Estimate template: a free printable job estimate form and log

The short answer: An estimate template is a ready-made form you fill out to tell a customer what a job will likely cost before you start: the work, the materials, the labor, the price and how long the quote is good for. Our free printable estimate template gives you a one-page estimate with 12 line items, a totals box with discount, tax and deposit, and a customer acceptance line, plus an estimate log on page two.

It's made for contractors, cleaners, handymen, landscapers, photographers, bakers, makers and anyone who quotes a price before doing the work.

What's included in the Business Income & Expense Tracker

• Start Here guide
• Income & expense log with category dropdown
• Income / expense type fills in automatically
• Monthly profit & loss
• Mileage log with deduction estimate
• Tax set-aside estimate each month
• Year & month totals by category
• Dashboard + chart

Spreadsheet (Excel + Google Sheets), $7.99. Instant download; nothing is shipped. See every page on the product page.

Who it's for

• Contractors, painters and handymen quoting repair and remodel jobs.
• Cleaners and landscapers pricing recurring or one-time visits.
• Photographers, bakers and event pros quoting packages before a booking.
• Makers and custom-order shops pricing commissions before buying materials.
• Side hustlers who want to look professional without paying for software.

How to write an estimate, step by step

1. Number the estimate. Use a sequence like E-2026-001 and never reuse a number.
2. Date it and set a valid-until date. Thirty days is common, since material prices change.
3. Fill in both boxes. Your business details on the left, the customer's name and job address on the right.
4. Describe the scope of work. Write what you'll do in plain words, including what's not included.
5. Itemize labor and materials. One line each, with a quantity, unit and rate.
6. Add it up. Subtotal, discount, sales tax if it applies, estimated total and deposit.
7. Write the terms, send it and log it. Add payment and change terms, ask the customer to sign, and record it on page 2.

Why use a written estimate

A written estimate sets expectations before any work begins. The customer sees exactly what's included, what it costs and what isn't covered. You get a clear record of what you promised. When the job is done, the invoice should match the estimate, or explain any change the customer already approved.

Written estimates also keep your records clean. The IRS notes that business transactions create supporting documents such as sales slips, invoices and receipts, and that you should keep them because they back up the income and expenses on your tax return. An estimate, the signed acceptance and the final invoice together tell the whole story of a job.

Small businesses use estimates to:

1. Win the job. A clear, professional quote builds trust faster than a number sent by text.
2. Avoid scope creep. Anything not listed on the estimate is extra and needs a new approval.
3. Collect a deposit. The deposit line makes it easy to ask for money up front for materials.
4. Price consistently. Your past estimates show what you charged for similar jobs.

What's on the free printable estimate template

The PDF has two US Letter pages. Print page 1 for each job and page 2 to keep every quote in one place.

How to write an estimate, step by step

1. Number the estimate. Use a simple sequence like E-2026-001, and never reuse a number.
2. Date it and set a valid-until date. Thirty days is common. Material prices change, so a quote shouldn't stay open forever.
3. Fill in both boxes. Your business name and contact go on the left, and the customer's name and job address go on the right.
4. Describe the scope of work. Write what you'll do in plain words, like "paint two bedrooms, walls and trim, two coats."
5. Itemize labor and materials. Put each piece on its own line with a quantity, a unit (hours, square feet, each) and a rate.
6. Add it up. Total the lines, subtract any discount, add sales tax if it applies, and note the deposit.
7. Write the terms. Say when payment is due, what isn't included and how changes are handled.
8. Send it and log it. Give the customer a copy, ask them to sign if they accept, and add the estimate to page 2.

A worked estimate example

These figures are an EXAMPLE only, made up to show how the totals work. They aren't real rates or a quote.

What this EXAMPLE shows: a painter quotes estimate E-2026-031, valid for 30 days. The customer signs, pays the $201 deposit for materials, and the painter writes "accepted" in the log. When the job is done, the invoice shows $804.00 minus the $201 deposit, so $603 is due. Sales tax is left off here because whether it applies to labor or materials depends on your state.

Estimate vs. quote vs. bid vs. invoice

People use these words loosely, but they usually mean different things.

When the job is approved and done, bill it with our free invoice template, and give a receipt when you're paid. If you're the one buying supplies for the job, a purchase order puts your order in writing.

The estimate log: from sent to signed

Page 2 keeps every quote on one sheet, so you can see what's still open. Each row moves through a few checkpoints:

1. Sent: the date and amount of the estimate.
2. Valid until: when the price expires.
3. Followed up: the date you checked in with the customer.
4. Accepted: yes or no, and why if they said no.
5. Invoice #: the invoice number once the job is billed.

Look at the log once a week. Open estimates near their valid-until date get a friendly follow-up. Over a few months, the log also shows your win rate and which kinds of jobs say yes most often.

How to price an estimate so it covers your costs

A good estimate covers more than materials. Before you set a rate, list:

1. Direct costs: materials, supplies, rentals and any subcontractors.
2. Your time: hours on site plus travel, setup and cleanup.
3. Overhead: a share of insurance, software, vehicle costs and tools. For more on this topic, see our printable business templates.
4. Profit: the amount left after costs, so the business can grow.
5. A cushion: a small contingency for surprises, stated in your terms.

Cash timing matters, too. The SBA explains that businesses often use either the accrual or cash method to record transactions, and either way a deposit on accepted estimates helps you pay for materials before the customer's final payment arrives. Ask a tax professional which method fits your business.

Common estimate mistakes

1. Leaving out the valid-until date, so a customer expects last year's price.
2. Lumping everything into one line. Itemized estimates are easier to trust and to adjust.
3. Vague scope. "Fix the deck" invites arguments. "Replace 6 deck boards and re-stain" doesn't.
4. No change rule. Write that any extra work is approved in writing first, with its own price.
5. Forgetting the deposit. Ask for one on large or custom jobs, especially when you buy materials.
6. Not following up. Many estimates are lost simply because no one checked back.

When a spreadsheet makes more sense

Paper estimates work well when you quote a few jobs a month. When you want to see what each job actually earned, a spreadsheet does the math for you. The Business Income & Expense Tracker ($7.99) works in Excel and Google Sheets. Log each deposit and final payment as income and each material purchase as an expense, and it shows monthly profit and category totals for tax time. If customers or suppliers pay on a schedule, the Bill Tracker Spreadsheet ($4.99) keeps due dates in view.

For planning the whole business month, see our business budget template and our small business expense tracker guide.