How to Estimate Repair Costs Without Calling a Contractor

An owner calls you about a leaking faucet. "How much is this going to cost me?"

If you say "I don't know, let me call a plumber," you're missing an opportunity to demonstrate your expertise. While you can't give a final quote, as a property manager, you should be able to provide a "ballpark" range instantly.

Here is how to estimate common repairs without waiting for a contractor to call you back.

The Service Call Baseline

Before any work is done, you're paying for the "truck fee." In most markets, this ranges from $75 to $150. This covers the vendor's travel and the first 30-60 minutes of diagnostic time.

If a vendor is going to a property, the floor for any repair is effectively $100.

Common Repair Benchmarks

Use these ranges for initial owner communication:

Plumbing

Running Toilet: $100 - $175 (usually just a flapper or fill valve replacement)
Clogged Drain: $150 - $300 (standard snake)
Leaking P-Trap: $125 - $200
Garbage Disposal Replacement: $250 - $450 (includes unit and labor)

Electrical

Outlet/Switch Replacement: $100 - $150
Breaker Tripping: $125 - $250 (diagnostic + simple replacement)
Fixture Installation: $150 - $300

HVAC

Seasonal Tune-up: $100 - $150
Capacitor Replacement: $200 - $350
Freon Recharge: $300 - $600 (depending on type and amount)

General Handyman

Drywall Patch (Small): $125 - $250 (requires two trips for mud/paint)
Lock Replacement: $100 - $200
Squeaky Floor/Door: $75 - $150

Factors That Shift the Estimate

Urgency: After-hours or "emergency" calls usually double the labor rate.
Access: If a vendor has to wait 30 minutes for a tenant to show up, they will bill for that time.
Materials: Highly specialized parts (like a control board for a specific 15-year-old oven) will spike the cost.

The "Low/High" Strategy

Never give a single number. Always give a range with a "Reasoning" statement.

Bad: "It'll probably be $200." Good: "A garbage disposal repair is typically between $150 and $350. If it's just a jam, it'll be on the low end. If the motor is burnt out and we need a new unit, it'll be on the high end."

Setting NTE (Not-to-Exceed) Limits

Based on your estimate, set an NTE for the vendor. If you estimate $150-$350, set the NTE at $350. This gives the vendor permission to "just fix it" if they can do it within that range, saving you a second trip and more phone calls.

OpsPilot Note: OpsPilot's AI provides these cost ranges and reasonings automatically for every maintenance request. It analyzes the issue, checks it against typical repair costs, and drafts the "Low/High" explanation you can send straight to the owner.