Estimate template
Give clients a clear ballpark with a professional estimate. This free estimate template sets out the approximate cost of a job before you start — itemized and easy to adjust, downloadable as a PDF with no sign-up.
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| Description | Qty | Rate | Amount |
|---|---|---|---|
| Item | 1 | $0.00 | $0.00 |
What is an estimate?
An estimate is an approximate cost for a job before the work is fully defined. Unlike a quote, it is not a fixed price — it is your best guess, and the final invoice may differ if the scope changes. Estimates are common in trades and services where the exact work is not known up front.
Break down the expected costs, make clear the figure is approximate, then download the estimate as a PDF. When the job is done, turn it into a final invoice with the actual amounts.
What to include on an estimate
- An estimate number and the date
- A clear note that the figure is approximate
- An itemized breakdown of expected costs
- What could change the final price
- Your business and client's details
- An estimated total, and how long it is valid
How to fill in the estimate template
- Document type
- Set to Estimate on this page: the PDF is titled "Estimate" and the second date becomes "Valid until".
- Number
- An estimate reference (E-0108) you can cite on the final invoice, where the actual amounts may differ.
- Invoice date and Valid until
- When you give the estimate, and how long your rates and material prices hold before you would re-estimate.
- Line items
- Separate labor (hours × rate) from materials, so the client can see which part is likely to move.
- Notes
- Say plainly that the figure is approximate, how far it could move (for example ±10%), and what would change it.
A complete estimate example
A painter estimates an interior repaint after a walkthrough, before knowing how much wall repair is needed.
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Wall prep and patching (estimated 4 hours) | 4 | $55.00 | $220.00 |
| Paint two bedrooms, labor (hours) | 16 | $55.00 | $880.00 |
| Paint and supplies | 1 | $340.00 | $340.00 |
| Subtotal | $1,440.00 | ||
| Total | $1,440.00 | ||
Estimate only: final cost may vary by about ±10%. Extra drywall repair beyond 4 hours is billed at $55/hour. Any sales tax on materials will be shown on the final invoice.
Frequently asked questions
What is an estimate?
An estimate is an approximate cost for a job, given before the work is finalized. The final bill may be higher or lower depending on the actual work.
Is an estimate legally binding?
Generally no — an estimate is an approximation, not a fixed price. A quote is the fixed-price commitment. Always make clear which you are giving.
Estimate vs quote — which should I use?
Use an estimate when the cost may change, and a quote when you can commit to a fixed price.
How far can the final bill go over an estimate?
There's no single rule, and some states set limits for specific trades such as auto repair. Agree a range up front (for example ±10%) and get the client's approval before going beyond it.
Is this estimate template free?
Yes. It's free to use with no sign-up, no trial and no watermark, and there's no limit on how many you make. CedarBill has no paid plan.
Do I need an account to make an estimate?
No. Fill it in on this page and download it. Your draft is saved in your browser on this device; CedarBill doesn't receive or store what you type.
How do I download the estimate as a PDF?
Click Download PDF in the editor above. You can also export a Word (.docx) or Excel (.xlsx) file if you want to keep editing it in other software.
Can I add my logo, tax and a discount?
Yes. Upload a JPG, PNG or WebP logo up to 1 MB, set a tax or VAT percentage, and apply a percentage or fixed discount; the totals update as you type.
Which currencies can I use?
17 currencies, including USD, EUR, GBP, CAD, AUD, INR and JPY. Amounts are formatted for the currency you pick; CedarBill doesn't convert between currencies.
Can I turn this estimate into an invoice?
Yes. When the client accepts, switch the document type to Invoice in the same editor — your line items stay — then give it an invoice number and a due date, and mention the estimate number in the notes.
Can CedarBill send the estimate or collect payment?
No. CedarBill makes the document; you send the PDF yourself by email or message. It has no online payments, e-signatures, reminders or saved client list — invoicing software such as Wave, Zoho Invoice or Square covers those.
Create your estimate now
Fill in the template above, then download a clean PDF — no sign-up, no watermark.
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