Guide
How to write a contractor estimate
The difference between an estimate that closes and one that goes cold is almost never price. It's clarity, specificity, and how easy you make it for the customer to say yes.
Start with a clear scope of work
Before you write a single line item, write 3–5 sentences describing what you're going to do in plain language. Not trade jargon. If the customer can read the scope paragraph and immediately recognize their own job — you've done it right. This paragraph is your protection when the customer says 'I thought that included...' at the end of the job.
Break labor and materials into separate line items
Lumping everything into one number invites negotiation. When you show 'Demo labor — $400' and 'Materials — $850' separately, customers understand what they're paying for. It also makes change orders easier: when scope changes, you can point to the specific line item that's affected.
Be specific about materials
Don't write 'shingles' — write 'Owens Corning Duration TruDefinition — Weathered Wood.' Don't write 'pipe' — write '3/4" Schedule 40 PVC.' Specificity does three things: it prevents the customer from expecting a premium product when you quoted standard, it protects you from disputes about quality, and it signals that you know what you're doing.
Set a deposit and show it clearly
List the deposit as its own line under the total — 'Deposit due to schedule: 30% = $1,240.' Don't bury it in your terms. When customers see it as a line item, it feels like part of the process rather than an awkward financial request. Typical deposits: 20–30% for small residential, 40–50% for material-heavy jobs like roofing or HVAC.
Add an expiration date
Material prices change. Your availability changes. An expiration date (typically 14–30 days) protects you from being held to a quote you wrote when lumber was cheaper, and it creates gentle urgency. Most customers don't let good estimates expire — they sign.
Write your payment terms
At minimum: when the deposit is due (before scheduling), when progress payments are due (if applicable), and when the final payment is due (on completion or within X days of substantial completion). Write 'Net 7' or 'due on completion' — don't leave it ambiguous.
Include what's NOT covered
A short exclusion list is one of the highest-leverage things you can add to an estimate. 'Does not include: permit fees, dumpster rental, repair of any concealed damage discovered during work.' Three lines that prevent three arguments.
Get a signed approval
Emailing a PDF and hoping for an email reply is not a signed approval. A typed signature with IP address and timestamp is. Use an estimate tool that requires a signature before the job starts — it protects both you and the customer, and it's a signal that you run a professional operation.
The contractor estimate checklist
- ✓Business name, license number, and contact info
- ✓Customer name and job address
- ✓Estimate number and date
- ✓Expiration date
- ✓Scope of work paragraph (plain language)
- ✓Line items: labor and materials separated
- ✓Material specifics: brand, model, spec
- ✓Subtotal, tax (if applicable), total
- ✓Deposit amount and due date
- ✓Payment schedule (progress + final)
- ✓What's not included (exclusions)
- ✓Warranty terms
- ✓Signature line with date
Build estimates that close — in under 5 minutes.
Send a mobile-friendly link. Customer signs from their phone. Deposit collected automatically.