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Free Contractor Estimate Template

General contractors juggle materials, subcontractors, permits and labor on every job. A clear document that separates each cost line keeps the client informed and protects your margin when the scope changes. The template below is pre-filled with sample contractor line items — replace the prices with your own and download a PDF.

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Your Business
Estimate
No. EST-1001
Date Oct 3, 2026
Valid until Nov 2, 2026
Prepared for
—
Job
Contractor estimate
DescriptionQtyRateAmount
Site preparation and demolition 1 job $1,850.00 $1,850.00
Framing labor 40 hr $65.00 $2,600.00
Lumber and fasteners 1 lot $2,400.00 $2,400.00
Electrical subcontractor 1 job $1,600.00 $1,600.00
Building permit and inspection fees no tax 1 ea $450.00 $450.00
Debris removal and dumpster rental 1 ea $525.00 $525.00
Subtotal$9,425.00
Total$9,425.00
Terms
This estimate is valid until the date shown above. Prices may change if the scope of work changes.
Customer signature
Date
Made with HardHat Quote · hardhatquote.com

What to include in a contractor estimate

  • A scope of work that names every phase, from demolition to final clean-up
  • Separate lines for labor, materials and subcontractors so changes are easy to price
  • Permit and inspection fees listed on their own, usually without tax
  • A payment schedule: deposit, progress payments and final balance
  • A change-order clause stating that extra work is billed separately

Sample contractor estimate line items

Sample prices for illustration only. Your rates depend on your market, materials and labor costs.

Line itemQtyRateAmount
Site preparation and demolition1 job$1,850.00$1,850.00
Framing labor40 hr$65.00$2,600.00
Lumber and fasteners1 lot$2,400.00$2,400.00
Electrical subcontractor1 job$1,600.00$1,600.00
Building permit and inspection fees1 ea$450.00$450.00
Debris removal and dumpster rental1 ea$525.00$525.00

How to fill out this template

  1. Add your business name, contact details and license number
  2. Enter the customer and the job site address
  3. List each task or material with quantity, unit and rate
  4. Set tax, any discount and the deposit you need to start
  5. Add a valid-until date and terms, then download the PDF or send it

More contractor templates

Contractor Invoice TemplateContractor Quote TemplateContractor Bid Proposal Template

Frequently asked questions

Should a contractor estimate include a payment schedule?

Yes. Most contractors ask for a deposit (often 10–30%) before ordering materials, progress payments at milestones, and the balance at completion. Put the deposit on the estimate so the client sees it before they approve.

What is the difference between a contractor estimate and a bid?

An estimate is an approximate price that can change as the job is better understood. A bid is a firm price submitted to win a job, often in competition with other contractors, and is usually binding once accepted.

Do I charge sales tax on labor?

It depends on your state. Many states tax materials but not labor, so mark labor lines as non-taxable when that applies to you. Check with your state revenue department.

Is an estimate legally binding?

Generally, no. An estimate is an approximation. It becomes part of a binding agreement when the customer signs and accepts it, and many contractors attach their contract terms at that point. Rules vary by state and country.

How long should an estimate be valid?

Thirty days is common. Use a shorter window when material prices are volatile.

Can I turn an estimate into an invoice?

Yes. With a free HardHat Quote account you can save the estimate, and on Pro you can convert an approved estimate into an invoice in one click.

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