Estimate Generator
Build a professional job estimate in a few minutes: list labor and materials, set tax, discount and the deposit, and add your logo and terms. The preview updates live and the PDF is created in your browser.
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Live preview Updates as you type
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How to use the Estimate Generator
- Enter your business details and upload your logo (optional).
- Add the client and the project, including the job site address if it differs.
- List the line items: pick a type, quantity, unit and rate, and untick Tax for non-taxable lines such as labor where that applies.
- Set discount, tax, contingency and deposit, and check the totals in the summary cards.
- Write the scope and terms, then press Download PDF or Print.
How the estimate total is calculated
Each line amount is quantity × rate. The calculator then works in this order:
- Subtotal = sum of all line amounts.
- Contingency = subtotal × contingency %.
- Discount is taken off subtotal + contingency, as a percentage or a fixed amount.
- Tax = taxable lines × (net subtotal ÷ subtotal) × tax rate. Lines with Tax unticked are not taxed.
- Estimated total = subtotal + contingency − discount + tax. The deposit is a percentage or a fixed amount of that total; the rest is the balance on completion.
| Example line | Type | Qty × rate | Amount |
|---|---|---|---|
| Surface preparation | Labor (not taxed) | 6 hrs × $55 | $330.00 |
| Interior painting | Labor (not taxed) | 14 hrs × $55 | $770.00 |
| Premium paint | Material | 5 gal × $48 | $240.00 |
| Supplies | Material | 1 lot × $95 | $95.00 |
| Subtotal | $1,435.00 | ||
| Sales tax 8.25% on materials ($335.00) | $27.64 | ||
| Estimated total | $1,462.64 | ||
| 30% deposit due on acceptance | $438.79 | ||
Tips for estimates that win jobs
- Separate labor and materials. Clients understand the price better, and in many places labor and materials are taxed differently.
- Write a clear scope with exclusions. Listing what is not included (trim, permits, disposal) prevents disputes later.
- Give a validity date. 30 days is common; use 14 days when material prices move quickly.
- Explain changes. State that extra work needs a written change order with its own price before it starts.
- Ask for a deposit. 10–50% up front is typical for jobs with large material costs; check any legal limits on deposits for your trade and area.
Estimate, quote, bid or proposal?
An estimate is an informed approximation that can change as the work goes on. A quote is a fixed price for a defined scope. A bid is a price submitted in competition with other contractors, and a proposal usually adds the approach, timeline and deliverables. Choose the document title that matches what you are offering.
Frequently asked questions
Is this estimate generator free?
Yes. It is free with no sign-up and no watermark. The estimate and the PDF are built in your browser, so your client and pricing details are never uploaded.
What should a job estimate include?
Your business name and contact details, the client and job site, an estimate number and date, a validity date, itemized labor and materials with quantities and rates, any discount and tax, the total, the deposit you require, the scope of work with exclusions, and terms explaining what happens if the scope changes.
Is an estimate legally binding?
Usually an estimate is a good-faith approximation and not a fixed price, while a signed quote or contract normally is binding. Rules differ by country and state, and some places limit how far a final bill may exceed a written estimate, so check the rules where you work and spell out change-order terms.
How is tax calculated when only some lines are taxable?
Tax is charged only on lines with the Tax box ticked. If you add a contingency or discount, the taxable amount is adjusted in the same proportion as the subtotal, so tax = taxable lines × (net subtotal ÷ subtotal) × tax rate.
What is a contingency on an estimate?
A contingency is an extra percentage, often 5–15%, added to cover unknowns such as hidden damage or price changes. It is shown as its own line so the client can see it.
Can I turn the estimate into a quote or proposal?
Yes. Change the document title to Quote, Cost Estimate, Job Estimate or Proposal. The same line items and totals are used.
Is my estimate saved?
The current draft and logo are kept in your browser's local storage on this device. Start new estimate clears the client and line items but keeps your business details.
Are all the tools on FreeToolCabin tested for quality and accuracy?
Yes! Every tool on our site undergoes automated Q/A testing in real browser environments to ensure high precision, correct output, and zero errors. If you happen to spot a bug or have a suggestion, please contact us at [email protected] and our team will review it right away.
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