Free Estimate & Quote Generator

Price a job, set how long the offer is valid, and send the client a PDF estimate or quote they can sign.

Estimate or quote: which one do you need?

In everyday business use, the two words are often swapped, but they usually signal different levels of commitment:

• An estimate is your best approximation of the cost. It tells the client what the job is likely to cost, with the understanding that the final number may move if the work turns out to be different from what you expected.
• A quote is usually a fixed price for a clearly defined scope. If the scope stays the same, the price stays the same.

These are common usage conventions, not legal definitions. What actually binds you is the wording you put on the document and what you and the client agree. Whichever you choose, describe the scope clearly and say what could change the price.

Use the Estimate / Quote switch at the top of the tool. Estimate mode numbers documents EST-0001, EST-0002 and so on; Quote mode uses QUO-0001. Both modes keep the same fields.

How to create an estimate

1. Choose Estimate or Quote with the switch.
2. Enter your business details and logo. Use “Save as template” so you never retype them.
3. Add the client and the job. Include the client’s name, contact details and, in the notes, the job site address if it differs from their billing address.
4. List the work as line items. Break the job into pieces the client can understand, each with a quantity and a unit price.
5. Set discount and tax. A discount, in percent or dollars, comes off before tax. Mark non-taxable lines so tax only applies where it should.
6. Set the Valid until date. This is the last day the client can accept at this price.
7. Write assumptions and exclusions in the notes.
8. Download the PDF or print it, and send it to the client.

What to include in a good estimate

Scope of work

Start with one or two sentences that describe the job in plain words: what you will do, where, and what the finished result looks like. A client who understands the scope is less likely to dispute the final bill.

Line items

Separate labor, materials and any fees. Clients compare estimates line by line, and a single lump sum makes yours harder to compare and harder to adjust later.

Assumptions and exclusions

State what your price assumes and what it does not cover. For example: “Assumes walls are in sound condition. Excludes repair of drywall damage, moving furniture, and ceiling paint.” This is where most misunderstandings are prevented.

Valid-until date

Prices for materials and your schedule change. A valid-until date protects you from being held to an old number months later.

Acceptance signature

The generator adds a client acceptance line at the bottom. A signed estimate gives both sides a clear record of what was approved and when.

Worked example: interior painting estimate

A painter prices two bedrooms:

• Labor, prep and two coats: 16 hours × $45.00 = $720.00
• Wall paint: 6 gallons × $38.00 = $228.00
• Tape, drop cloths and patching supplies: 1 × $52.00 = $52.00
• Subtotal: $1,000.00
• Discount (5%): minus $50.00
• Estimate total: $950.00

In this example no tax is added. Whether labor or materials are taxable depends on your state and locality, so check with your state revenue agency or a tax professional before setting a rate. The notes might read: “Valid until November 11. Price assumes two coats on existing light-colored walls. Excludes ceilings and trim.”

From accepted estimate to invoice

Once the client signs, the estimate becomes your road map for billing:

1. Keep the signed copy with your job records.
2. If you take a deposit, note it so it can be recorded later as amount paid.
3. When the work is done, open the invoice generator and enter the same line items.
4. Add any approved changes as separate lines so the client can see what was added to the original price.
5. Mention the estimate number, such as “Per estimate EST-0012”, in the invoice notes.

For trade work with labor, materials and deposits, the contractor invoice template is a good starting point. If you would rather start from a pre-filled layout, try the estimate template.

Privacy

Like all the tools on this site, the estimate generator runs in your browser. Client details and prices are not uploaded, and drafts autosave locally on your device. See the privacy page for more.

Written by Legit50 Editorial Team· Updated Oct 12, 2026

Legit50 provides free document tools for general business use. They are not legal, tax or accounting advice, and you are responsible for the accuracy of the documents you create. Sales tax rules vary by state and locality. Learn more.