- A clear estimate lists the work in plain words, the price for each part, what is not included, how long the price is good for and the deposit.
- Give the estimate the same day if you can. The first clear price often wins the job.
- Check your state's rules on deposits. California, for one, caps home improvement down payments.
How to use this estimate template
Fill in the form from the top and watch the estimate build under it. The green card shows the total and the deposit.
- Your business. Name, address, phone, email and license number. Saved in your browser, and shared with the invoice generator, so you type them once.
- Customer and job. Who it is for, the job address and a short job name.
- Number and dates. The "good until" date fills in 30 days out. Shorten it if your material prices move fast.
- Line items. One line per part of the job, in words the customer understands.
- Tax, discount and deposit. The deposit is a percentage of the total. Leave it at 0 if you do not take one.
- Notes and terms. What is included, what is not, and when work starts.
- Print or save as PDF. The estimate prints on its own, with a line for the customer's signature and date.
What a contractor estimate should include
| Part | Why it matters |
|---|---|
| Your business details and license number | Who is offering the work, and proof you can do it |
| Estimate number and date | So you can find it again when they call back in three weeks |
| Good until date | Protects you when material prices change |
| Customer and job address | Ties the price to a specific job |
| Scope in plain words, line by line | The single biggest thing that prevents disputes later |
| What is not included | Permits, hauling, patching, painting: say it if it is not in the price |
| Tax, total and deposit | No surprises on the number that matters |
| Terms and a signature line | Turns the estimate into an agreement once signed |
An estimate is a price for the work as described. If the work changes, write a change order and get it approved before you do the extra work, then carry it onto the invoice as its own line.
Estimate, quote, bid or proposal: what is the difference
Contractors and customers use these words loosely, and in most cases that is fine. Where it matters is in what the customer expects the final bill to be.
| Word | What customers usually expect |
|---|---|
| Estimate | A close price; the final bill may move if the job changes |
| Quote | A fixed price for the work described |
| Bid | A price offered against other contractors, often for a larger job |
| Proposal | A price plus scope, options and terms, often with good, better and best choices |
Whichever word you use, say plainly on the document whether the price is fixed, and what would change it. Rules on written contracts for home improvement work vary by state. In California, for example, the CSLB says a written contract is required for home improvement projects over $500, and changes to it must be in writing too (CSLB). An estimate alone may not be enough.
What to put in an estimate, trade by trade
The most useful lines on an estimate are often the ones that say what is not included. A few patterns from common trades:
| Trade | Price it by | Say plainly what is not included |
|---|---|---|
| Roofing | The square (100 sq ft), plus tear-off layers, flashing and vents | Rotted decking beyond a set number of sheets, gutters, permits if separate |
| Painting | Room or area, or labor plus paint | Drywall repair beyond small patches, moving heavy furniture, ceilings or trim if left out |
| Landscaping | Area, plants and materials by the unit | Irrigation changes, haul-away of existing material, plant replacement after the warranty window |
| Plumbing | Flat rate per task | Opening and patching walls, code upgrades found during the work |
| HVAC | Equipment plus install, with options | Ductwork changes, electrical upgrades, permit fees if billed separately |
| Remodeling | Phase or room, with allowances for finishes | Changes to the plan, finishes above the allowance, hidden damage |
Allowances are a fair way to price what the customer has not chosen yet, like tile or fixtures: put a dollar amount on the estimate and say that the price goes up or down with the choice. Good, better and best options work the same way, with each option as its own set of lines.
How much deposit to ask for
A deposit covers your materials and holds a spot on your schedule. How much depends on the job size, how much material you buy up front and what is normal in your area. The generator works out the deposit from the percentage you enter.
Some states cap deposits on home improvement work. California's Contractors State License Board, for example, says the down payment on a home improvement contract cannot be more than $1,000 or 10% of the contract price, whichever is less (CSLB). Check your own state's licensing board before you set your standard deposit.
Making an estimate easy to say yes to
- Send it fast. The same day, ideally from the driveway. Customers who are collecting prices often go with the first clear one.
- Offer options. Good, better and best gives the customer a choice between your prices instead of between you and the next contractor.
- Follow up. Many estimates are not turned down, they are forgotten. A short follow-up after two or three days is normal and welcome.
- Make it easy to accept. A signature line works on paper. A tap-to-sign link with a deposit button works faster.
Koira's free Office plan sends estimates customers can sign and pay a deposit on from their phone, with options, and follows up on its own when an estimate goes quiet. See how estimates work in Koira, or start free from the green card above.
When the job is done, the invoice generator uses the same business details. Check your price with the profit margin calculator.
Last checked October 8, 2026.