Contractor estimate template: the parts and a filled-in example
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Short answer
A contractor estimate template has a header with your business details, an estimate number and date, the customer and job address, a scope, itemized lines, subtotal, discount, tax and total, a validity period, terms and an acceptance line. Fill the lines from quantities and rates, then check your margin before sending.
A template saves time only if it carries the right parts. This page shows what a contractor estimate needs, then fills one in with real numbers so you can see how the subtotal, discount, tax and total fit together. Copy the structure into your own tool. For the reasoning behind each part, read how to write a contractor estimate.
What parts does an estimate template need?
| Part | What to write |
|---|---|
| Header | Business name, contact details and logo |
| Number and date | A number and an issue date you can refer to later |
| Customer and job | Customer name and the address where the work happens |
| Scope | What you will do, where, and what is not included |
| Line items | Description, quantity, unit and unit price for each line, grouped in sections |
| Totals | Subtotal, discount on its own line, tax and the total |
| Validity | The date until which the price holds |
| Terms | Start date, duration, deposit and payment, how changes are priced |
| Acceptance | A line or a reply the customer uses to accept in writing |
Keep the scope and the prices on the same document, so the description and the price cannot drift apart.
What does a filled-in estimate look like?
A kitchen backsplash and faucet replacement. The rates, the 5% discount and the 8% tax rate are examples, not benchmarks. Scope: remove the old backsplash and dispose of it, tile 6.5 m2 of wall, supply and fit one faucet. Not included: moving pipes or electrical work.
| Line | Calculation | Amount |
|---|---|---|
| Demolition and disposal | 1 lot | 180.00 |
| Tile, 6.5 m2 | 6.5 x 48.00 | 312.00 |
| Adhesive, grout and trims | 1 lot | 95.00 |
| Tiling labor | 12 hours x 60.00 | 720.00 |
| Faucet supplied | 1 x 160.00 | 160.00 |
| Faucet fitting labor | 2 hours x 60.00 | 120.00 |
| Subtotal | sum of the six lines | 1,587.00 |
| Discount | 5% of 1,587.00 | -79.35 |
| Net price | 1,587.00 - 79.35 | 1,507.65 |
| Tax added on top | 8% of 1,507.65 | 120.61 |
| Total | 1,507.65 + 120.61 | 1,628.26 |
Each amount can be traced to a quantity and a rate, and the discount sits on its own line. The customer sees a total of 1,628.26.
Is the price high enough? A margin check
Now look at your side, which the customer never sees. Say the tile costs you 255, the setting materials 70, the faucet 118 and disposal 40, and 14 hours of labor cost you 532 at 38 an hour. Your cost is 1,015.
The net price is 1,507.65, so the profit is 492.65. That is a margin of 32.7% and a markup of 48.5%. If your overhead needs a 35% margin, you would raise the price before sending. Read markup vs margin for the formulas and conversion tables.
Which terms can I copy and adapt?
- This estimate is valid for 21 days from the date above.
- The price covers the work listed. Anything else is quoted separately and agreed in writing before it starts.
- Payment: 30% deposit on acceptance, balance within 14 days of the final invoice, by bank transfer.
- Work starts within two weeks of acceptance and takes about three days, subject to delivery of materials.
- Hidden damage found when the old backsplash is removed is priced separately and agreed in writing before repair.
These lines are sample wording, not legal advice. Terms, deposit limits and mandatory wording differ by country and trade, so adapt them to your business and your local rules.
What happens after the customer accepts?
Keep the customer's written reply with the job records and set the estimate to accepted. Bill from the same numbers: estimate vs invoice shows how the totals carry over, and deposit and progress payment invoices shows how to bill a job in stages. If the scope changes, use a change order.
Which mistakes should I avoid?
- Copying an old estimate and leaving the previous customer's details in it
- Hiding the discount inside the unit prices
- Leaving the validity period off, so an old price can come back months later
- Listing materials but not delivery, disposal or permits
- Putting your cost and margin on the customer's copy
Estimate templates in SiteReporta
SiteReporta builds this document for you. You add items from your own catalog of labor and materials, group them into sections, apply a discount and tax added on top or included in your prices, and export a PDF on A4 or US Letter with your logo. Cost, profit, margin and markup are shown to you only and never appear on the customer's PDF. The free version includes 3 estimates and 15 catalog items.
Frequently asked questions
Is there a free contractor estimate template?
The table on this page gives the parts to copy into a spreadsheet or document. SiteReporta also lets you build and export estimates as PDFs, and the free version includes 3 estimates.
What should an estimate include at a minimum?
Your business details, a number and date, the customer and job address, a scope with exclusions, itemized lines with quantities and prices, tax and the total, a validity period and your payment terms.
Should I use a spreadsheet or an app for estimates?
Either works if you keep a consistent structure and a catalog of your usual rates. An app saves retyping and keeps totals, tax and margin consistent from one job to the next.
How do I price labor on an estimate?
Estimate the hours, multiply by an hourly rate that covers wages and the taxes, insurance and benefits you pay on top, and keep your own hours in the count. The job costs guide explains how to compare the plan with the actual hours.
Should the template show my profit margin?
No. The customer copy shows prices. Keep cost, profit, margin and markup for your own check before sending.
Sources
Official sources for the rules and figures mentioned in this guide. Rules change and differ by place, so check the current text and your local rules.
- FTC Consumer Advice: How to avoid a home improvement scam (what a written estimate should include)
- Consumer Rights Act 2015, section 51 (UK): price for a service when none is agreed
- New Zealand Consumer Protection: Quotes and estimates
General guidance, not legal, tax or accounting advice. Rules differ by country and trade.