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Excel Estimate Template

Two estimates built as Excel spreadsheets, a job estimate with crew, materials, equipment, overhead and profit and a proposed deposit, and an itemized estimate with a volume discount and delivery, each with formulas and rate cells plus a Word file and a blank PDF

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Quick answer:This page has two estimates built as Excel spreadsheets. The Excel job estimate prices a service job from crew hours, materials and equipment, each with a subtotal, then applies overhead and profit, sales tax and a proposed deposit from their own rate cells. The Excel itemized estimate lists goods with item numbers, quantities and unit prices, then a volume discount rate cell, a delivery and installation fee, sales tax and the estimated total, with a lead time and valid-until date. Every line amount, subtotal and total in the Excel files is a formula. Each also comes as a Word file with typed amounts and a blank PDF. The page explains the formulas and tax bases, how to change rates and add lines, and saving as PDF, citing Microsoft Support. The files haven't been tested in Excel.

JOB ESTIMATE

Business

Business name:
Example Facility Services
Address:
75 Example Way, Sampletown
Phone / email:
[Phone or email]

Estimate details

Estimate no.:
XE-3104
Date:
Nov 9, 2026
Valid until:
Dec 9, 2026
Prepared by:
[Estimator name]

Client and site

Client:
Example Logistics Inc.
Contact:
[Name and phone]
Site address:
1200 Sample Industrial Park, Sampletown
Job:
Strip and refinish 6,000 sq ft of warehouse office floors

Crew

  • Description: Floor technicians, strip and refinishAmount: 1,728.00
    Qty:
    36
    Unit:
    hour
    Unit price:
    48.00
  • Description: Crew lead, setup and inspectionAmount: 496.00
    Qty:
    8
    Unit:
    hour
    Unit price:
    62.00
Crew subtotal2,224.00

Materials

  • Description: Floor stripper concentrateAmount: 228.00
    Qty:
    6
    Unit:
    gallon
    Unit price:
    38.00
  • Description: Floor finish, high glossAmount: 504.00
    Qty:
    12
    Unit:
    gallon
    Unit price:
    42.00
  • Description: Pads and suppliesAmount: 85.00
    Qty:
    1
    Unit:
    lot
    Unit price:
    85.00
Materials subtotal817.00

Equipment

  • Description: Auto scrubber rentalAmount: 240.00
    Qty:
    2
    Unit:
    day
    Unit price:
    120.00
  • Description: Air moversAmount: 72.00
    Qty:
    4
    Unit:
    day
    Unit price:
    18.00
Equipment subtotal312.00
Subtotal
3,353.00
Overhead and profit (12%)
402.36
Sales tax, if applicable (0%)
0.00
Estimated total
3,755.36
Proposed deposit (30%)
1,126.61

Scope

  • Work over one weekend, with the area closed to foot traffic
  • Four coats of finish after stripping

Exclusions

  • Moving furniture or racking
  • Repairs to damaged tiles

Accepted by (client signature)

Print name

Date

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

Excel job estimate: sample preview. Download it below with the other layout.

Key Features

Everything you need in a professional estimate template.

Excel job estimate: crew, materials and equipment sections, each with a subtotal
Overhead and profit, sales tax and proposed deposit, each from its own rate cell
Excel itemized estimate: item no., description, qty, unit and unit price
Volume discount rate cell, a delivery and installation line, sales tax and the estimated total
Every line amount, subtotal and total calculated by formulas in the Excel files
Valid-until date, scope or terms notes, exclusions and a client acceptance signature
Excel (.xlsx) and Word (.docx) files with sample details, and blank PDFs to print

Download one of 2 estimate layouts

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.

JOB ESTIMATE

Business

Business name:
Example Facility Services
Address:
75 Example Way, Sampletown
Phone / email:
[Phone or email]

Estimate details

Estimate no.:
XE-3104
Date:
Nov 9, 2026
Valid until:
Dec 9, 2026
Prepared by:
[Estimator name]

Client and site

Client:
Example Logistics Inc.
Contact:
[Name and phone]
Site address:
1200 Sample Industrial Park, Sampletown
Job:
Strip and refinish 6,000 sq ft of warehouse office floors

Crew

  • Description: Floor technicians, strip and refinishAmount: 1,728.00
    Qty:
    36
    Unit:
    hour
    Unit price:
    48.00
  • Description: Crew lead, setup and inspectionAmount: 496.00
    Qty:
    8
    Unit:
    hour
    Unit price:
    62.00
Crew subtotal2,224.00

Materials

  • Description: Floor stripper concentrateAmount: 228.00
    Qty:
    6
    Unit:
    gallon
    Unit price:
    38.00
  • Description: Floor finish, high glossAmount: 504.00
    Qty:
    12
    Unit:
    gallon
    Unit price:
    42.00
  • Description: Pads and suppliesAmount: 85.00
    Qty:
    1
    Unit:
    lot
    Unit price:
    85.00
Materials subtotal817.00

Equipment

  • Description: Auto scrubber rentalAmount: 240.00
    Qty:
    2
    Unit:
    day
    Unit price:
    120.00
  • Description: Air moversAmount: 72.00
    Qty:
    4
    Unit:
    day
    Unit price:
    18.00
Equipment subtotal312.00
Subtotal
3,353.00
Overhead and profit (12%)
402.36
Sales tax, if applicable (0%)
0.00
Estimated total
3,755.36
Proposed deposit (30%)
1,126.61

Scope

  • Work over one weekend, with the area closed to foot traffic
  • Four coats of finish after stripping

Exclusions

  • Moving furniture or racking
  • Repairs to damaged tiles

Accepted by (client signature)

Print name

Date

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

Excel job estimate

A spreadsheet job estimate with crew hours, materials and equipment in separate sections, each with its own subtotal, then an overhead and profit rate cell, a tax rate cell, the estimated total and a proposed deposit rate cell, all calculated by formulas.

A priced proposal — not an invoice

Download

ITEMIZED ESTIMATE

Business

Business name:
Example Office Furniture
Address:
410 Example Commerce Drive, Sampletown
Phone / email:
[Phone or email]

Estimate details

Estimate no.:
XI-7720
Date:
Nov 12, 2026
Valid until:
Dec 12, 2026
Lead time:
3 to 4 weeks from acceptance

Client

Client:
Example Design Partners LLP
Contact:
[Name and email]
Delivery address:
22 Sample Plaza, Floor 2, Sampletown

Items

  • Item no.: OF-CH210Amount: 2,646.00
    Description:
    Task chair, mesh back
    Qty:
    14
    Unit:
    each
    Unit price:
    189.00
  • Item no.: OF-DK605Amount: 5,880.00
    Description:
    Height-adjustable desk, 60 x 30 in.
    Qty:
    14
    Unit:
    each
    Unit price:
    420.00
  • Item no.: OF-MA220Amount: 1,036.00
    Description:
    Monitor arm, dual
    Qty:
    14
    Unit:
    each
    Unit price:
    74.00
  • Item no.: OF-PD300Amount: 1,890.00
    Description:
    Mobile pedestal, 3 drawer
    Qty:
    14
    Unit:
    each
    Unit price:
    135.00
Subtotal
11,452.00
Volume discount (10%)
1,145.20
Delivery and installation
450.00
Sales tax, if applicable (0%)
0.00
Estimated total
10,756.80

Terms

  • Sample terms: a 10% volume discount for 10 or more of each item
  • Prices include delivery to one floor and assembly

Exclusions

  • Removal of existing furniture
  • Electrical work for desks

Accepted by (client signature)

Print name

Date

Prices are for the items and quantities shown above and are valid until the date shown.

Excel itemized estimate

A spreadsheet estimate for supplying goods: each item with its item number, quantity, unit and unit price, then a discount rate cell, a delivery fee, a tax rate cell and the estimated total, with the lead time and a valid-until date.

A priced proposal — not an invoice

Download

Two Excel estimates on this page

Both estimates are built as spreadsheets: every line amount, subtotal and total is a formula, and each percentage sits in its own rate cell, so changing a quantity, a price or a rate updates the whole estimate.

  • Excel job estimate. For a service job priced from crew hours, materials and equipment, with overhead and profit, sales tax, the estimated total and a proposed deposit.
  • Excel itemized estimate. For supplying goods: each item with its item number, quantity, unit and unit price, then a volume discount, a delivery and installation fee, sales tax and the estimated total.

Each comes as an Excel (.xlsx) file with sample details, a Word (.docx) file with the same layout and typed amounts, and a blank PDF to print. We haven't tested the files in Excel, so check the layout and the formulas after you open them.

The Excel job estimate

The job estimate has these parts:

  • Business. Your business name, address and phone or email.
  • Estimate details. The estimate number, date, "Valid until" and "Prepared by".
  • Client and site. The client, a contact, the site address and the job.
  • Crew, Materials and Equipment. Three sections, each with description, qty, unit, unit price and amount, and its own subtotal.
  • Totals. "Subtotal", "Overhead and profit", "Sales tax, if applicable", "Estimated total" and "Proposed deposit".
  • Scope and Exclusions. Notes on what the price covers and what it doesn't.
  • Acceptance. "Accepted by (client signature)", "Print name" and "Date".

The sample prices stripping and refinishing 6,000 sq ft of warehouse office floors. Crew hours come to 2,224.00, materials to 817.00 and equipment rental to 312.00, for a subtotal of 3,353.00. Overhead and profit at 12% adds 402.36, sales tax is 0% in the sample, and the estimated total is 3,755.36. The proposed deposit at 30% is 1,126.61. The estimate is dated Nov 9, 2026 and valid until Dec 9, 2026. The rates are placeholders, not market rates.

The Excel itemized estimate

The itemized estimate has these parts:

  • Business. Your business name, address and phone or email.
  • Estimate details. The estimate number, date, "Valid until" and "Lead time".
  • Client. The client, a contact and the delivery address.
  • Items. Item no., description, qty, unit, unit price and amount for each item.
  • Totals. "Subtotal", "Volume discount", "Delivery and installation", "Sales tax, if applicable" and "Estimated total".
  • Terms and Exclusions, and the same acceptance block.

The sample prices 14 workstations of office furniture: chairs, desks, monitor arms and pedestals, for a subtotal of 11,452.00. A 10% volume discount takes off 1,145.20, delivery and installation adds 450.00, sales tax is 0% in the sample, and the estimated total is 10,756.80. The lead time is 3 to 4 weeks from acceptance, and the estimate is valid until Dec 12, 2026. This estimate has no deposit line.

How the formulas work

Job estimate:

  • Each line amount is qty × unit price, and each section subtotal adds up its lines.
  • "Subtotal" adds the three sections.
  • "Overhead and profit" is the subtotal × its rate (12% in the sample).
  • "Sales tax, if applicable" is (subtotal + overhead and profit) × the tax rate (0% in the sample).
  • "Estimated total" is the subtotal + overhead and profit + tax.
  • "Proposed deposit" is the estimated total × its rate (30% in the sample). It's a proposal shown on the estimate and isn't subtracted from the total.

Itemized estimate:

  • Each line amount is qty × unit price, and "Subtotal" adds up the item lines.
  • "Volume discount" is the subtotal × its rate (10% in the sample).
  • "Delivery and installation" is a typed amount.
  • "Sales tax, if applicable" is (subtotal − discount + delivery) × the tax rate (0% in the sample).
  • "Estimated total" is the subtotal − discount + delivery + tax.

Each rate sits in its own cell next to its line. That follows Microsoft's advice for Excel formulas: "it's best to place constants in individual cells where you can easily change them if needed, and then reference those cells in formulas" (Microsoft Support: Overview of formulas in Excel). Whether sales tax applies to the work or the goods, and on what amount, depends on where you work, so check with the tax agency there and change the formula if your rules differ.

Changing rates and adding lines

  • Change a rate, such as overhead and profit, the discount, tax or the deposit, by typing a new percentage in its rate cell. The amounts and totals update.
  • Leave out a line by setting its rate to 0%, or for "Delivery and installation", its amount to 0.00. Don't delete these rows: the totals refer to them. Each file carries this tip below its print area.
  • Add a line. The job estimate has one blank row at the end of each section, and the itemized estimate has three. To add more, insert a row above the last blank row and copy the amount formula into it, then check that the subtotal includes the new row. Microsoft's steps for Excel for Windows: "Select any cell within the row, then go to Home > Insert > Insert Sheet Rows" (Microsoft Support: Insert or delete rows and columns).
  • Update the dates. Set "Valid until" for each new estimate, and on the itemized estimate the lead time.

In the Word files, the amounts are typed, not calculated, so retype them when you change a figure. The PDFs are blank forms with blanks for each rate.

Sending an Excel estimate

You can send the .xlsx file, or save it as a PDF so the client sees a fixed layout. Microsoft's steps for Excel: select the File tab, select Save As or Save a copy, and in the "Save as type" list select PDF (*.pdf) (Microsoft Support: Save or convert to PDF). Keep the .xlsx so you can update the estimate if the client asks for changes.

Excel, Word or Google Sheets?

  • Excel (this page) suits estimates you'll recalculate: rate cells for overhead and profit, discount, tax and deposit, and formulas for every total.
  • The Word estimate templates are document-style: a one-time job estimate and a fixed-price project quote, with typed amounts in the Word files.
  • The Google Sheets estimate templates are a calculator with markup and contingency, and a materials-and-labor estimate, for working in Google Sheets.

Estimates in Billed

In Billed you can create estimates in each customer's currency, save your products and services to add them quickly, see which estimates clients have accepted on the estimate dashboard, and convert an approved estimate into an invoice (estimating software).

Related estimate templates

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What's included in this estimate template

Estimate Best for
Excel job estimate Crew, materials, equipment
Excel itemized estimate Supplying goods
Word estimates Document-style, typed
Google Sheets estimates Working in Sheets

When this isn't for you

If you'd rather format a document than work with formulas, use the Word estimate templates. If you work in Google Sheets, use the Google Sheets estimate templates. If the job is done and you're billing for it, send an invoice.

How To Send Estimates With Billed

Billed lets you create and send estimates, then turn an approved estimate into an invoice.

1

Sign Up Free

Create your free Billed account. No credit card required.

2

Create Your Estimate

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

3

Send It, Then Invoice

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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