Free Estimate Template

An estimate is a proposed price you send before doing work—it helps customers decide whether to hire you. An invoice is the actual bill sent after completing the job. Think of estimates as “here’s what it will cost” and invoices as “here’s what you owe.” With FieldCamp, one click converts your approved estimate into an invoice.

Generally, no, estimates are not legally binding contracts. They’re educated guesses about costs based on current prices and scope. That’s why professional estimates include language like “subject to change” and expiration dates. To make agreements binding, use contracts or get written approval with customer signatures.

Professional estimates need these essential elements: customer details (name, address, contact), unique estimate number, clear line items with descriptions, labor costs breakdown, material prices, sales tax calculations, total amount, payment terms, expiration date, and your company name with license numbers. Missing any of these makes you look amateur.

Start with industry-specific estimate templates that include common services and prices. Add your business name and company info once. For each new quote, just update customer information, select services, and let auto-calculations handle taxes. Our estimate maker helps create free estimates in under 2 minutes.

In field service, these terms are often interchangeable. Estimates are typically rough calculations, quotes are firm prices, and proposals include detailed project plans. The main difference is complexity and commitment level. Most customers just want to know what the job costs, use whatever term your industry prefers.

Most estimate templates expire in 30 days, long enough for decisions but short enough to protect against price changes. For volatile material costs or seasonal work, use 14-21 days. Always include expiration dates on estimates to create urgency and protect your business from inflation.

Absolutely. Add your company logo, adjust tax rate settings, modify payment terms, and create custom line items for your specific services. Save different versions for various job types. The best estimate templates are fully customizable while keeping essential elements intact.

For simple residential jobs under $1,000, free estimates are industry standard. For complex projects requiring site visits, measurements, or design work, charging $50-150 for “consultations” is reasonable. Credit this fee toward the job if they hire you. Be clear about your policy upfront.

With the right tools, it’s one click. Your estimate number becomes the invoice number, customer details carry over, and line items remain identical. Just update the document type, add completion date, and adjust for any change orders. Manual conversion wastes time and creates errors.

PDF format is ideal for sending, it’s professional, can’t be accidentally edited, and works on all devices. For creating estimates, use Google Docs, Google Sheet, MS Word, or Excel. The key is using formats that save time and let you customize easily while keeping a professional appearance.