Estimate template
An estimate tells the customer what the job should cost before you start. This template prints a valid-until date instead of a due date, states that it is not an invoice, and records the scope of work and what is not included.
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What this template includes
- Your business name, address and contact details
- Customer name and address
- Document number and issue date
- Project
- Scope of work
- Not included
- Line items with qty, rate and amount, grouped as labor, materials
- Tax, discounts, amount paid and balance due
Estimate or quote?
An estimate is your reasoned forecast of the cost and can change if the job turns out different; a quote is a fixed price for a set period. If hidden problems are likely, an estimate with a clear list of exclusions protects both sides.
From estimate to invoice
When the customer accepts, change the document type to invoice, update the number and dates, and adjust any lines that changed. The lines, customer and details carry over.
Questions
How long should an estimate be valid?
Thirty days is common, shorter when material prices move quickly. The valid-until date prints at the top so the customer can see when the price expires.
Can an estimate be exceeded?
Some places limit how far a final bill can exceed a written estimate without the customer agreeing, particularly for auto repair. Ask before going over and record the approval.
Should I charge for writing an estimate?
Many trades estimate for free, while others charge a fee that is credited against the job. If you charge, invoice the fee separately and say in the terms that it will be deducted.