ToolbeltDocsHow to use this estimate template
- Enter your company details, the owner's name and the job site address, then add the project type, size and the plan set the estimate is based on.
- Add one line item per phase or trade — site work, foundation, framing, systems, finishes — or pick them from the construction item list.
- Add allowances for items the owner hasn't chosen yet and a contingency line for unknowns.
- Add tax and the deposit you need to start, and list what is not included.
- Check the preview and download the estimate as a PDF, Word or Excel file.
What should a construction estimate include?
A construction estimate should break the project into phases or trades, show the cost of labor, materials, equipment and subcontractors for each, and spell out allowances, contingency, permits and exclusions. It should also name the plans it is based on, so everyone knows which version of the design the price covers.
- Scope and plan reference
- What is being built and which drawings or specifications (with revision date) the price is based on.
- Costs by phase or trade
- Site work, foundation, framing, roofing, plumbing, electrical, HVAC, insulation, drywall and finishes as separate lines.
- Subcontractor work
- Trades you hire out, listed as their own lines so the owner can see the full picture.
- Allowances
- An allowance is a budget amount for items the owner hasn't picked yet, like flooring or fixtures. The final price goes up or down to match the actual choice.
- Contingency
- A set-aside for unknowns such as hidden rot or soil conditions, with a note on how it is used.
- General conditions
- Supervision, dumpsters, portable toilets, temporary power and final cleaning — costs of running the job site.
- Permits and fees
- Who pulls the permits and whether permit and inspection fees are included.
- Exclusions
- What is not included, such as landscaping, appliances, or utility connection fees.
- Schedule and payment plan
- Estimated start, duration, deposit and any progress payments tied to milestones.
Construction estimate example
Example only Here is a filled-in example for a 12 × 16 ft single-story bedroom addition on a concrete slab, tied into an existing house. The prices are made up for illustration only — your costs, subcontractor quotes and local permit fees will differ.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Site preparation, excavation and grading | 1 job | $2,400.00 | $2,400.00 |
| Concrete footings and slab | 192 sq ft | $14.50 | $2,784.00 |
| Framing package and framing labor | 1 lot | $9,800.00 | $9,800.00 |
| Roofing to match existing | 3 square | $650.00 | $1,950.00 |
| Two windows and one exterior door, installed | 1 lot | $3,200.00 | $3,200.00 |
| Electrical rough-in and finish (subcontractor) | 1 lot | $2,600.00 | $2,600.00 |
| Insulation, drywall and interior paint | 1 lot | $5,400.00 | $5,400.00 |
| Allowance – flooring | 1 allow | $1,500.00 | $1,500.00 |
| Building permit fees (estimated) | 1 ea | $850.00 | $850.00 |
| Contingency | 1 lot | $1,500.00 | $1,500.00 |
| Subtotal | $31,984.00 | ||
| Sales tax (0%) | $0.00 | ||
| Total | $31,984.00 | ||
| Deposit (10%) | $3,198.40 | ||
| Balance due on completion | $28,785.60 | ||
Sales tax is left at 0% in this example because whether construction labor and materials is taxable depends on your state. Check with your state's department of revenue before adding tax.
Tips for a better construction estimate
- Group costs by phaseOwners compare bids phase by phase. Matching the order the house is built makes your estimate easy to read and hard to misunderstand.
- Label allowances with an amountWrite "Allowance – flooring: $1,500" rather than "flooring". When the owner picks a $3,000 floor, the difference is already explained.
- Explain the contingencySay what the contingency covers and that unused contingency is not billed, so it doesn't look like padding.
- Name the plan revisionReference the drawing set and its date. If the plans change later, you have a clear reason for a change order.
- Tie payments to milestonesList progress payments by stage (foundation, framing, drywall, completion) and check your state's rules on deposits and payment schedules before you set them.
How we built and tested this
This construction estimate template was written from scratch for its job and is checked by automated tests every time the site changes. Here is what it is based on and how the math is tested.
- Written for this template. The 7 extra fields, the 4 starter lines and the 35-item list of common items were written for this construction estimate template, not copied from another website.
- Exact math, tested automatically. All money is calculated in whole cents, so there are no rounding errors, in a fixed order: subtotal, discount, tax on the discounted amount, total, deposit, then balance due. The site has 72 automated tests, 33 of them for the calculation engine, and they run on every change.
- Honest examples. The example above uses made-up prices, labelled as an example, and its totals are calculated by the same code as the tool.
- No legal or tax rules stated as fact. Where rules depend on your state or country, the page says so and points to the official body to check.
Built and tested by Muhammad Zaid · Last updated
Frequently asked questions
Is this construction estimate template free to use?
Yes. You can create, download and print as many construction estimates as you need at no cost, with no account. Everything stays in your browser.
What is an allowance in a construction estimate?
An allowance is a placeholder budget for something the owner hasn't chosen yet, such as tile, light fixtures or appliances. If the final choice costs more or less than the allowance, the contract price is adjusted by the difference.
How much contingency should a construction estimate include?
Size the contingency to the risk on the job. Remodels of older buildings and projects with incomplete plans carry more unknowns than new construction with complete drawings, so they need a larger set-aside. Explain in your terms how the contingency is used and billed.
Should permit fees be included in a construction estimate?
Include them if you are pulling the permits, and say whether the amount is an estimate. Fees are set by the local building department, so check its current fee schedule for the project.
How do I bill a construction project in stages?
Agree a payment schedule tied to milestones in the estimate. When a stage is done, use "Convert to invoice" and adjust the lines to the work completed, or bill a percentage of each phase.
Can I download the construction estimate in Excel?
Yes. The Excel download keeps working formulas for every line and total, so you can keep editing quantities and rates in Excel or Google Sheets.
What is the difference between a change order and a new estimate?
A change order changes the scope or price of a job the customer has already approved, and refers back to the original estimate or contract. A new estimate is for separate work. Give each change order its own number, describe the added or removed work and the price change, get the customer's signature, and list it on the final invoice.
Should materials and labor be separate lines?
Yes. Separate lines make the estimate easier for the customer to check and compare, and easier for you to adjust if prices change. If your state taxes materials and labor differently, untick "Charge tax on this line" on the lines that are not taxed, and check your state's rules.
How do I send the estimate to my customer?
Download the PDF and attach it to an email or a text message. On phones that support it, the "Share PDF" button that appears after the download sends the file straight to Messages, WhatsApp or email. Either way the file goes from your device to the app you choose, not through our servers.
Is my information safe? Is anything uploaded?
Nothing you type is uploaded. Your estimate is filled in and turned into a PDF, Word or Excel file in your browser, on your own device, so your customer details, prices and logo never reach our servers or anyone else. Your draft, the documents in "My documents" and, if you tick "Remember my business details", your business details are saved only in this browser, and clearing your browser data removes them. The site's analytics and ads count visits and downloads but never include what you type. On a shared computer, delete your documents from "My documents" when you are done. The privacy policy has the details.
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