If you’ve been in the rehab or building game for more than a minute, you’ve probably learned that project management isn’t just “keeping an eye on things.” It’s the glue that holds your budget, schedule, contractors, and sanity together.

Get it right, and you finish on time, on budget, and with a product you’re proud to sell or rent. Get it wrong… and you’re suddenly explaining to a lender, partner, or spouse why a six-week job is now six months and tens of thousands over budget.

At The Rehabber’s Playbook, we’ve seen these mistakes cost people time, money, and momentum - and in some cases, their business entirely.

Let’s break down the six biggest mistakes so you can sidestep them on your next project.

1. Price Shopping Instead of Contractor Shopping

This one is so common it should be on a T-shirt. New (and even experienced) investors think they’re being smart by “getting three bids” and picking the lowest one.

The problem? You’re hiring the cheapest number on a piece of paper - not the best contractor for your job.

The lowest bid often comes from someone who:

• Didn’t fully understand your scope of work.
• Plans to cut corners or skip details to make the numbers work.
• Is desperate for cash and will juggle your project with higher-paying ones.

Better approach: Shop for the right contractor, not the right price. Look for references, past work quality, communication skills, and proof of licensing/insurance. If you find the right fit, you can work together to make the budget work.

2. Making Your Budget Before Your Scope of Work

Your profit goal isn’t your budget - and starting with “I need to make $40K” before you’ve defined what you’re building is a recipe for disaster.

We see this all the time: an investor reverse-engineers their numbers to make the deal “work” on paper, only to discover mid-project that the finishes, layout changes, or repairs they left out are non-negotiable for the market.

Your scope of work determines your budget, which determines your profit - not the other way around. Start with the product you need to deliver to compete in your market, then build the budget around that reality. Adjust scope if needed, but don’t shortchange the product to force a profit that won’t materialize.

3. Writing Your Scope of Work by Room Instead of by Trade

If your scope of work reads like, “Kitchen - paint walls, install cabinets; Bathroom - replace vanity”, you’re setting yourself up for confusion, change orders, and missed tasks.

We recommend building scopes by trade, not by room. This means all painting work - regardless of room - is listed together. All electrical items are grouped together. Same for plumbing, flooring, etc.

Why? Because contractors work by trade. A painter doesn’t care that you also need flooring in the same room - but they do care that they’ve got every paint task on the project in one place.

(Read: Why You Should Never Create Your SOW by Room)

4. Not Firing Fast Enough

We get it - replacing a contractor mid-project is a pain. You’re worried about delays, rework, and awkward conversations. But holding on to the wrong person out of fear usually makes things worse.

A bad contractor won’t suddenly become a good contractor because you really need them to. If they’re unreliable, dishonest, or clearly in over their head, every day you wait is more money and momentum lost.

Fire fast, and move on. The short-term headache is almost always smaller than the long-term damage of letting the wrong person limp through the job.

(Read: How to Fire a Contractor (Without Wrecking Your Project)

5. “Saving Money” by Doing It Yourself

Sometimes DIY is unavoidable - but more often, it’s an expensive illusion.

When you step in to “save” a few thousand dollars, you’re:

• Delaying other work that depends on yours being finished.
• Taking focus away from running the whole project.
• Risking lower quality that leads to punch list nightmares or buyer complaints.

Even if you can do the work, ask if you should. Your time is better spent managing the big picture, keeping trades on track, and making decisions that move the whole job forward.

6. Skipping the Fundamentals

Contracts. W9s. Licensing. Insurance. These aren’t “nice to have” - they’re the foundation of protecting yourself and your project.

Too many investors skip formal contracts or paperwork because they “trust” the contractor, or they’re eager to get started. That shortcut can come back to bite you in the form of disputes, liens, or legal trouble.

At minimum, you need:

• A signed contract outlining scope, payment terms, and timelines.
• W9 from every contractor.
• Proof of licensing and insurance where required.

This paperwork is your leverage, your protection, and your best defense when things go sideways.

Bottom Line

Project management mistakes don’t just cost money - they cost confidence. They make you second-guess your decisions, delay your timeline, and strain relationships with contractors, lenders, and partners.

The good news? Every one of these mistakes is 100% avoidable with the right systems, processes, and mindset.

If you want tools that make these decisions easier - from trade-based scope templates to contractor vetting checklists - that’s exactly what we build inside The Rehabber’s Playbook.

Because in this business, you don’t just need more information… you need structure, support, and systems that work in the field.

Click here to explore The Rehabber’s Playbook membership and join a nation-wide network of builders, rehabbers and investors.