Free Estimate Template

What is an estimate?

An estimate is your best price for a job, given before you start. It lists what you plan to do, what it should cost and how long the price holds. The customer reads it, asks questions, and says yes or no.

An estimate is an educated guess, not a promise. If you open a wall and find rot, the price can change, but a good estimate says so up front and says how you will handle it. A template keeps every estimate laid out the same way, so you never forget the tax, the deposit or the date.

Free estimate template: fill it in online

Type on the left. The estimate on the right updates as you go: each line is quantity × price, labour and materials are subtotalled, then the discount, tax, deposit and balance are worked out for you. The sample is a two-room interior paint job; replace it with your own.

Press Print or save as PDF, then choose Save as PDF in the print window. Only the estimate prints, not this page. Leave a section empty and it does not show.

Download the estimate template (Word and Excel)

The .docx opens in Microsoft Word, Google Docs (File, Open, Upload) and LibreOffice. Word does not add up the lines for you, so update the totals by hand or work them out here first.

The .xlsx does the maths. Type a quantity and a price on any line and the amount, the section subtotal, tax, total, deposit and balance update. Set the tax rate and deposit percent in the shaded cells at the bottom. It opens in Excel, Google Sheets (File, Import) and LibreOffice, and the print area is set to one page wide.

What to put on an estimate

• The word “Estimate” and a number, like E-1001, so you can find it again and match it to the invoice.
• Your business details: name, phone, email, address and any licence or tax number you normally show.
• The customer and the job address, which is not always where they live.
• The date and a Valid until date.
• Labour and materials on separate lines, each with a quantity, a unit (hours, square feet, each) and a price. Customers trust a broken-down price more than one number.
• Tax at the rate that applies to the job, and any discount, taken off before tax.
• The total, the deposit to book and the balance.
• What happens if the job changes: hidden damage, extra work or a change of mind, priced before you do it.
• How to accept: a signature, a written reply, or an accept button if you send it from software.

Estimate vs quote vs invoice

Plenty of people use “estimate” and “quote” for the same thing. The useful difference is how firm the price is. If you want to commit to one price for a defined scope, use the fixed-price quote template. If the customer needs an “invoice” before the work for a lender or a manager, send a proforma invoice.

How long is an estimate valid?

As long as you say. There is no standard length, which is why the template has a Valid until date. Thirty days is common and is the default here. Go shorter, 7 to 14 days, when your material prices move fast, and longer for a job booked months ahead if you can hold your prices.

When the date passes, the customer can still ask you to do the job, but you are free to re-price it. Send a new estimate with a new date rather than editing the old one.

An estimate is not always free to change. In Ontario, for example, section 10 of the Consumer Protection Act, 2002 limits how far a supplier can charge a consumer above an estimate (10%) unless the customer agrees to an amended estimate or asks for more or different work (Miller Thomson). Rules differ by province and state, so check yours, and get written approval before you go over.

Estimate example, worked out

A painter prices two rooms. Labour is 16 hours at $65, materials are listed one by one, tax is 8% (an example rate, use yours) and a 30% deposit books the job:

These are the numbers already in the maker above and in the Excel file, so you can check them against each other. If the customer asks for a $50 discount, it comes off before tax: $1,387.00 + 8% = $1,497.96.

How to give an estimate, step by step

1. Get the details. Ask what the customer wants, take photos and measurements, and note anything you cannot see yet.
2. Work out labour. Estimate the hours (or the units, like square feet) and multiply by your rate. Add time for setup, travel and clean-up.
3. List the materials. Write each material with a quantity and a price, including waste and delivery.
4. Add tax, discount and deposit. Apply the tax rate for the job, take any discount off before tax, and set the deposit you want to book the work.
5. Set the valid-until date and terms. Say how long the price holds and how you handle hidden problems or extra work.
6. Send it and follow up. Send the estimate as a PDF the same day if you can, and follow up a few days later if you have not heard back.

Speed matters as much as the price. A clear estimate sent the same day looks more professional than a perfect one sent next week.

Not sure of your numbers? The margin calculator turns your cost into a price, and the free invoice generator makes the invoice once the job is done.

Should you offer free estimates?

“Free estimates” is one of the most common lines on a service business’s website, because many customers will not call a business that charges just to look. Whether it is right for you depends on how long an estimate takes.

Whichever you choose, say it clearly on your website and when you book the visit, so nobody is surprised.

Questions people ask