How to write a job estimate
- 1
Walk the job first
Measure, take photos and note access problems. Estimates written from a phone call are the ones that go over.
- 2
Price labor and materials separately
Customers compare line by line. Separate lines also make it easy to adjust if they supply their own materials.
- 3
Add the hidden costs
Permits, disposal, equipment hire, travel and a contingency for what you can't see yet.
- 4
Write down your assumptions
"Assumes existing wiring is to code" turns a future argument into a pre-agreed change.
- 5
Set a validity date and ask for sign-off
Material prices move. 15 to 30 days is typical; get a signature before you order anything.
What goes into a good estimate
Most estimate disputes come from something that wasn't written down. Cover these and you remove most of them:
- Labor
- Hours or days per task times your rate. Split by trade or phase (demolition, rough-in, finish) so the client sees the effort.
- Materials
- Each material with a quantity and unit price, or an allowance ("Tile allowance: $8/sq ft") when the client hasn't chosen yet.
- Equipment and disposal
- Rentals, skip hire, permits and dump fees. They are easy to forget and come straight out of your margin.
- Contingency
- A line for unknowns behind walls or under floors, typically 5 to 15% on renovations. Say what it covers.
- Exclusions
- What the price does not include: painting after electrical work, moving furniture, structural fixes found on opening up.
- Validity and sign-off
- How long the estimate stands and signature lines so the client authorizes the work before you order materials.
Estimate or quote?
An estimate is your best figure for work that may change once it starts: repairs, renovations, anything behind a wall. A quote is a fixed price for a clearly defined scope. If you can price every item with confidence, the quote generator is the better fit; the invoice vs quote guide explains how each document is used.
Common estimate mistakes
- One lump-sum line (“Bathroom remodel: $9,500”) that invites haggling and hides your costs.
- No expiry date, so a customer accepts a six-month-old price after material costs have risen.
- No exclusions, so the customer assumes making good, painting or cleanup is included.
- Starting work on a verbal yes. A signature or written approval protects both sides.
- Forgetting tax, or not saying whether prices include it.
When the job is done, bill it with the free invoice generator and agree payment terms up front.
Templates by trade
Typical line items, rates and terms for your trade, ready to copy into an estimate or the final invoice:
Frequently asked questions
Is this estimate generator free?
Yes. Write and download as many estimates as you like with no account. Free PDFs carry a small "Made with Invoxa" footer; Pro removes it.
Is an estimate legally binding?
Generally an estimate is an informed guess, not a fixed price, but rules differ by country and some places limit how far a final bill may exceed it without the customer's consent. State clearly that it is an estimate, list your assumptions, and get approval in writing before going over.
How much contingency should I add?
For renovation and repair work, 5 to 15% is common: lower for new builds with clear plans, higher for older properties where you can't see behind walls. Show it as its own line so the client understands it isn't profit.
What if the job costs more than the estimate?
Tell the client as soon as you know, explain why, and get written approval for the extra cost before doing the work. A short revised estimate with a new number keeps a clean paper trail.
Can I switch the title to Quote?
Yes. The Quote / Estimate switch in the editor changes the title, the totals wording and the PDF file name. Use Quote when the price is fixed for the stated scope.
How do I bill the customer after the job?
Save the estimate in a free account and click Convert to invoice when the work is done: the line items carry over, you adjust any changes and send the invoice with the next invoice number.