Contractor Estimate Maker

How to write a contractor estimate that clients understand

A good estimate does two jobs. It tells the client what the work will cost, and it shows exactly what is included, so there are fewer surprises later. The Contractor Estimate Maker gives you a clean, itemized layout without a monthly subscription or an account. Here is how to use it and what to put into each part.

Step by step

1. Enter your business details. Name, phone, email and address appear in the header of the PDF. If your state or province requires a contractor license number on written estimates, add it in the license field.
2. Add the client and job site. The billing address and the job site are often different, for example for landlords or property managers. A one-line job description helps both of you find the estimate later.
3. List labor and materials separately. Use a labor line for each distinct task (demolition, framing, tiling) and a material line for each product or bundle. Quantity times unit price gives the amount automatically.
4. Set markup, discount, tax and deposit. Material markup is applied to material lines only. Choose whether the markup is built into the material prices on the PDF or shown as its own line. Sales tax can apply to the whole estimate or only to materials, depending on the rules where you work.
5. Write clear notes. State what is excluded, how long the estimate is valid, how changes are handled and when payments are due.
6. Save it as a PDF. Click "Print / Save PDF" and choose "Save as PDF" as the printer. Your draft stays in this browser until you start a new estimate.

What every estimate should include

• Your business name and contact details, plus a license number where required.
• Client name, job site address and a short description of the scope.
• An estimate number and date so you can refer to it in calls and emails.
• Itemized labor and materials with quantities and units.
• Subtotals, tax, total and any deposit you require before starting.
• How long the price is valid and what happens if the scope changes.
• A place for the client to accept and sign.

Markup versus margin

Markup and margin are easy to mix up. Markup is a percentage added on top of your cost. Margin is the share of the selling price that is profit. If a material costs 100 and you add a 25% markup, you charge 125. Your margin on that line is 25 divided by 125, which is 20%. When you set a target margin, convert it to markup first: markup equals margin divided by (1 minus margin). A 20% margin needs a 25% markup.

Tips that reduce back-and-forth

Group work in the order it happens on site, so the client can follow the job from start to finish. Name brands or product grades for materials when they affect price, or state that similar products may be used. If some items depend on what you find after opening walls or floors, list them as allowances and say so in the notes. Finally, send the estimate soon after the site visit while the details are fresh for both of you.

Frequently asked questions