ToolbeltDocsHow to use this estimate template
- Enter your business name, contact details and logo. Tick "Remember my business details" to have them filled in next time on this device.
- Add the customer's name, address and the job location.
- List each part of the job as a line item with a quantity, unit and rate. The amount for each line and the totals are calculated for you.
- Add a discount, sales tax and deposit if they apply, then write your scope notes and terms.
- Check the live preview, pick a design and page size, and download your estimate as a PDF, Word or Excel file, or print it.
What should a job estimate include?
A job estimate should tell the customer exactly what work you will do, what it will cost, and how long the price is good for. At minimum it needs your business and contact details, the customer and job address, an itemized list of labor and materials with quantities and rates, the subtotal, any discount and tax, the total, the deposit you require, and an expiry date. Clear scope notes and what is not included prevent most disputes later.
- Your business details
- Business name, phone, email, address and logo, plus your license number if your state or city requires one on paperwork.
- Customer and job location
- Who the estimate is for and where the work happens. The job site is often different from the billing address.
- Estimate number and date
- A unique number (like EST-0001) makes it easy to find the estimate later and to match it to the invoice.
- Itemized line items
- Separate labor, materials, equipment rental and disposal so the customer can see where the money goes.
- Subtotal, discount, tax and total
- Show each step so the customer can check the math. Tax is calculated on the price after any discount.
- Deposit and balance
- A deposit is money paid up front to schedule the job and buy materials. Show the amount and what remains due.
- Valid-until date
- Material and fuel prices change, so state how long the price holds.
- Scope and exclusions
- Describe what is included and, just as important, what is not.
- Terms
- How changes are handled, payment timing, and anything else the customer agrees to by accepting.
Job estimate example
Example only Here is a filled-in example for a small interior job: repairing water-damaged drywall in a 12 × 14 ft bedroom and repainting the walls. The prices are made up for illustration only — your rates, material costs and tax rules will differ.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Labor – cut out and replace damaged drywall, tape and finish | 6 hr | $65.00 | $390.00 |
| Drywall sheets, 1/2 in. × 4 × 8 ft | 4 sheet | $18.50 | $74.00 |
| Joint compound, tape, screws and sanding supplies | 1 lot | $42.00 | $42.00 |
| Primer and wall paint | 3 gal | $48.00 | $144.00 |
| Labor – prime and paint walls, two coats | 8 hr | $55.00 | $440.00 |
| Debris removal and cleanup | 1 job | $75.00 | $75.00 |
| Subtotal | $1,165.00 | ||
| Sales tax (0%) | $0.00 | ||
| Total | $1,165.00 | ||
| Deposit (10%) | $116.50 | ||
| Balance due on completion | $1,048.50 | ||
Sales tax is left at 0% in this example because whether labor and materials are taxable depends on your state. Check with your state's department of revenue before adding tax.
Tips for a better job estimate
- Separate labor from materialsCustomers compare estimates line by line. When labor and materials are split, they can see that a higher price comes from better materials, not padding.
- Write down what is not includedA short "Not included" line (permits, moving furniture, repairs found after opening a wall) saves arguments when the job changes.
- Set an expiry date you can live withIf your material prices move often, use a shorter valid-until date so you are not locked into old prices.
- Check deposit rules before you ask for oneSome states limit how large a down payment a home improvement contractor can request. Check your state's contractor licensing board before setting a deposit percentage.
- Use the same number on the invoiceKeep the estimate number on the final invoice so you and the customer can match them up quickly.
How we built and tested this
This job 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 3 extra fields, the 3 starter lines and the 30-item list of common items were written for this job 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 job estimate template really free?
Yes. The template and PDF download are completely free, with no sign-up, no watermark and no limit on how many estimates you make. Everything you type stays in your browser and is not sent to our servers.
What is the difference between an estimate and a quote?
In everyday use, an estimate is your best guess of the cost and can change if the job turns out different, while a quote is a fixed price for a defined scope. What actually binds you depends on the wording you use and the law where you work, so say clearly on the document whether the price is an estimate or a fixed quote.
How long should a job estimate be valid?
Choose a period that matches how quickly your costs change. This tool sets the valid-until date 30 days after the estimate date by default, and you can change it to any date you like.
Should I add sales tax to an estimate?
Add a tax line if you will charge sales tax on the final invoice, so the customer sees the real total up front. Whether labor, materials or both are taxable depends on your state, so check with your state's department of revenue or your accountant.
Can I add my logo and save my business details?
Yes. Upload your logo and it appears on the preview and the PDF. Tick "Remember my business details" and your name, contact details and logo are saved in this browser only, so they are filled in next time.
Can I use this template on my phone?
Yes. The form works on phones and tablets, number fields open the number keypad, and the PDF downloads straight to your device so you can text or email it to the customer.
What's the difference between an estimate and an invoice?
An estimate is sent before the work, to show what the job should cost so the customer can approve it. An invoice is sent after the work, or after an agreed stage, to ask for payment. Here you can turn an approved estimate into an invoice with "Convert to invoice", which keeps the customer, line items, tax and deposit.
Can the customer sign to accept the estimate?
Yes. Tick "Add a signature line and date" to add a line for the customer's signature, printed name and date. They can sign on screen on your phone or tablet, or sign the printed or PDF copy.
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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