Accounting: Upload signed contract to accounting/ERP for invoicing.
  • Project archive: Store with supporting invoices and change orders.

Key dates and recurring deadlines to track

Ensure every contract includes explicit dates for effectiveness, billing cycles, payment due dates, and final accounting to avoid late payments and disputes.

Effective date:

Contract start date (MM/DD/YYYY) determining obligations.

Billing cycle:

Monthly or as agreed; include invoice cut-off day.

Payment due:

Net terms (e.g., Net 30) from invoice approval date.

Final accounting:

Date for submission of final reconciliation and retainage release.

Dispute notice:

Window for cost challenges after invoice (e.g., 30 days).

Common mistakes to avoid when preparing a Cost Plus Contract

  • Vague cost definitions that leave room for differing interpretations and later disputes between parties.
  • Failing to require or preserve supporting documentation such as receipts, timesheets, and subcontractor invoices for billed costs.
  • Not setting a fee cap or guaranteed maximum amount, which can expose owners to unlimited cost escalation.
  • Weak approval workflows and absent dispute resolution clauses that delay payments and create liquidity problems.

Key risks and potential consequences of errors

Payment disputes: Delayed payments
Cost overruns: Uncapped owner exposure
Contract breach: Potential litigation
Tax reporting: Incorrect withholding or filings
Lien exposure: Subcontractor liens for unpaid amounts
Audit risk: Insufficient records for audits

Comparing eSignature pricing and core capabilities

This comparison shows starting prices and key capabilities relevant when choosing an eSignature provider for contract execution and recordkeeping.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies Varies Varies Varies
Bulk Send Yes Yes Yes Yes Varies
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Essential contract data fields to capture

Parties: Owner and contractor names
Scope: Detailed work description
Cost items: Labor, materials, subcontractors
Fee term: Percentage or fixed fee
Billing: Invoice format and cadence
Signatures: Authorized signer and date

Who typically has authority to sign a Cost Plus Contract

Owner / Authorized Executive

A senior employee or officer with procurement authority signs for the owner. Their signature binds the owner to payment obligations, approvals, and acceptance criteria, and should be supported by internal purchase orders or board delegations where required.

Contractor / Authorized Representative

An officer or designated contracting agent signs for the contractor. The signatory must have authority to obligate the company for costs, warranties, and indemnities and should be identified by job title and contact details in the contract.

Practical tips for accurate and efficient Cost Plus Contracts

Apply consistent templates, require documentation, and define controls to reduce disputes, speed approvals, and improve auditability.

Standardize cost definitions
Use a single schedule of reimbursable costs and examples in the contract to ensure both parties share the same interpretation and reduce later disagreements.
Require supporting backup
Mandate submission of timesheets, receipts, and subcontract invoices with invoices; specify the retention period and audit rights to ease reconciliations.
Limit exposure
Consider a guaranteed maximum price or periodic budgeting checkpoints to cap owner exposure while retaining flexibility for unforeseen conditions.
Use eSign and templates
Deploy a consistent electronic template and audit trail to accelerate execution, preserve evidentiary records, and integrate signed contracts with accounting systems.

Real-world Cost Plus Contract scenarios

These two examples show common ways Cost Plus Contracts are structured in practice and the operational controls that reduce risk.

Renovation project

Intro: A municipal building renovation with unknown asbestos removal scope required a flexible contract.

  • Point: Owner agreed monthly reporting.
  • Outro: The contractor submitted detailed monthly invoices and change orders; the owner held progress holdbacks and used audit rights to verify time and materials, preventing billing surprises and enabling timely payment.

IT systems upgrade

Intro: An enterprise engaged a consultant for phased software integration under cost-plus terms.

  • Point: Fee was fixed percentage on labor.
  • Outro: The agreement required timesheet-level backup, weekly cost reports, and a cap per phase; this structure preserved flexibility while controlling total program cost.

Frequently asked questions about Cost Plus Contracts and e-signing

Answers to common questions about enforceability, signatures, recordkeeping, and dispute handling for Cost Plus Contracts executed electronically.


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