Contractor Estimate Template
By BRIX Editorial Team · Updated
A contractor estimate template is a fill-in form for pricing a job before work starts. It covers the scope of work, an itemized price, optional add-ons, what's not included, the schedule, deposit and payment terms, how long the price is good for, and a signature line so the customer's approval turns it into a go-ahead.
Key takeaways
- The full template is below, plus a printable version you can type into and save as a PDF.
- Write the scope so a homeowner can picture the finished job. Vague scope is where most disputes start.
- List exclusions and how you'll handle hidden conditions. They protect your margin more than any other line.
- Put an expiration date on it and follow up. Most estimates are won or lost in the follow-up, not the first visit.
The free contractor estimate template
Copy the template into your own document or download the printable version. In the printable file, click any field to type, then print it or save it as a PDF to send.
ESTIMATE
From
Business name: ____________________
Address / phone / email: ____________________
Contractor license #: ____________ (if required)
Estimate details
Estimate #: ________ Date: ________ Valid until: ________
Prepared by: ____________________
Customer and job site
Customer name: ____________________ Phone / email: ____________________
Job address: ____________________ Site visit date: ________
Scope of work
What we will do: ______________________________
Materials / equipment (brand, model, size): ______________________________
What the finished job includes (cleanup, testing, walkthrough): ______________________________
Price breakdown (description · qty · unit price · amount)
Equipment / materials: ________ · ___ · $___ · $_____
Labor: ________ · ___ · $___ · $_____
Other: ________ · ___ · $___ · $_____
Permits / disposal: ________ · ___ · $___ · $_____
Subtotal: $_____ Sales tax (if applicable): $_____
ESTIMATE TOTAL: $_____
Optional add-ons (initial to accept)
Option 1: ________________ $_____ Initials: ____
Option 2: ________________ $_____ Initials: ____
Not included
Exclusions: ______________________________ (e.g. drywall repair, painting, electrical upgrades)
Terms
Estimated start: ________ Estimated duration: ________
Deposit due at approval: $_____ (check your state's deposit limits) Balance due: ________
Changes to this scope require a signed change order before the work is done.
Hidden conditions (rot, code violations, damaged lines found after work starts) will be shown to you and priced on a change order before we proceed.
Warranty: ____ labor; manufacturer warranty on equipment and parts.
This estimate is valid for ___ days from the date above.
Acceptance
By signing, you approve the scope, price and terms above and authorize us to schedule the work.
Customer signature: ____________________ Printed name: ____________ Date: ________
Contractor signature: ____________________ Date: ________
Download the template
What should a contractor estimate include?
A good estimate answers every question a customer will ask before they ask it: what exactly you'll do, what it costs, what isn't included, when you can start, what they pay upfront, and what happens if something changes. Each section of the template does one of those jobs.
| Section | What it does for you |
|---|---|
| Scope of work | Defines the job. If it's not in the scope, it's a change order. Write it in the customer's language, not part numbers. See scope of work. |
| Itemized price | Shows the customer where the money goes and makes it easy to remove an item instead of cutting your whole price. |
| Optional add-ons | Lets the customer buy more without a second visit. Initials on each option make the choice clear. |
| Exclusions | Stops "I thought that was included." The most underused line in trades estimates. |
| Hidden conditions clause | Sets expectations before you open a wall or pull a toilet and find rot. |
| Deposit and payment terms | Covers materials and commits the customer. Some states cap home improvement deposits; see contractor deposit laws. |
| Valid-until date | Protects you from material price changes and gives you a natural reason to follow up. |
| Signature | Turns the estimate into an approval. Many contractors treat a signed estimate as the contract on small jobs. |
Estimates, quotes and bids get used interchangeably, but there are differences in how binding the number is. See estimate vs. quote vs. bid if your customers or local rules treat them differently.
Filled example: heat pump replacement estimate
Here's the template filled out for an HVAC job: replacing a failed 3-ton split system with a heat pump and matching air handler. The prices are illustrative, not market rates.
| Description | Qty | Unit price | Amount |
|---|---|---|---|
| 3-ton heat pump and matching air handler (brand/model listed), with pad and disconnect | 1 | $7,800.00 | $7,800.00 |
| Installation labor: 2 technicians, 1 day; remove old system, set new equipment, start-up and test | 1 | $2,400.00 | $2,400.00 |
| Line set flush, new condensate line, electrical whip, refrigerant and materials | 1 | $650.00 | $650.00 |
| Mechanical permit and inspection | 1 | $150.00 | $150.00 |
| Haul away and recycle old equipment | 1 | $100.00 | $100.00 |
| Estimate total | $11,100.00 | ||
| Option A: smart thermostat, installed (initial to accept) | 1 | $350.00 | $350.00 |
| Option B: 10-year labor warranty (initial to accept) | 1 | $495.00 | $495.00 |
How do estimates differ by trade?
| Trade | Add to the scope or price | Common exclusions to list |
|---|---|---|
| HVAC | Equipment model numbers, tonnage, efficiency rating, thermostat, good-better-best options | Duct changes, electrical upgrades, drywall repair |
| Plumbing | Fixture models, pipe material, shutoff and access plan, permit | Wall and floor repair after access, code upgrades found during work |
| Electrical | Panel size, circuits, device counts, permit and inspection | Utility company fees and scheduling, patching and painting |
| Roofing | Squares, tear-off layers, underlayment, flashing, decking allowance per sheet | Decking over the allowance, gutters, interior damage |
| Remodeling | Allowances for fixtures and finishes, demo, phases, payment schedule | Hidden structural or water damage, owner-supplied materials |
| Landscaping | Square footage, plant list and sizes, material yards, irrigation zones | Grading beyond plan, utility locates delays, plant warranty limits |
| Painting | Rooms or surfaces, coats, prep level, paint brand and sheen | Drywall repair beyond minor patching, lead-safe work if not quoted |
Common estimate mistakes
- A one-line price. "Replace AC: $11,100" makes the customer compare you to the cheapest number they got. Itemize and explain.
- No exclusions. Anything you don't exclude, a customer can argue was included.
- No expiration date. Material prices move. A 30-day window protects you and gives you a reason to call back.
- Pricing at cost on hidden conditions. Say upfront that surprises get a change order at your normal markup. See change order.
- Not following up. Sending the estimate is half the job. Use the estimate follow-up templates.
- Underpricing overhead. Make sure the price covers overhead and profit, not just parts and labor. The job pricing calculator helps.
Frequently asked questions
Is a signed estimate a contract?
Often it works as one on small jobs, because it has a scope, a price and the customer's signature. Whether it's enforceable depends on your state and what the document says. Larger jobs and home improvement work in some states need a formal contract with specific notices.
How long should an estimate be valid?
Thirty days is common for service and replacement work. Use a shorter window when material prices are volatile and a longer one for seasonal work you're booking ahead. Whatever you pick, print the actual expiration date on the estimate.
Should I charge for estimates?
Many service contractors give free replacement estimates but charge a diagnostic or trip fee for repair visits. Some charge for detailed design estimates and credit the fee if the customer hires them. Say which applies before you arrive.
How much deposit can a contractor ask for?
It depends on your state. Some states cap deposits on home improvement contracts, and others leave it to the contract. Check your state's rules before you set a deposit. Our contractor deposit laws page links the state sources.
What's the difference between an estimate and an invoice?
An estimate prices the work before it's done and asks for approval. An invoice bills for work that's finished and asks for payment. A good invoice references the approved estimate number so the customer can see the price didn't change.
Should I show good-better-best options on an estimate?
For replacement work, often yes. Three clear options let the customer choose instead of deciding yes or no on one price. Keep each option's scope distinct and priced in full. See our good-better-best pricing guide.
Related
- Contractor Invoice TemplateFree contractor invoice template you can print or edit: every field explained, a filled plumbing example, trade variations and mistakes that delay pay.
- Estimate Follow-Up Templates (Text and Email)Free estimate follow-up templates: a 30-day sequence of texts, emails and call notes for contractors, with a filled HVAC example and texting consent rules.
- Change Order TemplateFree change order form for contractors: reason, scope, price, running contract total, schedule impact and signatures, with a filled remodel example.
- Estimate vs. Quote vs. Bid: What's the Difference?Estimate, quote, bid and proposal explained for contractors: how binding each is, when to use which, a side-by-side table, and how to word yours.
- What Is a Scope of Work?What a scope of work is, the sections every contractor SOW needs, a filled-in example, and the exclusions that prevent disputes and unpaid extra work.
- What Is Good-Better-Best Pricing?Good-better-best pricing gives customers three options on one estimate. How to build tiers that differ in value, price each to a margin, and present them.
- How to Follow Up on an EstimateA step-by-step estimate follow-up schedule for contractors: when to call, text and email, what to say, how long to keep going, and how to close the loop.
- Job Pricing Calculator for ContractorsPrice any job for profit: enter labor hours, burdened rate, materials, overhead and target profit to get the price to quote, your margin and markup.
- Contractor estimating software that quotes on site and chases every open estimateBuild contractor quotes on site, follow up every open estimate by text and email, and turn won work into jobs, invoices and QuickBooks entries.
- Roofing CalculatorFree roofing calculator: turn a footprint and pitch into roof square footage, squares and shingle bundles, with waste, starter, ridge cap and underlayment.