How to make an estimate
Updated
To make an estimate, list the work you expect to do with quantities and unit prices, add tax if you collect it, set a "valid until" date so the price does not float forever, and download it as a PDF. An estimate is a price before the work — label it clearly so the client does not read it as a bill.
Key takeaways
- An estimate needs both parties, line items, a total, and a validity date.
- Set a "valid until" date so an old price cannot be held against you.
- Keep it labeled ESTIMATE — it is a price, not a due-date bill.
- When the client accepts and the work is done, send an invoice instead.
What an estimate needs
A usable estimate has your details (From), the client (To), a numbered reference, an issue date, a validity date, the line items with quantities and unit prices, optional tax and discount, and a short note that the price is valid for a set period. That is enough for a client to understand the offer and compare it against others.
Step by step
Open Estimate Maker. Enter your business under From and the client under To. Add one line per task with a quantity and unit price — the total updates as you type. Add tax only if you charge it. Set "valid until" a few weeks out. Preview the layout, then Download PDF. The math is done on the server, so the total cannot drift from the lines.
Estimate vs quote — a quick note
If you want a rough number that can change, an estimate is right. If you are committing to a firm price the client can accept, that is closer to a quote. The paperwork looks almost identical; the difference is how firm the number is. When in doubt, say so in the notes.
Common mistakes to avoid
Do not leave off the validity date — an estimate with no expiry can be waved back at you months later. Do not label it INVOICE, or the client may think payment is due. And do not promise a hard price you are not sure about; if the job is unpredictable, say the estimate may change once work begins.
FAQ
Is an estimate the same as a quote?
No. An estimate is a rough price that can change; a quote is a firmer offer you commit to. The documents look alike, so the wording and your intent are what set them apart.
Should an estimate include tax?
Only if you collect tax on the sale. If you do, add the rate so the client sees the real total. If you are unsure whether a job is taxable, that is a question for a tax professional — we do not give tax advice.
How long should an estimate stay valid?
Thirty days is a common default because material and labor prices move. Set whatever window you can honor, and put it on the PDF so the client knows when the price expires.