Client wants a price before committing. You need to send something professional—but what exactly goes on an estimate?
Many contractors and service providers wing it with estimates, either making them too vague (leaving room for misunderstandings) or too complicated (overwhelming the client). Neither approach wins jobs consistently.
Below you'll find a free job estimate template you can download and customize. We'll also cover what makes an estimate actually effective.
Download the Free Template
Grab the Excel template, fill in your details, and send:
The template includes auto-calculating formulas for line item totals, subtotals, tax, and the grand total. Just enter your quantities and rates.
What to Include on a Job Estimate
A professional estimate needs these elements to protect you and give the client confidence:
Your Business Details
Company name, address, phone, email, and license number if applicable. Include your logo. First impressions matter—a polished header signals legitimacy.
Client Information
Their name, company (if applicable), and project address. This personalizes the estimate and shows it's not a generic template you send to everyone.
Estimate Number and Date
Use a unique identifier (EST-001 or EST-2024-001) for tracking. Include the date the estimate was prepared—this matters for the validity period.
Validity Period
How long is this estimate good for? Industry standard is 30 days. After that, material costs might change, your schedule might fill up, or conditions might shift.
Example: "This estimate is valid for 30 days from the date above."
Project Description
Summarize the work in plain language. This proves you understood what they asked for:
"This estimate covers exterior painting of a two-story residential home, including pressure washing, priming of bare wood, and two coats of premium exterior paint on all trim, siding, and fascia boards."
Itemized Line Items
Break down the work into components with individual pricing:
- Pressure washing and surface prep: $400
- Prime bare wood areas: $300
- Paint siding (2 coats): $1,800
- Paint trim and fascia: $600
- Materials (paint, primer, supplies): $450
Itemization does three things: shows transparency, helps clients understand the value, and lets them adjust scope if needed.
Subtotal, Tax, and Total
Add up the line items. Apply tax if required in your jurisdiction. Make the bottom line impossible to miss.
What's Not Included
This section protects you from scope creep:
- "Does not include: interior painting, garage door, or repairs to rotted wood"
- "Scaffolding rental not included—will be quoted separately if needed"
- "Permit fees, if required, are the homeowner's responsibility"
Be explicit. What seems obvious to you isn't obvious to the client.
Assumptions
Document what you're basing this estimate on:
- "Assumes normal surface preparation. Significant repairs will be quoted separately."
- "Based on visual inspection. Hidden damage may require additional work."
- "Assumes clear access to work areas during project."
Payment Terms
When and how you expect payment:
- "50% deposit to schedule, 50% on completion"
- "Accepted: check, credit card, bank transfer"
Acceptance Line
Make it easy to say yes:
"To accept this estimate, sign below and return with your deposit. We'll contact you within 48 hours to schedule the work."
Include a signature line and date field.
Estimate Templates by Industry
The core elements stay the same, but details vary by trade:
Contractor Estimate Template
For general contractors, include:
- Labor and materials as separate line items
- Subcontractor costs if applicable
- Permit and inspection fees
- Contingency allowance for unknowns (10-15% is common)
- License and insurance information
Service Business Estimate Template
For cleaning, landscaping, or similar services:
- Service frequency (one-time vs. recurring)
- Square footage or property size basis
- What's included in each visit
- Seasonal variations if applicable
Project Estimate Template
For freelancers and consultants:
- Project phases with individual pricing
- Deliverables for each phase
- Timeline and milestones
- Revision rounds included
- Hourly rate for additional work
Tips for Estimates That Win Jobs
Be Specific, Not Vague
Compare:
- Vague: "Kitchen renovation: $15,000"
- Specific: "Remove existing cabinets, install 12 linear feet of custom maple cabinets, granite countertops (40 sq ft), new sink and faucet, backsplash tile installation: $15,000"
The specific version justifies the price. The vague version invites questions and comparisons.
Present Options When Appropriate
Sometimes offering tiers helps clients self-select:
- Basic: One coat of paint, standard prep: $2,500
- Standard: Two coats, full prep, minor repairs: $3,200
- Premium: Two coats, full prep, all repairs, warranty: $4,000
This approach often increases average job value because clients choose the middle option more than you'd expect.
Respond Quickly
Send estimates within 24-48 hours of the initial conversation. Delays signal disorganization. Speed signals professionalism and interest in their business.
Follow Up
If you don't hear back within a week, send a polite check-in. Estimates get lost, decisions get delayed, life happens. A simple follow-up often moves things forward.
Reference the Conversation
In your email or cover note, remind them of your discussion:
"Hi John, great talking with you yesterday about the deck project. Based on our conversation and my site visit, I've put together the attached estimate. The total comes to $8,500 for the 12x16 composite deck with built-in bench seating. Let me know if you have any questions."
Common Estimate Mistakes
- No expiration date — Material costs change. Your schedule fills up. Always include validity period.
- Missing exclusions — If you don't say what's not included, clients assume everything is.
- Single lump sum — One big number feels arbitrary. Break it down.
- Unprofessional format — Handwritten notes or plain text emails don't inspire confidence.
- No next steps — If you don't tell them how to proceed, they might not.
- Underpricing to win — A job that loses money isn't a win. Price for profit.
Estimate vs. Quote: A Quick Reminder
These terms matter:
- Estimate — An approximation that can change. Use when scope has unknowns.
- Quote — A fixed price you're committed to. Use when scope is clearly defined.
The template provided is for estimates—pricing that may adjust based on actual conditions. If you're offering fixed pricing, make sure your document reflects that commitment. See our full guide: Estimate vs Quote: What's the Difference?
From Estimate to Invoice
When the client accepts and work is complete:
- Reference the original estimate on your invoice
- Show actual vs. estimated costs if they differ
- Explain any variances (additional work, changed conditions)
- Apply payments already received (deposits)
A clear trail from estimate to invoice prevents disputes and shows professionalism.
When to Use a Template vs. Software
Excel templates work great when you're getting started. They're free, customizable, and get the job done.
But as you take on more jobs, manual estimates become a bottleneck:
- Tracking which estimates are pending, accepted, or declined gets messy
- Converting estimates to invoices means re-entering data
- Finding old estimates takes time
- Estimate numbers get duplicated or skipped
That's when dedicated software makes sense. Most options charge $15-30/month, which adds up.
IronBase handles estimates and invoices for a one-time $79 purchase. Create professional estimates, track their status, convert accepted estimates to invoices with a click. Works offline, no subscription. Worth considering once the template starts limiting you.
Key Takeaways
- Download the free template: English | Español
- Include: your info, client info, estimate number, validity period, detailed scope, itemized pricing, exclusions, assumptions, payment terms, and acceptance line
- Be specific—vague estimates lose to detailed ones
- Explicitly list what's not included
- Set a validity period (30 days is standard)
- Respond quickly and follow up if needed
- Present options when it makes sense
The template gets you started. Professional, detailed estimates get you hired.