Free estimate template

Write a free estimate with labor, materials and equipment on separate lines and a date the estimate is good until, then turn the accepted estimate into an invoice.

Free generators

  • Labor
  • Materials
  • Equipment rental
  • Site cleanup

Preparation guide

Give the customer enough detail to match each charge to an agreed quantity and completion condition.

Deliverables and line items
Labor, Materials, Equipment rental, Site cleanup: specify the planned quantity and delivery scope for each item.
Quantity and billing unit
Use the agreed unit, such as hours, units or a fixed project, and record both quantity and rate.
Reference and dates
Add the purchase reference, service period and delivery date to distinguish this work from other orders.
Scope to agree
Separate labor, materials and equipment rental, and state which items may change with site conditions and how long the estimate is valid.
  • Separate additional work from the original scope and check its approval record.
  • Distinguish included expenses from separately billed expenses and reconcile supporting records.
  • Check quote validity, the customer approval method and payment milestones.

  1. Confirm scope and quantities

    Example: start with "Labor", confirm the required quantity and client inputs, then agree completion criteria for each item.

  2. Review and approve the quotation

    Confirm acceptance evidence for "Site cleanup", all line quantities, exclusions and quote validity with the customer, and retain the approved version.

  3. Deliver and prepare billing

    Match the delivery record to approved quantities and record who accepted the work. When the agreed milestone is complete, prepare an invoice using actual quantities and approved changes.

What the document must show

These details make a quotation easier to approve and to file.

  • Your business name, address and registration or tax number
  • The customer's name and address
  • Issue date and a document number you do not reuse
  • Each line item with quantity, unit price and amount
  • Tax shown separately from the net amount, and the total payable
  • Payment terms: due date, bank details or accepted payment methods

The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.

Official rate reference: US government: state and local taxes

Frequently asked questions

Free estimate template: what should it include?
Start with the line items this template already carries — Labor, Materials, Equipment rental, Site cleanup — and replace them with what you actually supplied. Then check the required details above, especially the document number and the separated tax amount.
How is tax calculated on this template?
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending. The editor keeps the net amount, the tax and the total apart, and recalculates all three when you change a quantity, a unit price or the country setting.
How do I turn an approved quotation into an invoice?
Open the approved quotation and convert it. The original stays unchanged, and the invoice carries the same line items so the customer can match the two documents.
Is this template free?
Yes. Editing and PDF export are free with an account; there is no payment step and no watermark on the document.
Can I download it as Excel, Word or PDF?
Yes. The spreadsheet and the Word file download straight from this page, and the spreadsheet keeps its formulas, so changing a quantity updates the tax and the total. For PDF, open the template and use Print / PDF.
Can I use it in another language or currency?
Yes. The document language can be set to any of 33 languages, and changing the country setting updates the currency, the date format and the tax rate.

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