How to write an estimate that wins the job
- Describe the scope in the client's words. "Replace 40 ft of galvanized supply line with PEX" is clearer than "repipe". Each line should be something the client can picture.
- Split labor, materials and fees. Separate lines make the price easier to accept and easier to change if the client drops part of the job.
- Say what's not included. Patching paint, haul-away, permits: if it's out of scope, write it in Notes. Most disputes start with an assumption nobody wrote down.
- Set a valid-until date and a deposit. Material prices move. A date protects you, and a deposit turns a "yes" into a booking.
- Send it while you're still on site if you can. The fastest estimate is often the one that gets signed.
Every trade has its own lines and its own exclusions. See filled-in examples for plumbing, roofing, painting, HVAC and four more trades.
For a longer walk-through with a worked example, read how to write an estimate.
After the client says yes
Change the document type to invoice when the work is done, and to receipt once you're paid. In the TapBill iPhone app, the client signs the estimate on your screen and one tap turns it into the invoice, with every line carried over.
Frequently asked questions
What should be included in an estimate?
Your business and the client, a clear scope of work broken into line items, the total with tax, how long the price is valid, what is not included, and the deposit or payment terms.
Is an estimate the same as a quote?
People use both words. Many contractors treat an estimate as an approximate price and a quote as a fixed one. Say on the document which it is, so nobody is surprised.
How long should an estimate be valid?
Long enough for the client to decide, short enough that material prices don't move under you. 14 to 30 days is common.