An estimate tells the customer what a job will *probably* cost before you can know exactly. This estimate maker itemizes labor hours and materials, marks the document clearly as an ESTIMATE with a validity date, and downloads a clean PDF.
The prefilled lines model the common structure — labor at an hourly rate, materials as a lump estimate, and a fixed line for disposal or fees. Swap the wording for your trade, and keep the “not a fixed quote” language in the notes: it is what separates an estimate from a binding price.
Writing estimates that win jobs (and protect you)
Customers approve estimates that feel transparent. Separate labor from materials, state your hourly rate openly, and flag what could move the number — “assumes no water damage behind tile” costs one line and prevents the worst argument in the trades.
State the threshold at which you stop and request approval. Use the percentage or amount agreed with the customer and required by local consumer or trade rules; do not assume a universal default.
From estimate to invoice
When the customer approves, the estimate becomes your scope baseline. Bill against it: reuse the same line structure on the final invoice, showing actual hours vs estimated where they differ. Both documents live in your History here, so reconciling takes a glance.
For larger jobs, convert the approved estimate into a deposit invoice first (typically 30–50%), then a final invoice on completion. Keeping the same line descriptions across all three documents is what makes the paper trail audit-proof.
Download this document in an editable format
Use the generator above, then choose Word or Excel in the download menu. The file is created locally from the current document.
Frequently asked questions
Is an estimate binding?
No — an estimate is an approximation by definition, and the document says so in its terms. If you intend the price to be fixed, issue a quote instead; the wording difference is legally meaningful.
How accurate should an estimate be?
Industry practice treats ±10–15% as reasonable. If you cannot get within that range, estimate a discovery phase first (an hour of paid diagnosis) and re-estimate the full job after.
Should I charge for estimates?
Simple look-and-price estimates are free by convention. Estimates requiring real diagnostic work (tear-out, testing, engineering) justify a fee — many businesses credit it against the job if the customer proceeds.
Can I include tax on an estimate?
Yes — set the tax rate you will actually bill at, so the estimated total matches what the final invoice will show. For mixed taxable/non-taxable work, note which lines attract tax in their descriptions.