Free Contractor Estimate Generator

How to use this estimate generator

1. Fill in your business info once. It saves to your browser, so the next estimate auto-fills.
2. Add line items. Each line takes a description, quantity, and unit price. Totals calculate automatically.
3. Set tax and any discount. Tax is a percentage of the line-item subtotal.
4. Click Download PDF. Your browser opens its print dialog — pick "Save as PDF" as the destination, then send the file to your customer.

What every contractor estimate should include

An estimate isn't a contract, but it sets expectations — and a good one defends you if scope creep or pricing arguments come up later. The fields that matter:

• Specific scope. Each line item should describe the actual work, not just a category. "Replace 80 sq ft tile in master bath, including baseboard reinstall" beats "Bathroom tile."
• Itemized pricing. Materials, labor, and any pass-through costs broken out. Single-number estimates invite negotiation; itemized estimates show you've done the math.
• An expiration date. "Valid until" protects you when material costs swing. 14 to 30 days is standard.
• Payment terms. Deposit %, milestone payments, accepted methods. Pre-fight the conversation about when money is due.
• Notes for context. Anything the customer needs to know — permit timing, weather contingencies, what's not included.
• Signature lines. Optional, but a signed estimate functions as a soft acceptance.

Estimate vs. proposal vs. invoice — what's the difference?

An estimate is a non-binding price for proposed work. A proposal is more formal — it includes scope, terms, warranty, and signature blocks, and is intended to be signed. An invoice comes after the work is done; it's a bill for completed services. Many contractors use the words interchangeably, but if a customer signs your estimate, it can function as a contract under most state laws — so be specific about what you're agreeing to.

Need a more formal version? Use our contractor proposal template instead. Done with the work and ready to bill? See the HVAC invoice template.

When you outgrow this generator

A free PDF generator is fine when you're sending a few estimates a week. Once you're managing 20+ active customers, the friction shows up: re-typing customer info, no record of which estimates were sent or accepted, no easy way to convert an approved estimate into a job and an invoice.

CrewConductor builds estimates from saved customer records, sends them to customers as a clickable approval link (no PDF download needed), and converts approved estimates into scheduled jobs in one click. Start a free 14-day trial when you're ready.