How to write a job estimate
- Add your business — name, license number if your trade needs one, phone and email.
- Add the client and the job address under "Prepared for".
- Split labor and materials into separate lines. For labor, use hours × hourly rate (for example "Labor – 16 hrs × $65"). For materials, list the main items, or one line such as "Materials (drywall, fixings, paint)".
- Add a line for anything uncertain — many contractors add a contingency of 10–15% for jobs where hidden problems are common, such as old wiring or water damage.
- Set a "valid until" date, because material prices move.
- Put your assumptions in the notes: what the price covers, what would change it, and how you'll handle extra work.
From estimate to invoice
When the job is finished, open the estimate and click Convert to invoice. Adjust any line that changed — extra hours, different materials — and record the deposit under "Amount already paid". Your client sees exactly how the final bill relates to the estimate.
Labor and materials: an example
| Line | Qty | Rate | Amount |
|---|---|---|---|
| Labor – remove and replace bathroom tiles | 16 | $65.00 | $1,040.00 |
| Tiles, adhesive and grout | 1 | $420.00 | $420.00 |
| Disposal of old materials | 1 | $90.00 | $90.00 |
| Contingency (10%) | 1 | $155.00 | $155.00 |
| Estimated total | $1,705.00 |
Frequently asked questions
What's the difference between an estimate and a quote?
An estimate is an informed guess that can change once the work starts. A quote is a fixed price. If you can define the job exactly, a quote is clearer for the client.
How accurate does an estimate need to be?
As accurate as you can make it. Many contractors agree with the client up front that the final price may vary by a set amount (for example 10%) and that anything beyond that needs the client's approval first. Write that in the terms. Some states have specific rules for home-improvement work, so check what applies where you work.
Should I charge sales tax on an estimate?
Show it if you'll charge it on the final invoice, so the client isn't surprised. Sales tax rules for labor and materials differ by state.
Can I use this for non-construction work?
Yes. Designers, developers and consultants use estimates for projects whose size isn't clear yet — just list the work in phases instead of labor and materials.
Is it free?
Yes. No account, no limits and no watermark. Your estimate stays in your browser.