Checklist
Contractor estimate checklist
Everything that needs to be in your estimate before you send it — organized by category, with the reason each item matters.
Business information
Your business name and legal entity
Required for any enforceable agreement. Use the name on your license.
License number(s)
Required for licensed trades. Customers will check. Build trust by showing it upfront.
Phone number and email
Customers need a way to reach you quickly — especially if they're ready to approve.
Insurance info (optional)
General liability and workers' comp. Some customers require it before signing.
Customer and job info
Customer full name
Who you're contracting with. Must match whoever owns the property or has authority to approve.
Property address
Clarifies the job site and protects you if the customer has multiple properties.
Date of estimate
Establishes when the quote was written — important for material price disputes.
Estimate number
For your records and for the customer to reference on payment. Sequential numbering looks professional.
Expiration date
Protects you from being held to old pricing. 14–30 days is standard.
Scope and line items
Scope of work paragraph (plain language)
The most important part. If the customer can't recognize their own job in this paragraph, disputes will follow.
Itemized labor — broken into phases
Separate mobilization, demo, rough, finish, cleanup. Customers understand time when they see the phases.
Itemized materials — with specs
Brand, model, grade. 'Shingles' is not a spec. 'Owens Corning Duration — Weathered Wood' is.
Conditional items noted as estimates
Decking repair, concealed damage, unknown pipe conditions. State they'll be reconciled at actual.
Permit fees (pass-through)
Always a separate line at actual cost. Never fold into labor.
Totals and payment
Subtotal
Sum of all line items before tax.
Tax (if applicable)
Some states require tax on materials or labor. Know your state's rules.
Total
The number the customer will remember. Make it clear.
Deposit amount and percentage
Listed as its own line. 'Deposit to schedule: 30% = $1,240' — not buried in terms.
Payment schedule
When is the deposit due? Are there progress payments? When is the balance due?
Accepted payment methods
Card, check, ACH, cash. Setting expectations upfront prevents payment friction on completion day.
Terms and protections
Warranty — labor and materials separately
Equipment/material warranty is the manufacturer's. Your labor warranty is yours. State both explicitly.
Exclusions list
What's NOT included: permits, dumpster, concealed damage, furniture moving, second-floor access, etc.
Change order clause
Any changes to scope require a written change order before work proceeds. This one line prevents most disputes.
Cancellation policy
What happens to the deposit if the customer cancels? State it before money changes hands.
Dispute resolution
Optional but smart for large jobs: binding arbitration in your county saves everyone a trip to court.
Before you send
Re-read the scope paragraph out loud
If it sounds weird, a customer will misread it. Plain language only.
Check the math
Run the numbers twice. A $10 error in your favor looks like a scam. A $100 error costs you.
Verify the customer's name and address
Getting the customer's name wrong is an immediate credibility hit.
Send as a link, not a PDF
PDFs get lost, printed, and forgotten. A link customers can open on their phone gets approved in minutes.
Require a signature before the job starts
A verbal yes is not a signed approval. Make sure you have a signed record with timestamp.
7 most common estimate mistakes
✗ Vague scope of work
✓ Write 3–5 sentences in plain language. If the customer can't identify their own job, add detail.
✗ No expiration date
✓ Add 'Estimate expires [date 14–30 days out]' to every quote.
✗ Deposit folded into terms instead of shown as a line item
✓ Show the deposit as its own line under the total. It feels like process, not pressure.
✗ Materials listed as 'allowances' without specs
✓ Specify brand, model, grade. Allowances invite substitutions and disputes.
✗ No exclusions
✓ Add a 3–5 item exclusion list to every estimate. It takes 2 minutes and prevents hours of disputes.
✗ Sending a PDF by email
✓ Send a link. Customers lose PDFs. They always have their phone.
✗ Verbal approval instead of a signed document
✓ Require a typed signature before scheduling. Every time.
Send estimates that check every box — automatically.
Riveta builds the structure in for you. Just add your line items and send.