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How to give an estimate or quote

By Diljit Ramachandran, founder of The Invoice Generator. Published Oct 26, 2026.

To give an estimate, find out what the customer needs, see the job if you can, price each part, write down what is included and what is not, say how long the estimate holds and send it in writing. If the scope is clear and you can commit to a price, give a quote instead.

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What are the steps?

  1. Ask what the customer needs and when.
  2. See the job in person if it affects the price.
  3. Price each part: labor, materials and extras, plus your overhead and profit, and for uncertain work a contingency you can explain.
  4. Write down what is included and what is not.
  5. Say how long the price holds.
  6. Send it in writing and ask them to accept in writing.

What do you do when the cost is uncertain?

An estimate is an approximate price that can change; a quote is a fixed price you commit to. Give an estimate and say what could change it. Tell the customer before the cost passes the estimate, and get their agreement in writing. Some places set rules for how far a final bill may exceed an estimate, so check yours. A free estimate template has room for that note.

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Can you give an estimate for free?

Many people do for simple jobs. Say beforehand if a site visit costs money. When the customer accepts, the next document is an invoice; see how to make an invoice.

Questions

How long should an estimate stay valid?
Say it on the document, commonly a few weeks. Make it shorter if material prices are moving.
Should I charge for a quote?
Some do, for complex work. Say so up front and credit it if they go ahead.

Keep every document in one place

  • A free account saves a copy of each invoice, remembers your clients and items, and shows what is paid and overdue.
  • Pro numbers your invoices for you, emails payment reminders, and repeats the ones you send every month.

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Drafted with AI assistance from public sources and our own tool, and published by Diljit Ramachandran. It has not been checked by an accountant. It is general information, not tax or legal advice. Rules differ by place; check with an accountant or your local tax office.