Contractor estimate template, filled in from your site notes
You walked the job, took photos and scribbled measurements, and now the client wants a number by tomorrow. Send your notes and your agent fills a clean contractor estimate template: itemized labor and materials, your markup, tax, allowances, exclusions and payment terms, as a branded PDF for the client and an Excel copy you can tweak.
The prompt
- Write an estimate for a [TYPE OF JOB] for my client [CLIENT NAME AND ADDRESS]. My site notes and measurements: [SITE NOTES OR ATTACH PHOTOS]. My labor rate is [LABOR RATE], materials markup [MARKUP], sales tax [TAX RATE] on [WHAT IS TAXED]. Break it into phases (prep and demo, main work, finishing, cleanup), each with labor hours, materials with quantities and unit prices, and a subtotal. Add a 10% waste allowance on materials like tile, lumber or drywall. List allowances for items the client still has to choose, exclusions, assumptions, timeline and payment schedule: [PAYMENT TERMS]. Estimate valid for 30 days. Where you had to guess a quantity or price, mark it in yellow so I can check it. Use my business details: [YOUR BUSINESS DETAILS]. Give me a PDF for the client and an Excel file with formulas.
What to change
- [TYPE OF JOB]: E.g. "bathroom remodel", "deck build 12x16 ft", "interior painting, 3 rooms".
- [CLIENT NAME AND ADDRESS]: E.g. "Tom and Lisa Grant, 18 Oak Lane".
- [SITE NOTES OR ATTACH PHOTOS]: Measurements and what you found. Attach photos of notes or the space, or a voice note.
- [LABOR RATE]: E.g. "$65/hour per person" or a day rate.
- [MARKUP]: E.g. "15% on materials".
- [TAX RATE]: Your local sales tax or VAT rate.
- [WHAT IS TAXED]: E.g. "materials only" or "the full amount". Rules differ by state and country.
- [PAYMENT TERMS]: E.g. "30% deposit, 40% at rough-in, 30% on completion".
- [YOUR BUSINESS DETAILS]: Name, license number, phone, email. Attach your logo.
Example result
- Estimate #2026-041: bathroom remodel
- Oakline Renovations, License #RC-55821 | For Tom and Lisa Grant, 18 Oak Lane | Valid 30 days. All figures illustrative.
- Phase 1: prep and demo
- • Protect floors and hallway: 2 h labor, floor protection 1 roll
- • Remove tub, vanity, toilet, wall tile (5 x 8 ft room): 10 h labor
- • Dumpster / disposal: 1 load
- • Subtotal: 1,240
- Phase 2: main work
- • Replace subfloor section (est. 12 sq ft, check after demo): 4 h
- • Cement board on walls, 96 sq ft + 10% waste: 8 h
- • Waterproofing membrane, shower walls and floor: 4 h
- • Shower valve rough-in by licensed plumber: subcontract
- • Subtotal: 4,860
- Phase 3: finishing
- • Wall tile 96 sq ft + 10% waste = 106 sq ft. Allowance: 6.00/sq ft for client's tile choice
- • Floor tile 40 sq ft + 10% = 44 sq ft
- • Install vanity, toilet, mirror, fixtures (client-supplied fixtures)
- • Paint ceiling and walls, one color
- • Subtotal: 5,930
- Phase 4: cleanup
- • Final clean and walkthrough: 4 h
- • Subtotal: 260
- Totals
- • Labor: 6,890 | Materials incl. 15% markup: 4,520 | Subcontract: 880
- • Sales tax on materials: 361.60
- • Total: 12,651.60
- Allowances
- Wall tile at 6.00/sq ft, vanity at 600. If the client picks more expensive items, the difference is added by change order.
- Exclusions
- Electrical work beyond replacing existing fixtures, mold or rot repair beyond 12 sq ft of subfloor, permit fees (billed at cost), moving the toilet drain.
- Timeline and payment
- About 3 weeks from start. 30% deposit to book, 40% at rough-in inspection, 30% on completion.
- Please check
- • Subfloor area (guessed from photo)
- • Plumber price (from your last job, please confirm)
- • Tax applied to materials only
How to do it with todo.is
- Copy the prompt and fill in the job, your rates, tax and payment terms.
- Attach your site photos, notes or a voice note, plus your logo.
- Send it in todo.is. You get a client-ready PDF and an Excel file with formulas, with guesses highlighted.
- Check the marked items, ask for changes ("add a heated floor option"), then send it yourself or let your agent draft the email.
Tips for a better result
- Always list exclusions. Most disputes come from things the client assumed were included.
- Use allowances for finishes the client hasn't picked. It keeps your price honest when they choose premium tile.
- Add a waste factor on materials. Around 10% is common for tile and drywall, more for diagonal layouts.
- Ask your agent to remember your rates, markup and terms so future estimates take one message.
contractor estimate template: FAQ
- What is the difference between an estimate and a quote? An estimate is your best calculation of the likely cost and can change if conditions change. A quote is usually a fixed price. Say clearly on the document which one it is.
- What should a contractor estimate include? Your business and license details, the client and job address, itemized labor and materials, allowances, exclusions, tax, timeline, payment terms and how long the price is valid.
- How long should an estimate be valid? Many contractors use 15 to 30 days, because material prices change. Put the date on the estimate.
- Can my agent find current material prices? It can search suppliers' websites and list prices with links. Prices vary by location and change often, so treat them as a guide and confirm with your supplier.
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