Contractor estimate template.
A good contractor estimate prevents the argument before it happens. This template separates labour, materials and allowances, and leaves room for what’s excluded and how long the price holds.
No sign-up. Works on any phone. Download as PDF.
Your business
Customer
Details
Items
Adjustments
Tax applies only to items with Taxable switched on.
Notes
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A worked example.
Build 12×16 ft pressure-treated deck, ground level, with one 3-step stair.
JobBuild 12×16 ft pressure-treated deck, ground level, with one 3-step stair
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Layout, footings (9 concrete piers), framing 18 hr × $85.00 | 18 hr | $85.00 | $1,530.00 |
| Decking, fascia and stair install 14 hr × $85.00 | 14 hr | $85.00 | $1,190.00 |
| Framing lumber, hangers, fasteners, concrete 1 lot × $1,850.00 | 1 lot | $1,850.00 | $1,850.00 |
| Decking boards (192 sq ft + 10% waste) 212 sq ft × $4.50 | 212 sq ft | $4.50 | $954.00 |
| Allowance: railing system (final price per customer selection) 1 ea × $1,400.00 | 1 ea | $1,400.00 | $1,400.00 |
| Permit fee (pass-through, at cost) 1 ea × $250.00 | 1 ea | $250.00 | $250.00 |
| Subtotal | $7,174.00 |
| Total | $7,174.00 |
NotesValid 30 days. Excludes: removal of existing structure, electrical, staining/sealing. Allowance items are adjusted to actual cost after selection. Price assumes normal soil; rock or buried debris at footing locations billed as a change order.
Illustrative prices; use your own rates. Totals are calculated by the same code as the generator.
How the numbers add up
- Labour is split by phase, so the customer can see where the time goes and you can compare against actual hours afterwards.
- Decking area: 12 × 16 = 192 sq ft, plus 10% for cuts and waste = about 212 sq ft.
- The railing is an allowance because the customer hasn’t chosen it yet. The note says the price will be trued up after they choose.
- Exclusions are written out. "Doesn’t include staining" in writing is worth more than any amount of explaining later.
The parts of a contractor estimate
- Scope of work: what you’ll build or repair, in plain words.
- Labour, by phase or by task.
- Materials, itemised or grouped by system.
- Allowances for items the customer still has to choose.
- Exclusions: what is not included.
- Validity period, payment schedule and deposit.
- How changes are handled: written change orders.
Allowances vs. fixed prices
When the customer hasn’t chosen a fixture, tile or railing yet, put in an allowance: a placeholder amount that’s adjusted to the actual cost later. Label it clearly. If an allowance looks like a fixed price, it causes surprises at the final invoice.
Why write exclusions
Most estimate disputes are about what the customer assumed was included. Listing exclusions (haul-away, permits, finishing, electrical, repairs to hidden damage) costs you one line each and saves the conversation later.
Questions and answers.
How long should a contractor estimate be valid?
30 days is a common choice. Material prices move, so a validity period protects you if the customer comes back months later. Write the date it expires on the estimate.
Should I charge for estimates?
Many contractors give simple estimates free and charge for detailed design or engineering work, sometimes crediting the fee if the customer hires them. Say on your website or at booking which you do.
What’s the difference between an estimate and a bid?
In everyday use, an estimate is your expected price and may change if the scope changes. A bid is a firm price for a defined scope, often in competition with other contractors. Say on the document which one it is.
Can the customer sign the estimate?
Print the PDF for a wet signature today. Capturing the customer’s signature on your phone is part of the NailQuote iPhone app.
Be first on iPhone.
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