Estimate Template for Contractors
A contractor estimate lists the scope of work, itemized labor and materials, what is not included, the total price, how long the price is good for, and the deposit and payment terms. Once the client approves it, the estimate becomes the basis for your invoice.
| Section | What goes in it | Why it matters |
|---|---|---|
| Header | Business name, license number, contact details, estimate number and date | Looks professional and makes the document traceable |
| Client and job site | Client name, billing address and the address where the work happens | Avoids mix-ups on multi-property clients |
| Scope of work | A plain description of what you will do, room by room or phase by phase | Prevents scope disputes |
| Line items | Labor and materials with quantity, unit price and line total | Shows how the price was built |
| Exclusions | What is not included, such as permits, drywall repair or paint | Protects you from unpriced extras |
| Validity period | How long the price is good for, such as 30 days | Material prices change |
| Deposit and terms | Deposit amount, payment schedule and accepted payment methods | Covers materials and sets expectations |
| Approval | A place for the client to accept the estimate | Turns the estimate into an agreement |
How to write the scope of work
Describe the job in plain language a homeowner can follow. Name the areas, the materials and the finish level. The more specific the scope, the fewer arguments about what was included.
- Name each area or phase: kitchen demo, rough plumbing, tile, final fixtures
- State materials by type and grade where it affects the price
- Say who supplies what: owner-supplied fixtures, contractor-supplied materials
- List exclusions in the same document, not in a separate email
Itemize labor and materials
Break the price into labor and materials instead of one lump sum. Clients trust a number they can follow, and you can defend each line if they question it. For hourly work show hours and rate. For fixed-price work show the task price.
Add a validity period and a deposit
Material prices move, so say how long the estimate holds, commonly 30 days. For larger jobs ask for a deposit to cover materials and put the amount and schedule on the estimate.
Send it for online approval
A signed or approved estimate is stronger than a verbal yes. With MyInvoice the client opens the estimate on their phone and approves it online, and the approved estimate converts into a project and then an invoice without retyping.
Common questions
What should a contractor estimate include?
Your business details and license number, the client and job site, a clear scope of work, itemized labor and materials, exclusions, the total, a validity period, deposit and payment terms, and a place for approval.
Is an estimate legally binding?
It depends on the wording and your state. Many estimates are non-binding approximations, while a signed quote or contract is binding. If you want the price to hold, say so on the document and have the client approve it. For legal questions, ask an attorney.
How long should an estimate be valid?
Thirty days is common. Shorten it when material prices are volatile and lengthen it for simple labor-only jobs.
Should I charge for estimates?
Many contractors give free estimates for small jobs and charge a fee for detailed bids on large or complex work, often credited toward the job if the client hires you. Say which applies before you start.
Can AI write a contractor estimate?
Yes. Describe the job in a sentence and MyInvoice's AI drafts the scope and line items for you to review and edit before sending.
Send your first estimate today
Build it from a one-line job description, send it for online approval and turn it into an invoice.
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