Free Estimate Template
Give clients a clear cost estimate: break down the work and prices, add tax, and download a polished PDF. Turn it into an invoice when approved. Free, no signup.
Your business
Bill to
Invoice details
Items
Tax & totals
Notes & payment
Style
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This page is set up for estimate — adjust anything you need.
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What to include on a estimate
- “Estimate”, a number and the date
- Your business and the client
- The work or items with estimated costs
- Subtotal, tax and the estimated total
- Validity period and terms (estimates can change)
Estimate, quote or invoice — which one you actually need
These three documents get confused constantly, and sending the wrong one costs you money. An estimate is your best approximation of what a job will cost, given before the work — it’s not binding and can change if the scope does. A quote is a firm price you commit to for a defined scope, usually valid for a set period. An invoice comes after (or at defined milestones) and demands payment. If a customer is still deciding, send an estimate or quote; once they say yes and you deliver, the estimate becomes the basis for the invoice. Labeling the document correctly protects you: an “estimate” that a client treats as a locked price is a dispute waiting to happen.
What a winning estimate includes
A good estimate does two jobs — it prices the work and it sells it. Include:
- A clear “Estimate” label, a number, and the date prepared
- Your business details and the client’s details
- An itemized breakdown of labor, materials and other costs — not one lump sum
- The estimated total, and whether tax is included
- A validity period (“valid for 30 days”) so old estimates don’t bind you to old prices
- What’s included and — just as important — what’s excluded, to prevent scope creep
- A note on how the estimate becomes an order (deposit, signature, or written approval)
From estimate to paid invoice
- Itemize rather than lump-sum: clients approve estimates they can understand line by line, and it sets up the invoice
- State assumptions (“assumes drywall is sound”) so genuine surprises can be re-quoted without a fight
- Take a deposit on approval for anything material-heavy — the estimate should say so
- When the job’s done, carry the approved lines straight onto the invoice; note any approved changes separately
- If the final differs from the estimate, show why — an unexplained jump from estimate to invoice is the #1 cause of disputes
FAQ
- Is an estimate legally binding?
- No — an estimate is an approximate cost given in good faith and can change. The final invoice reflects the actual amount.
- What is the difference between an estimate and a quote?
- An estimate is an educated approximation that can change if the work does; a quote is a fixed price you commit to for a defined scope, usually for a limited time. Use an estimate when the final cost genuinely depends on what you find; use a quote when you can price the job firmly.
- Is an estimate legally binding?
- Generally no — an estimate is a good-faith approximation, not a contract, which is exactly why you label it “estimate” and add a validity period. It becomes binding only if the client accepts it as a fixed price or your local rules say otherwise. To lock a price, send a quote instead.
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New to invoicing? Read how to make an invoice.