Rather fill it in online? Use the free invoice & estimate maker: type, then save as PDF. No spreadsheet needed.
What is in the template
- Header for your business name, address, phone, email and license number
- Estimate number, date and “valid until” date
- Customer, job address and a short job description
- 12 line-item rows: quantity × unit price calculates each amount
- Subtotal, sales tax on the taxable amount, total, deposit and balance, all automatic
- Editable terms and a customer signature line; prints on one page
How to fill out a contractor estimate
- Add your details once. Replace the yellow header cells with your business name, contact details and license number, then save it as your master copy.
- Describe the job in plain words. One or two sentences the customer will recognise: “Replace 180 sq ft of rotted deck boards and railings.”
- List the work as line items. Labor, materials, rentals, disposal and permits on separate lines make the price easier to accept and to change later.
- Price from cost and margin. Work out the price with the job price calculator so the total carries the margin you want. See how to price a contractor job.
- Set the deposit and the expiry date. The template splits the total into the deposit and the balance. A “valid until” date protects you when material prices move.
- Get it signed. Anything added later goes on a signed change order; see how to price a change order. When the job is done, bill it with the free contractor invoice template.
Worked example
| Labor: 16 h × $75 | $1,200.00 |
| Materials | $1,200.00 |
| Equipment rental: 1 day | $150.00 |
| Disposal: 1 load | $95.00 |
| Total (no sales tax) | $2,645.00 |
|---|---|
| Deposit: 30% of $2,645 | $793.50 |
| Balance on completion | $1,851.50 |
Frequently asked questions
What is the difference between an estimate, a quote and a bid?
Usage varies by trade and state, but an estimate is usually an approximate price that can change if the job changes, a quote is a fixed price for a defined scope, and a bid is a price submitted to compete for a project. Label your document clearly and say what happens if the scope changes.
What should a contractor estimate include?
Your business name, contact details and license number if your state requires one; the customer and job address; a clear description of the work; line items with quantity, unit and price; subtotal, any sales tax, total, deposit and balance; how long the price is valid; payment terms; and a signature line.
Is this estimate template really free?
Yes. Download the .xlsx file, open it in Excel or import it into Google Sheets (File > Import > Upload) and replace the yellow example cells with your own details. No sign-up.
How do I price the line items?
Price each job from your real costs and the margin you want, not from a guess. The free job price calculator does this in seconds: cost divided by (1 minus your target margin).
Want the price worked out for you too?
The Contractor Quote & Margin Sheet prices each job from your costs and target margin, and includes this estimate as a tab, plus hourly rate, change order and job profit log tabs.
Template for general business use. Check your state's rules for required wording on estimates and contracts. Not legal, tax or accounting advice.