Free Contractor Estimate Template (+ How to Win More Jobs)

An Estimate Isn't a Guess — It's Your First Impression

You show up, walk the job, do the math in your head, and text the customer "it'll be around $1,200." They say they'll think about it. You never hear back.

Meanwhile, the contractor who sent a clean, itemized PDF estimate with a breakdown of labor and materials gets the job. Not because they're cheaper — because they look more professional and the customer trusts the number.

A good estimate does three things: it wins the job, it sets expectations so there's no "I thought it would cost less" conversation later, and it protects you from scope creep. Here's a template you can use today — and a way to send estimates from your phone in under two minutes.

What Every Estimate Should Include

Whether you're a plumber, electrician, painter, or general contractor, your estimate needs these elements:

• Your business name, phone, and email — branded header, not a blank Word doc
• Customer name and job site address — shows you're organized and paying attention
• Estimate number and date — so you can reference it later if the scope changes
• Scope of work — a plain-English description of exactly what you're going to do. This is the most important section. Be specific: "Install 200A subpanel in garage, run two dedicated 20A circuits to workshop" is clear. "Electrical work in garage" is not.
• Itemized labor — hours and rate, or flat-rate pricing with a description of what's included
• Itemized materials — every major part and its cost. Customers respect transparency.
• Timeline — when you'll start and how long it will take
• Validity period — "This estimate is valid for 30 days." Material prices change. Protect yourself.
• Terms and conditions — payment schedule (50% deposit, 50% on completion), what's NOT included, change order policy
• Total — bold, clear, no ambiguity

Free Contractor Estimate Template

Copy this template and customize it for your trade:

[Your Business Name] [Your Phone] · [Your Email] [Your License # if applicable]
Prepared For: [Customer Name] [Job Site Address]		Estimate #: E-001 Date: [Date] Valid Until: [Date + 30 days]
Scope of Work: [Detailed description of the work to be performed. Be specific — include locations, equipment, materials to be used, and the end result the customer should expect. Example: "Remove and replace existing 40-gallon gas water heater with new A.O. Smith 50-gallon unit. Includes new flex connectors, gas line inspection, expansion tank, and disposal of old unit. Work area: utility room, first floor."]
Description	Qty	Rate	Amount
Labor — [description of work]	[hrs]	$[rate]	$[amount]
[Material/part — brand, spec]	[qty]	$[rate]	$[amount]
[Additional materials]	[qty]	$[rate]	$[amount]
[Permit fee, disposal, travel — if applicable]	1	$[amount]	$[amount]
Subtotal			$[subtotal]
Tax			$[tax]
Estimated Total			$[total]
Payment Terms: 50% deposit required to schedule. Balance due upon completion. Timeline: Work to begin within [X] business days of deposit. Estimated completion: [X] days. Not Included: [List anything excluded — permits, drywall repair, painting, etc.] Change Orders: Any changes to the scope of work will be documented and priced separately before proceeding.

Why Estimates Win (or Lose) You the Job

Customers typically get 2–3 estimates. Price matters, but it's rarely the only factor. Here's what actually determines who gets the call back:

Speed wins

The contractor who sends the estimate first gets the job 60% of the time. Not because they're the best — because the customer has already mentally committed by the time the other two quotes arrive. If you're sending estimates three days after the walk-through, you're already losing.

Detail builds trust

A one-line estimate ("Bathroom remodel — $8,500") tells the customer nothing. They don't know what's included, what's not, or whether the number is fair. An itemized estimate with labor, materials, and a clear scope of work tells them you've actually thought about their project — and that you won't surprise them with add-ons later.

Professionalism closes the gap

If two contractors quote $8,500 and one sends a typed, itemized PDF while the other texts "8500 for the bathroom lmk," who gets the job? The customer doesn't know your work quality yet — all they can judge is how you present yourself.

Written scope prevents scope creep

"I thought you were going to paint the trim too." If it's not in the estimate, it's not in the price. A detailed scope of work — with a "Not Included" section — protects you from doing free work and protects the customer from surprises. Everyone wins.

The Problem with Static Estimate Templates

A template gets you 80% there. But in practice, here's where it breaks down:

• You can't send it from the job site. You walked the project, took measurements, did the math. Now you drive home, open the laptop, find the template, fill it in, export to PDF, and email it. The customer has already called someone else.
• There's no tracking. You sent 15 estimates this month. Which ones turned into jobs? Which ones are still waiting for a response? You don't know without digging through email.
• Converting to an invoice is manual. The customer accepts the estimate. Now you re-type everything into an invoice. Same line items, same amounts — just a different document. That's wasted time.
• No follow-up system. The customer said "let me think about it" five days ago. Are you going to remember to follow up? Across 15 open estimates?

Send Estimates in 2 Minutes, Convert to Invoices in 1 Tap

JobNBill handles estimates the way they should work for a trade business:

1. Build the estimate on-site — add line items for labor and materials right from your phone while you're still at the job
2. Send it instantly — the customer gets a professional estimate by email before you've pulled out of the driveway
3. Track acceptance — see which estimates are pending, accepted, or declined in one view
4. Convert to a job — customer says yes? One tap turns the estimate into a scheduled job with all the details carried over
5. Invoice from the job — when the work is done, the line items become an invoice. No retyping. No copy-paste.

Estimate → Job → Invoice. One flow, zero paperwork.

Template vs. JobNBill for Estimates

Feature	Word/PDF Template	JobNBill
Create on job site	No — need a computer	Yes — from your phone
Send immediately	After you get home	Before you leave the driveway
Track status	Check email manually	Dashboard: pending / accepted / declined
Convert to invoice	Retype everything	One tap — line items carry over
Customer history	Scattered files	Estimates, jobs, invoices per customer
Price	Free	$35/mo (14-day free trial)

The Fastest Estimate Wins. Make Sure It's Yours.

You're not losing jobs because your price is wrong. You're losing them because someone else sent a cleaner estimate faster. Fix that, and you'll close more work with the same effort.

Try JobNBill Free for 14 Days →

No credit card required. Send your first estimate in under 2 minutes.