An estimate, also known as a cost estimate or a quotation, is a document that outlines the estimated cost of a project or job. It serves as a guide for both the contractor and the client, outlining the scope of work, materials, and labor needed to complete the project.
In the absence of a written estimate, misunderstandings and disagreements about the cost of a project can arise, leading to potential legal issues. A contractor estimate template is a useful tool for both parties to clearly define the parameters of a project and ensure that the work is completed to the client’s satisfaction. It also provides evidence of the agreement if it becomes necessary to go to court in the future for any legal relief.
Table of Contents
Estimate Templates
Estimate Templates are practical tools used in various industries to provide clients or customers with an estimated cost or price for products, services, projects, or tasks. These templates serve as a standardized format for creating detailed and consistent estimates, ensuring clear communication and transparency between the provider and the recipient of the estimate.
Estimate Templates can be customized to suit different industries, such as construction, remodeling, consulting, landscaping, or any other business that requires cost estimates. They can be designed as digital spreadsheets, printable documents, or integrated into project management or accounting software. By utilizing Estimate Templates, businesses can provide accurate and detailed cost estimates, facilitate informed decision-making by clients, and establish clear expectations regarding the pricing and scope of the project or service. These templates serve as a valuable tool for managing client relationships, ensuring transparency, and streamlining the estimation process.
What should be included in an estimate?

An estimate should include the following information:
Description of work: A detailed description of the work to be done, including the scope of the project and any specific requirements or specifications.
Materials and equipment: A list of the materials and equipment needed for the project, including quantities and costs.
Labor: A breakdown of labor costs, including the number of hours or days required and the hourly rate or daily rate.
Total cost: The total cost of the project, including all labor, materials, and equipment costs.
Payment terms: The payment terms, including the deposit amount, payment schedule, and any financing options available.
Warranty and guarantee: Any warranty or guarantee offered on the work done.
Lead time: The lead time for delivery of goods or services.
Contact information: Your contact information, including your company name, address, phone number, and email address.
Disclaimer: A disclaimer that states that the estimate is subject to change based on any additional work or changes requested by the client.
Signature: A signature line for both the client and the provider
Date: A date for the estimate, to show the validity of the estimate and the prices.
The Purpose of the Estimate Template
An estimate template serves several purposes:
It outlines the scope of work
The template outlines the specific details of the project, including the materials and labor required to complete the job. This helps to ensure that both the contractor and the client have a clear understanding of the work that will be done.
It provides an estimated cost
The template includes an estimated cost for the project, including the cost of materials, labor, and any other expenses. This helps the client to plan their budget and make an informed decision about whether or not to proceed with the project.
It serves as a basis for negotiation
The template can be used as a basis for negotiation between the contractor and the client. If the client feels that the estimate is too high, they can discuss the project with the contractor and negotiate a lower price.
It helps to avoid misunderstandings and disputes
A clear and detailed estimate template can help to avoid misunderstandings and disputes between the contractor and the client. It ensures that both parties have a clear understanding of the work that will be done and the cost of the project.
It serves as a legal document
An estimate template can serve as a legal document if it becomes necessary to go to court in the future for any legal relief. It provides evidence of the agreement between the contractor and the client, outlining the scope of work, materials, and labor needed to complete the project.
When to use the estimate form?
An estimate form should be used when:
A client is planning to hire a contractor for a project: The estimate form can be used to outline the scope of work, materials, and labor required for the project, and to provide an estimated cost.
The client needs to budget for the project: By providing an estimated cost, the estimate form can help the client to plan their budget and make an informed decision about whether or not to proceed with the project.
The client wants to compare prices from different contractors: By having multiple estimates, the client can compare the prices and the scope of work, and make an informed decision about which contractor to hire.
The client wants to ensure that the project is completed according to the agreed-upon scope and cost: By outlining the scope of work and the estimated cost, the estimate form can help to ensure that the project is completed according to the agreed-upon scope and cost.
The client wants to avoid misunderstandings and disputes: By providing a clear and detailed estimate, the estimate form can help to avoid misunderstandings and disputes between the contractor and the client.
The client wants a legal document to prove the agreement: The estimate form can serve as a legal document if it becomes necessary to go to court in the future for any legal relief, it provides evidence of the agreement between the contractor and the client, outlining the scope of work, materials, and labor needed to complete the project.
The client wants to track progress of the project: The estimate form can be used to track the progress of the project. By comparing the estimated cost and the actual cost, the client can monitor the progress of the project and identify any potential issues.
The client wants to manage expectations: The estimate form helps to manage the expectations of both the contractor and the client. By outlining the scope of work and the estimated cost of the project, it ensures that both parties are on the same page and that there are no surprises.
The client wants to make changes or additions to the project: The estimate form can be used to make changes or additions to the project. It can be used as a basis for negotiation between the contractor and the client and it can be used to track the progress of the project.
The client needs to invoice or track payments: The estimate form can be used as the basis for invoicing. It can be used to bill the client for the work that has been completed and it can be used to track the payments that have been made.
What are some examples of estimate templates?
Estimate templates are pre-designed documents that can be used to quickly and easily create an estimate for a project or job. Examples of estimate templates include:
Construction estimate template – used for construction projects and includes sections for materials, labor, and equipment.
Service estimate template – used for service-based businesses and includes sections for labor and materials.
Event planning estimate template – used for planning events such as weddings or conferences and includes sections for catering, venue rental, and entertainment.
Website design estimate template – used for website design projects and includes sections for design, development, and testing.
Graphic design estimate template – used for graphic design projects and includes sections for design, revisions, and file preparation.
Landscaping estimate template – used for landscaping projects and includes sections for materials, labor, and equipment.
Cleaning estimate template – used for cleaning services and includes sections for labor, supplies, and equipment.
Painting estimate template – used for painting projects and includes sections for labor, materials, and any necessary equipment.
Photography estimate template – used for photography services and includes sections for time, equipment, and editing.
HVAC estimate template – used for heating, ventilation, and air conditioning projects and includes sections for equipment, labor, and materials.
Home renovation estimate template – used for home renovation projects and includes sections for labor, materials, and equipment.
IT services estimate template – used for IT services and includes sections for labor, materials, and equipment.
Moving estimate template – used for moving services and includes sections for labor, materials, and equipment.
Some tips for creating estimates
Be detailed and specific
Make sure to include all necessary details and specifications in your estimate to avoid confusion or misunderstandings.
Break down costs
Break down costs into specific categories such as labor, materials, and equipment to make it easy for the client to understand.
Be transparent
Be transparent about your costs and any potential additional costs that may arise during the project.
Be realistic
Make sure your estimates are realistic and based on current market prices and your own costs.
Be flexible
Be willing to make changes and adjustments to your estimate as needed to meet the client’s needs and budget.
Use software
Use estimate software or templates to help streamline the process and ensure accuracy.
Include a disclaimer
Include a disclaimer that states that the estimate is subject to change based on any additional work or changes requested by the client.
Include lead time
Include lead time for the delivery of goods or services in your estimate.
Include contact information
Include your contact information, so the client can reach out to you with any questions or concerns.
Review and revise
Review and revise your estimates regularly to ensure they are accurate and up-to-date.
FAQs
How do I create an estimate template?
To create an estimate template, open a spreadsheet program and structure sections for client details, estimate number, date, line items covering work descriptions, quantity counts, unit costs, ext. costs per line, labor/materials subtotals, taxes, discounts offered, total project price summary, terms and validator signatures.
How do you create an estimation document?
When creating a project estimate document, list background details like client name and project location, provide numbered itemization of all scope components with extended quantitative descriptions, research and build a rates table for materials, labor and equipment, tally total costs directly in aligned columns, summarize total quote.
Does Excel have an estimate template?
Yes, Excel contains free estimate templates to download preformatted with columns organized into headers like item details, quantities, unit costs, line subtotals, summary of pretax totals, applicable taxes, shipping, discounts, grand total quote, customer fields, and signature areas to validate estimates created.
How do you write an estimate?
To write an estimate, create section headers for client, project name, location, estimate number, date, line items numbered, associated itemized work/parts descriptions, desired quantities, per unit price rates researched, line subtotals in aligned columns, pretax summarizations, tax and total quotations.
Does Google have a estimate template?
Yes, Google Sheets features ready-made estimate templates including premade calculators to auto-tally pricing details into summaries as line subtotals get built. Cells link formulas that update totals instantly as quantities and rates figures populate. Quickly customize details with your own rate tables.
Is there a free app for writing estimates?
Free mobile apps like Estimates, JobProgress, PlanGrid, and BuilderSuite Estimate offer intuitive templates to assemble project estimates including custom and pre-built line items libraries. Several integrate other functions like scheduling, job costing, bidding, invoices and change order work all syncing crucial data.