Not legal advice. These are general templates; laws and enforceability vary by state. Consult a licensed attorney in your state.
Estimate Template
An estimate template is the written quote you give a client before the work starts: what you will do, what it will cost, how long the price stands and what happens if the job changes. Fill in the form below and the totals add up as you type, including discount, tax, deposit and balance. Read the whole estimate free, then download a clean PDF or Word file.
Not legal advice. These templates have not been reviewed by an attorney.Last updated:
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The full preview is free. A clean PDF and Word file costs 1 credit, from $5.27 per document in a pack. Your first download is free.
What an estimate should include
A useful estimate answers the questions a client will ask before saying yes. This builder puts the following on one page, in plain English:
- Your business name and contact details, the client name and the job address.
- An estimate number and date, plus how many days the price is valid.
- A short scope summary in your own words.
- An itemized table: description, quantity, unit, unit price and amount for every line.
- Subtotal, discount, tax, total, the deposit due on acceptance and the remaining balance.
- Assumptions and exclusions, so work that is not listed needs a written change order.
- A change-order clause, payment terms and a client acceptance signature.
Estimate vs quote vs invoice
People use these words loosely, and the differences matter more in some trades than others.
- An estimate is a good-faith prediction of what a job will cost. It leaves room for the price to change if the work changes, which is why the change-order wording matters.
- A quote is often treated as a firmer price for a defined scope. If you call a number a quote, be ready to stand behind it for the period you state.
- An invoice is a request for payment after work is done or at a milestone. It lists what was actually supplied, not what you expected to supply.
How long should an estimate be valid?
Material prices, fuel and availability move, so an estimate should say how long it stands. This template lets you choose 15, 30 or 60 days and prints the exact sentence "This estimate is valid for N days from the estimate date." When the window passes, you can issue a fresh estimate instead of honoring an old price. Thirty days is a common starting point for small jobs; longer projects may need a shorter window or a price-adjustment clause you write yourself.
Tips for contractors
Keep the scope specific: rooms, areas, quantities and what is not included. Put the labour and materials on separate lines if the client wants to see the breakdown, and list permits or disposal only when they are part of the price. For larger jobs, pair the estimate with a contract that covers scheduling, insurance and liability. This site has contractor contract templates for snow removal, lawn care, landscaping, pressure washing, junk removal and tree service, and a service agreement template for other ongoing work.
Build it in four steps
- Describe the job. Your business, the client and the job address, plus a short scope summary.
- Add line items. Description, quantity, unit and unit price for each row. Totals update as you type.
- Set discount, tax and deposit. Optional discount in dollars, a tax rate from 0 to 20 percent, and a deposit of 0, 10, 25 or 50 percent.
- Read, edit and download. Check the assumptions, changes clause and payment terms, then download PDF or Word.
Related templates
Which states is this for?
These are general US templates, written to be used in any US state. They do not contain state-specific provisions. The state you choose only fills in the governing-law clause.
Enforceability and required wording often vary by state. Some states may limit liability waivers, and some may require specific notices in contractor contracts. Check the rules for your state, or ask a local attorney, before you rely on a document.
Questions and answers
What should an estimate template include?
It should name your business and the client, describe the job, list each line item with quantity and price, show subtotal, discount, tax, total, deposit and balance, state how long the price is valid, and explain that work not listed needs a written change order. This template includes all of those parts and a signature line for acceptance.
Is an estimate the same as a quote?
Not always. An estimate is usually a good-faith prediction that can change if the job changes, while a quote is often treated as a firmer price for a defined scope. Whatever you call it, put the scope, price and validity period in writing so both sides know what was agreed.
How long should an estimate be valid?
It depends on your trade and how fast your costs move. This builder offers 15, 30 or 60 days and prints the validity period on the estimate. When the period ends, issue a new estimate rather than honoring an old price.
Can I ask for a deposit with an estimate?
Yes. The builder lets you set a deposit of 0, 10, 25 or 50 percent and shows the deposit and remaining balance separately. The estimate states that the deposit is part of the total, not an extra charge. Check the rules for deposits in your state and trade.
Is this estimate template free?
Yes. Building the estimate, reading the full preview and editing the wording are free. Your first clean PDF and Word download is free; after that a finished document costs 1 credit.
Does the estimate replace a contract?
No. An estimate sets out the price and scope, while a contract covers the working relationship, schedule, insurance and liability. For larger jobs, use both. This site also has contractor contracts and a service agreement template.
Is this legal advice, and has an attorney reviewed it?
No. These templates have not been reviewed by an attorney. They are general US templates and not legal advice, and this site is not a law firm. Rules vary by state, so check your state or ask a local attorney.
Does this work in my state?
The templates are general US templates written for use in any state. They have no state-specific provisions, and the state field only fills the governing-law clause. Enforceability and required wording vary by state, so check your state's rules or ask a local attorney.