Quotewell1. Visit the job and measure
Price from what you saw and measured, not from a phone description. Write down the sizes, quantities and anything that could change the work: access, old wiring, rot, stairs. Photos help you and the customer remember what was agreed.
2. Write the scope of work
Describe what you will do, room by room or task by task, in words the customer would use. Sources on estimates all put the scope first because the price only means something against it (FreshBooks, Projul).
3. Separate labor, materials and other costs
List labor (hours or a flat price), materials (with quantities) and other costs such as permits, disposal or a trip charge as separate lines. Customers can follow it, and you can see where a job lost money afterwards.
4. Say what is not included
Inclusions and exclusions are one of the most common items in what-to-include lists (Let's Build, Housecall Pro). "Painting and drywall repair not included" costs you one line and saves an argument.
5. Add markup, discount, tax and deposit
Decide how you cover overhead and profit: a percentage line, or built into your rates. Tax rules differ by place and by what you sell, so apply tax only to the lines your area taxes. If you take a deposit, show the amount and the balance due.
6. Set dates and payment terms
Put the date, a valid-until date, when you can start and how long it should take, and how and when the balance is due. These are standard parts of an estimate in the sources linked on this page.
7. Get it signed
Add customer and contractor signature and date lines, or ask for approval in writing. Some places require a written contract for home improvement work above a set amount. In California, the licensing board says that is over $500 in combined labor and materials, and the contract must be signed by all parties (CSLB). Check your own rules.
8. Put changes in writing
If the customer adds work or you find something unexpected, agree the extra cost in writing before you do the work. Keep it simple: what changed, the price, the new total, and a date.
A worked example (made-up numbers)
Here is what steps 3 and 5 look like on a general contractor job, with a 10% markup, tax on the materials only and a 30% deposit. Every figure is worked out in cents by the same engine as the tool.
| Line | Quantity | Rate | Amount |
|---|---|---|---|
| Demolition and haul-away | 1 job | $1,200.00 | $1,200.00 |
| Carpentry labor | 24 hr | $55.00 | $1,320.00 |
| Lumber and fasteners | 1 lot | $380.00 | $380.00 |
| Finish materials | 1 lot | $1,450.00 | $1,450.00 |
| Permits and inspections (if needed) | 1 ea | $150.00 | $150.00 |
| Subtotal | $4,500.00 | ||
| Overhead and profit (10%) | $450.00 | ||
| Sales tax (6%, on the taxable lines) | $120.78 | ||
| Total | $5,070.78 | ||
| Deposit to start (30%) | $1,521.23 | ||
| Balance on completion | $3,549.55 | ||
Want to make one like it? Open the contractor estimate template, or pick your trade from the home page.
Sources
- FreshBooks: Quote, estimate, bid or proposal? The differences explained
- Projul: Quote vs estimate in construction
- Let's Build: Estimate, quote, bid, proposal, what's the difference?
- Housecall Pro: Free handyman quote template
- California Contractors State License Board: What is a contract?
Supplies for printing
The estimate maker is free. If you price jobs on site, these are the usual tools and supplies:
- Carbonless estimate form books on Amazon
- Laser distance measurer on Amazon
- 25 ft tape measure on Amazon
- Clipboard with storage case on Amazon
As an Amazon Associate I earn from qualifying purchases.
Related free tools
- Contractor invoice template: invoice the job once the work is done.
- Punch list with photos: list and photograph the finishing touches before you bill.
- Price list maker: print a menu of your standard services and prices.
Frequently asked questions
How long should an estimate be valid?
That is your decision. Material prices and your schedule change, so most estimates carry a valid-until date. Quotewell defaults to 30 days and lets you change it or remove it.
Do I need a signature on an estimate?
Not always, but a signature or an approval message gives you a record of what the customer agreed to. Some places require a written, signed contract for larger home improvement work (see the California example below).
What if the job changes after the customer approves?
Agree the change in writing before doing the extra work, with its price. Some jurisdictions require this: California's licensing board says changes to a home improvement contract must be in writing and signed by all parties.
More estimate templates
Last updated · Written by the Rooh Sites team. Prices in the example are made up.