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Free Contractor Estimate Template

A free contractor estimate that prices labor, materials and subcontractors in their own sections, adds a markup rate on the subtotal, permit fees passed through at cost and a sales tax line, and shows the estimated total and a valid-until date, as an Excel file with formulas, a Word file or a blank PDF form

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Quick answer:This contractor estimate prices a job before it starts. Labor by the hour, materials and subcontractors at their written quotes each have a section and a subtotal. A contractor markup rate cell applies to the subtotal, permit fees are passed through at cost without markup or tax, and a sales tax line with its own rate cell and the estimated total follow, with a valid-until date, notes with sample warranty terms, exclusions and a client acceptance signature. The sample prices a garage conversion to a home office: a 16,630.00 subtotal, a 12% markup of 1,995.60 and 380.00 in permit fees, for an estimated total of 19,005.60. It comes as an Excel file with formulas, a Word file with the sample and a blank PDF form.

CONTRACTOR ESTIMATE

Contractor

Business name:
Example Builders LLC
Address:
18 Example Lumber Lane, Sampletown
Phone / email:
[Phone or email]
License no.:
[License no., if required where you work]

Estimate details

Estimate no.:
CB-1176
Date:
Nov 6, 2026
Valid until:
Dec 6, 2026
Prepared by:
[Estimator name]

Client and project

Client:
Taylor Example
Project address:
52 Sample Maple Court, Sampletown
Scope:
Convert the detached garage into a home office

Labor

  • Item: Carpentry crewAmount: 5,200.00
    Details:
    Framing, insulation and trim
    Qty:
    80
    Unit:
    hour
    Unit price:
    65.00
  • Item: Drywall and finishingAmount: 1,760.00
    Details:
    Hang, tape and finish
    Qty:
    32
    Unit:
    hour
    Unit price:
    55.00
Labor subtotal6,960.00

Materials

  • Item: Framing lumber and fastenersAmount: 1,450.00
    Details:
    Walls and ceiling
    Qty:
    1
    Unit:
    lot
    Unit price:
    1,450.00
  • Item: InsulationAmount: 648.00
    Details:
    R-13 walls, R-30 ceiling
    Qty:
    540
    Unit:
    sq ft
    Unit price:
    1.20
  • Item: Drywall sheetsAmount: 792.00
    Details:
    4 x 8 ft
    Qty:
    48
    Unit:
    sheet
    Unit price:
    16.50
  • Item: Door, window and trimAmount: 1,280.00
    Details:
    As selected
    Qty:
    1
    Unit:
    lot
    Unit price:
    1,280.00
Materials subtotal4,170.00

Subcontractors

  • Item: ElectricalAmount: 2,400.00
    Details:
    Circuits, outlets and lighting, per their written quote
    Qty:
    1
    Unit:
    job
    Unit price:
    2,400.00
  • Item: HVACAmount: 3,100.00
    Details:
    Ductless mini-split, per their written quote
    Qty:
    1
    Unit:
    job
    Unit price:
    3,100.00
Subcontractors subtotal5,500.00
Subtotal
16,630.00
Contractor markup (12%)
1,995.60
Permit fees, passed through at cost
380.00
Sales tax, if applicable (0%)
0.00
Estimated total
19,005.60

Notes

  • Subcontractor amounts are from their written quotes, attached.
  • Permit fees are passed through at what the permit office charges.
  • Sample terms: workmanship warranty [your terms].

Exclusions

  • Furniture and data cabling

Accepted by (client signature)

Print name

Date

Prices are based on the scope above and are valid until the date shown.

Contractor estimate: sample preview. Download it below.

Key Features

Everything you need in a professional estimate template.

Contractor block with a license no. placeholder, and estimate details: estimate no., date, valid until and prepared by
Client and project block with the project address and scope
Labor by the hour, with a subtotal
Materials with quantities and units, with a subtotal
Subcontractors at their written quotes, with a subtotal
Contractor markup rate cell on the subtotal, permit fees passed through at cost, and "Sales tax, if applicable" with its own rate cell
Notes with sample warranty terms, exclusions and a client acceptance signature
Excel (.xlsx) with formulas and Word (.docx) files with sample details, and a blank PDF to print

Download the estimate template

The PDF is a blank form to print and fill in by hand. The Word and Excel files contain the sample details shown in the preview, ready for you to replace with your own.

CONTRACTOR ESTIMATE

Contractor

Business name:
Example Builders LLC
Address:
18 Example Lumber Lane, Sampletown
Phone / email:
[Phone or email]
License no.:
[License no., if required where you work]

Estimate details

Estimate no.:
CB-1176
Date:
Nov 6, 2026
Valid until:
Dec 6, 2026
Prepared by:
[Estimator name]

Client and project

Client:
Taylor Example
Project address:
52 Sample Maple Court, Sampletown
Scope:
Convert the detached garage into a home office

Labor

  • Item: Carpentry crewAmount: 5,200.00
    Details:
    Framing, insulation and trim
    Qty:
    80
    Unit:
    hour
    Unit price:
    65.00
  • Item: Drywall and finishingAmount: 1,760.00
    Details:
    Hang, tape and finish
    Qty:
    32
    Unit:
    hour
    Unit price:
    55.00
Labor subtotal6,960.00

Materials

  • Item: Framing lumber and fastenersAmount: 1,450.00
    Details:
    Walls and ceiling
    Qty:
    1
    Unit:
    lot
    Unit price:
    1,450.00
  • Item: InsulationAmount: 648.00
    Details:
    R-13 walls, R-30 ceiling
    Qty:
    540
    Unit:
    sq ft
    Unit price:
    1.20
  • Item: Drywall sheetsAmount: 792.00
    Details:
    4 x 8 ft
    Qty:
    48
    Unit:
    sheet
    Unit price:
    16.50
  • Item: Door, window and trimAmount: 1,280.00
    Details:
    As selected
    Qty:
    1
    Unit:
    lot
    Unit price:
    1,280.00
Materials subtotal4,170.00

Subcontractors

  • Item: ElectricalAmount: 2,400.00
    Details:
    Circuits, outlets and lighting, per their written quote
    Qty:
    1
    Unit:
    job
    Unit price:
    2,400.00
  • Item: HVACAmount: 3,100.00
    Details:
    Ductless mini-split, per their written quote
    Qty:
    1
    Unit:
    job
    Unit price:
    3,100.00
Subcontractors subtotal5,500.00
Subtotal
16,630.00
Contractor markup (12%)
1,995.60
Permit fees, passed through at cost
380.00
Sales tax, if applicable (0%)
0.00
Estimated total
19,005.60

Notes

  • Subcontractor amounts are from their written quotes, attached.
  • Permit fees are passed through at what the permit office charges.
  • Sample terms: workmanship warranty [your terms].

Exclusions

  • Furniture and data cabling

Accepted by (client signature)

Print name

Date

Prices are based on the scope above and are valid until the date shown.

Contractor estimate

A general contractor's estimate: labor by the hour, materials, subcontractor quotes, a markup rate cell on the subtotal, permit fees passed through at cost outside the tax base, a sales tax rate cell, the estimated total and a valid-until date.

A priced proposal — not an invoice

Download

What goes on a contractor estimate

A contractor estimate tells the client what a job will cost before you start: your own crew's labor, the materials, the trades you'll bring in, your markup and any permit fees. The template has these parts:

  • Contractor. Your business name, address, phone or email, and "License no." with the placeholder "[License no., if required where you work]".
  • Estimate details. "Estimate no.", "Date", "Valid until" and "Prepared by".
  • Client and project. The client, the project address and the scope in one line.
  • Labor. Your own crew by the hour: "Item", "Details", "Qty", "Unit", "Unit price" and "Amount", with a "Labor subtotal".
  • Materials. What you'll buy for the job, in the same columns, with a "Materials subtotal".
  • Subcontractors. Work by other trades at their quoted prices, with a "Subcontractors subtotal".
  • Totals. "Subtotal", "Contractor markup", "Permit fees, passed through at cost", "Sales tax, if applicable" and "Estimated total".
  • Notes and Exclusions. Where the subcontractor prices come from, how permit fees are charged, sample warranty terms, and what the price doesn't cover.
  • Acceptance. "Accepted by (client signature)", "Print name" and "Date".

The sample

The sample prices converting a detached garage into a home office for Taylor Example:

  • Labor: a carpentry crew for framing, insulation and trim, 80 hours at 65.00 = 5,200.00, and drywall and finishing, 32 hours at 55.00 = 1,760.00. Labor subtotal 6,960.00.
  • Materials: framing lumber and fasteners 1,450.00; insulation (R-13 walls, R-30 ceiling), 540 sq ft at 1.20 = 648.00; drywall sheets, 48 at 16.50 = 792.00; and the door, window and trim 1,280.00. Materials subtotal 4,170.00.
  • Subcontractors: electrical 2,400.00 and HVAC (a ductless mini-split) 3,100.00, each "per their written quote". Subcontractors subtotal 5,500.00.

The subtotal is 16,630.00. The contractor markup at 12% of the subtotal is 1,995.60, and the permit fees passed through at cost are 380.00. Sales tax is 0% in the sample, so the Estimated total is 19,005.60. The estimate is dated Nov 6, 2026 and valid until Dec 6, 2026. The rates, prices and markup only show how the form works; they aren't market figures, so use your own.

Labor, materials and subcontractors

  • Labor is your own crew's time. Price it by the hour, as the sample does, or by the job with "lot" in Unit. Say what the hours cover in Details, such as "Framing, insulation and trim".
  • Materials are what you buy for the job. Use a quantity and unit where you can measure it, such as 540 sq ft of insulation or 48 drywall sheets, and a lot price for the rest.
  • Subcontractors are other trades, such as an electrician or an HVAC installer. Enter each one's quoted price as a single line, as the sample does, and attach their written quotes; the sample notes "Subcontractor amounts are from their written quotes, attached."

Keeping the three apart lets the client see where the money goes, and lets you check each part against your time records, supplier receipts and the subcontractors' invoices when the job is done.

The markup rate

"Contractor markup" is a percentage of the subtotal, in its own rate cell: 12% in the sample, or 1,995.60. It applies to labor, materials and subcontractors together, and not to the permit fees.

A markup is a percentage of cost, not of the price. In the sample, 1,995.60 is 12% of the 16,630.00 subtotal but about 10.7% of the 18,625.60 that the subtotal and markup make together (1,995.60 ÷ 18,625.60). If you plan by margin, set the markup rate with that in mind. Choose the rate yourself; the 12% in the sample isn't a typical figure.

Permit fees, passed through at cost

The permit fees line is a typed amount, 380.00 in the sample, added after the markup. The note says "Permit fees are passed through at what the permit office charges", so the client pays the fee itself, with no markup on it.

Whether the job needs a permit, and who applies for it, depends on where you work, so check the rules where you work. If there's no permit, set the line to 0.00.

Sales tax, licenses and warranty terms

  • Sales tax. "Sales tax, if applicable" is the subtotal plus the markup times the rate in its own cell, 0% in the sample. The permit fees are outside it. That's how the file is built, not a statement about what is taxable. How sales tax applies to construction work and materials depends on where the work is, so check with the tax agency there and change the rate or the formula to match.
  • License number. The License no. field is a placeholder, "[License no., if required where you work]". Whether you need a contractor's license for the job depends on where you work, so check the rules where you work.
  • Warranty. The notes include "Sample terms: workmanship warranty [your terms]". It's a placeholder for terms you write; the template doesn't set any warranty.

Valid until and acceptance

The footnote says the prices "are valid until the date shown"; the sample gives 30 days. That's a business term, so pick a period that matches how long your material and subcontractor prices hold, and send a new estimate if the client comes back after it. List what the price doesn't cover under Exclusions, as the sample does with "Furniture and data cabling". The client signs, prints their name and dates the estimate to accept it.

Filling in the figures

In the Excel file, each line amount is qty × unit price. The three section subtotals, the subtotal, the contractor markup, the sales tax and the estimated total are formulas, and the markup and tax rates each sit in their own cell. The permit fees are typed. Each section has one blank row at the end.

  • No markup, tax or permit fees: set the markup or tax rate to 0%, or the permit fees to 0.00.
  • More lines than fit: insert a row above the blank row in that section and copy the amount formula into it, then check that the section subtotal and the subtotal include it.

The file's tip says: "At a 0% rate, "Contractor markup" and "Sales tax, if applicable" stay on the estimate and show 0.00. To price your markup into the unit prices instead, set the markup rate to 0%. With no permit fees, set "Permit fees, passed through at cost" to 0.00; that line also shows 0.00. Don't delete these rows: the totals refer to them."

In the Word file, the amounts are typed, not calculated, so retype them when you change a figure. The PDF is a blank form to fill in by hand, with blanks for the markup and tax rates, on two pages: the acceptance lines and footnote are on the second. It's sized for A4 paper, so if you print on US Letter, check the scaling setting in your print dialog. We haven't tested the files in Excel, Word or on a printer.

How it differs from the construction, remodeling and bid estimates

  • The construction estimate prices a building project by construction division, with overhead and profit and a contingency rate, and lists permit fees under exclusions.
  • The remodeling estimate is organized by phase, with owner-selection allowances, a contingency rate and a proposed payment schedule.
  • The bid proposal answers a bid package, with a base bid, add and deduct alternates kept out of the base bid total, and the addenda acknowledged.
  • This contractor estimate is for a smaller job: labor, materials and subcontractors in three sections, one markup rate, and permit fees passed through at cost.

Estimate, then invoice

  • Before the job: send this estimate and get the client's acceptance.
  • To book the start: request any deposit you've agreed with a deposit invoice.
  • During and after the job: bill the work with the contractor invoice, which has sections for labor, materials, subcontracted work and change orders, and deducts the deposit and progress payments received.

In Billed you can save your services and materials to add them to estimates quickly, send estimates by email for the client to approve online, and turn an approved estimate into an invoice (estimating software).

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What's included in this estimate template

Part In the sample
Labor 112 hours: 6,960.00
Materials 4 lines: 4,170.00
Subcontractors Electrical, HVAC: 5,500.00
Contractor markup 12% of 16,630.00: 1,995.60
Permit fees 380.00, at cost, no markup
Sales tax Own rate cell, 0% in the sample
Estimated total 19,005.60, valid until Dec 6, 2026

When this isn't for you

If you're pricing a new building by construction division, the construction estimate fits better; for a remodel with owner-selection allowances, use the remodeling estimate; and to answer a bid package with alternates, use the bid proposal. If the work is done and you're billing for it, send a contractor invoice.

How To Send Estimates With Billed

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Add your logo, your client's details and the line items, with quantities and units for each.

3

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Send the estimate to your client by link or email. Once they approve it, convert it into an invoice.

Frequently Asked Questions

Common questions about this estimate template.

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