Your business
Estimate
EST-0001
Issued Nov 5, 2026
Bill to
Client name
| Description | Qty | Amount |
|---|
- Subtotal
- $0.00
- Total
- $0.00
- Amount due
- $0.00
Free tool
Free estimate generator
Use this free estimate generator to write a clear job estimate as a PDF in your browser, with tax, discounts, your logo and notes. Nothing is uploaded.
Updated · By PayToMe Editorial
Everything stays in your browser. Nothing is uploaded, and your draft is saved only on this device.
Read the full guide: how to use it, what to include, worked example
A free estimate generator helps you put a price in writing before the work begins, so the client knows what to expect and you know what you agreed. This one runs in your browser. Fill in the form, read the live preview, and download a PDF in Letter or A4. No account is needed, and nothing you type is uploaded.
How to use the estimate generator
- Enter your details and the client’s. Add your business name and contact information, the client’s name and address, and your logo if you have one.
- Number it and date it. Use an estimate number you can refer to later, and add an issue date. Choose the currency from the list of 53.
- List the work as line items. Describe each job, give a quantity and a unit price, and use a line discount where you are reducing one item only.
- Set the tax. Enter the rate and choose inclusive or exclusive. Inclusive means your price already contains tax. Exclusive adds it on top.
- Add notes. Use the notes field for what the estimate covers, what it excludes, how long the price is valid and what you need from the client to begin.
- Download the PDF and send it. Your draft stays in this browser for the next job.
What to include in an estimate
An estimate works when the client can read it once and agree or ask a precise question. Include:
- Who and when. Your details, the client’s details, an estimate number and the issue date.
- A validity date. Prices move. “Valid for 30 days” protects you from a client returning in six months.
- A scope in plain words. Describe what is included. Then name what is not. “Excludes materials” or “excludes permit fees” prevents most disputes.
- Itemized lines. Quantities and unit prices, not one lump sum.
- Tax shown separately if you charge it.
- The total and the currency.
- Terms for acceptance. For example, a deposit amount, a start date or a request to reply in writing.
- A statement of precision. Say whether the figure is fixed or an estimate that can change if the scope changes.
Worked example
A handyman quotes a bathroom repair. Eight hours of labor at 60.00 and one vanity unit supplied at 240.00, with 7% tax added on top.
EST-0007 · Delgado Repairs
| Item | Qty | Amount |
|---|---|---|
| Labor, bathroom repair | 8 | $480.00 |
| Vanity unit | 1 | $240.00 |
| Tax (7%) | $50.40 | |
| Total | $770.40 | |
Labor is 8 x 60.00 = 480.00 and the vanity is 240.00, so the subtotal is 720.00. Tax at 7% is 50.40, and the total is 770.40. Now suppose the client is a repeat customer and you give a 10% discount on labor only. Applied as a line discount, labor becomes 432.00, the subtotal 672.00, tax 47.04 and the total 719.04. Showing the discount on the line, rather than hiding it in a lower rate, tells the client they are getting a deal and keeps your regular rate visible.
Fixed price or estimate
Be explicit about which one you are offering. A fixed price means the client pays that amount whatever the effort. An estimate is your best calculation and may change if the work turns out different from what was described. Some jobs, such as repairs where you cannot see what is behind a wall, suit an estimate with a clause saying you will tell the client before costs rise beyond an agreed amount, such as 10%. Write that clause in the notes field so it prints on the PDF.
Common mistakes to avoid
- A single total with no breakdown. Clients cannot compare it, challenge it or agree to part of it.
- No scope boundaries. If the estimate does not say what is excluded, the client may assume it is included.
- No expiry. An open-ended price is a risk to you.
- Mixing tax-inclusive and tax-exclusive prices. Pick one per rate, and read the preview before sending.
- Skipping the deposit. If you need money up front for materials, say so on the estimate rather than after acceptance.
- Changing numbers between estimate and invoice. Keep the lines the same unless the scope changed, and say why if it did.
Where to go next
When the client accepts, build the bill with the invoice generator, which uses the same exact math. If you work in a trade, start from a handyman invoice template to see typical lines and terms. For the basics of a billing document, read how to write an invoice.