How to Write an Estimate for a Job (That Clients Approve)
What to include in a job estimate, how to price the work, and how to send it so clients say yes. Includes a worked example estimate you can copy.
By the Invoiceflint team · Updated
A good estimate does two jobs: it tells the client what the work will cost, and it convinces them you're the right person to do it. Clear, itemized, quickly delivered estimates win more work than vague ones — even when the price is higher.
Estimate vs. quote
The terms are often used interchangeably. Strictly, an estimate is an informed approximation that can change if the job turns out differently, while a quote is a fixed price. Whichever word you use, say on the document whether the price is fixed or may change, and under what conditions.
What to include in an estimate
- Your business name, contact details, and logo.
- The client's name and the job address.
- An estimate number and date, so you can refer to it later.
- A clear scope of work: what you will do, and what you won't (exclusions).
- Itemized line items for labor and materials, with quantities and prices.
- Tax and the total.
- An expiry date — prices for materials change.
- Deposit requirements and payment terms.
- How to accept: a signature, a reply, or a one-tap online approval.
Example estimate
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Interior painting – living room walls, 2 coats | 1 | $850.00 | $850.00 |
| Ceiling – living room | 1 | $240.00 | $240.00 |
| Paint and primer (gallons) | 5 | $52.00 | $260.00 |
| Surface prep and minor drywall repair (hours) | 2 | $60.00 | $120.00 |
| Total | $1,470.00 |
Notes: Valid for 30 days. A 30% deposit secures the start date. Price assumes walls are in sound condition; significant repairs will be quoted separately.
How to price the job
- Labor: estimate the hours and multiply by your rate, or use a flat price for jobs you do often.
- Materials: list what you'll buy, with your markup included.
- Contingency: for jobs with unknowns, say so and explain how surprises will be priced.
- Minimum charge: small jobs should still cover your travel and setup time.
How to get more estimates approved
- Send it fast — ideally the same day you see the job. The first professional estimate often wins.
- Itemize it. A breakdown builds trust; a single lump sum invites haggling.
- Offer options where it makes sense, such as standard and premium materials.
- Set an expiry date to create a natural decision point.
- Make it easy to say yes. Let the client approve online instead of printing, signing, and scanning.
- Follow up once if you haven't heard back within a few days.
In Invoiceflint, clients open your estimate from a link and accept or decline it in their browser. You're notified when they view it and when they respond, and an accepted estimate converts to an invoice with one tap.
Invoicing for your trade
Related guides
- Estimate vs. Invoice: What's the Difference?Estimates and invoices look similar but do different jobs. Here's when to send each one — and how to turn an approved estimate into an invoice.
- How to Ask for a Deposit (and Invoice It Properly)When to ask clients for a deposit, how much to charge, what to say, and exactly how to show the deposit as a credit on the final invoice.
- How Much to Charge for House Cleaning (2026 Prices)Most US house cleaners charge $25–$50 an hour or $118–$238 a visit. See 2026 prices by home size, add-on rates, and how to work out your own rate.