Billed

Invoice Estimate Template

A free estimate laid out to become your invoice, with the same line items, quantities and prices you'll bill, an estimate number to quote on the invoice, a valid-until date and a proposed deposit, in PDF, Word and Excel

Create Your EstimateView All Templates

No credit card required.

Quick answer:An invoice estimate is an estimate laid out so that, once the client accepts it, its lines can carry over to the invoice unchanged. The template on this page lists labor and materials with quantities and unit prices, a sales tax rate cell, the estimated total, a proposed deposit from its own rate cell, a valid-until date and an acceptance block. Its notes explain the hand-off: the same lines and prices go on the final bill, the estimate number is quoted there, changes are added as new lines, and a deposit received is taken off. It comes as a blank PDF form plus Word and Excel files with a sample.

ESTIMATE

Business

Business name:
Example Tile & Floor
Address:
44 Example Road, Sampletown
Phone / email:
[Phone or email]

Estimate details

Estimate no.:
EST-1042
Date:
Nov 4, 2026
Valid until:
Dec 4, 2026
Prepared by:
[Your name]

Client and job

Client name:
Jamie Sample
Address:
12 Sample Court, Sampletown
Phone / email:
[Phone or email]
Job:
Kitchen backsplash, about 32 sq ft

Labor

  • Description: Remove old backsplash and prep the wallAmount: 220.00
    Qty:
    4
    Unit:
    hour
    Unit price:
    55.00
  • Description: Install subway tile backsplashAmount: 448.00
    Qty:
    32
    Unit:
    sq ft
    Unit price:
    14.00
  • Description: Grout, seal and caulkAmount: 165.00
    Qty:
    3
    Unit:
    hour
    Unit price:
    55.00
Labor subtotal833.00

Materials

  • Description: Ceramic subway tile, 3 x 6 in., whiteAmount: 153.00
    Qty:
    36
    Unit:
    sq ft
    Unit price:
    4.25
  • Description: Thinset, grout, sealer and trimAmount: 92.00
    Qty:
    1
    Unit:
    lot
    Unit price:
    92.00
Materials subtotal245.00
Subtotal
1,078.00
Sales tax, if applicable (0%)
0.00
Estimated total
1,078.00
Proposed deposit (25%)
269.50

From estimate to final bill

  • Once accepted, these lines carry over to the final bill with the same descriptions, quantities and prices.
  • Quote estimate no. EST-1042 on the final bill so the two can be matched.
  • Any change agreed during the job is added as a new line, not by editing the accepted lines.
  • A deposit received is shown on the final bill as already received and taken off the total.

Exclusions

  • Repairing damaged drywall behind the old backsplash (priced separately if found)
  • Moving or reinstalling outlets and switch plates beyond removing their covers

Accepted by (client signature)

Print name

Date

Prices are valid until the date shown; the accepted estimate becomes the basis for the final bill.

Estimate built to convert into an invoice: sample preview. Download it below.

Key Features

Everything you need in a professional estimate template.

Estimate details: estimate no., date, valid until and prepared by
Client and job block with a one-line job description
Labor and Materials tables with qty, unit, unit price and amount, each with a subtotal
"Sales tax, if applicable" rate cell, then the estimated total
"Proposed deposit" with its own rate cell, worked out on the estimated total
"From estimate to final bill" notes that explain the hand-off, plus exclusions
Acceptance block: client signature, print name and date
Blank PDF, plus Word and Excel files with a sample; the Excel file calculates the totals

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.

ESTIMATE

Business

Business name:
Example Tile & Floor
Address:
44 Example Road, Sampletown
Phone / email:
[Phone or email]

Estimate details

Estimate no.:
EST-1042
Date:
Nov 4, 2026
Valid until:
Dec 4, 2026
Prepared by:
[Your name]

Client and job

Client name:
Jamie Sample
Address:
12 Sample Court, Sampletown
Phone / email:
[Phone or email]
Job:
Kitchen backsplash, about 32 sq ft

Labor

  • Description: Remove old backsplash and prep the wallAmount: 220.00
    Qty:
    4
    Unit:
    hour
    Unit price:
    55.00
  • Description: Install subway tile backsplashAmount: 448.00
    Qty:
    32
    Unit:
    sq ft
    Unit price:
    14.00
  • Description: Grout, seal and caulkAmount: 165.00
    Qty:
    3
    Unit:
    hour
    Unit price:
    55.00
Labor subtotal833.00

Materials

  • Description: Ceramic subway tile, 3 x 6 in., whiteAmount: 153.00
    Qty:
    36
    Unit:
    sq ft
    Unit price:
    4.25
  • Description: Thinset, grout, sealer and trimAmount: 92.00
    Qty:
    1
    Unit:
    lot
    Unit price:
    92.00
Materials subtotal245.00
Subtotal
1,078.00
Sales tax, if applicable (0%)
0.00
Estimated total
1,078.00
Proposed deposit (25%)
269.50

From estimate to final bill

  • Once accepted, these lines carry over to the final bill with the same descriptions, quantities and prices.
  • Quote estimate no. EST-1042 on the final bill so the two can be matched.
  • Any change agreed during the job is added as a new line, not by editing the accepted lines.
  • A deposit received is shown on the final bill as already received and taken off the total.

Exclusions

  • Repairing damaged drywall behind the old backsplash (priced separately if found)
  • Moving or reinstalling outlets and switch plates beyond removing their covers

Accepted by (client signature)

Print name

Date

Prices are valid until the date shown; the accepted estimate becomes the basis for the final bill.

Estimate built to convert into an invoice

An estimate laid out so it can become the invoice: the same line items, quantities and prices you will bill, an estimate number to quote on the invoice, a tax rate cell, the estimated total, a proposed deposit rate cell, a valid-until date and notes on how each part carries over.

A priced proposal — not an invoice

Download

What this invoice estimate is for

This template is an estimate you write with the invoice in mind. Each line is priced the way you'll bill it, with a quantity, unit and unit price, so that when the client accepts, the same lines can move to the invoice without being rewritten. The estimate number links the two documents, and any deposit the client pays comes off the final amount.

The estimate itself is still an estimate: it's titled "ESTIMATE", it has a valid-until date and an acceptance block, and it asks for no payment except the deposit you propose.

What's on the estimate

  • Business: business name, address, and phone or email
  • Estimate details: "Estimate no.", "Date", "Valid until" and "Prepared by"
  • Client and job: client name, address, phone or email, and "Job", a one-line description
  • Labor and Materials: two tables with description, quantity, unit, unit price and amount, each with its own subtotal
  • Totals: "Subtotal", "Sales tax, if applicable" with its rate, "Estimated total" and "Proposed deposit" with its rate
  • From estimate to final bill: four notes on how the estimate carries over, filled in on the Word and Excel files and left blank on the PDF
  • Exclusions: what the price doesn't cover
  • Acceptance: "Accepted by (client signature)", "Print name" and "Date"

The sample is estimate EST-1042 from a tile installer for a kitchen backsplash of about 32 sq ft, dated Nov 4, 2026 and valid until Dec 4, 2026:

  • labor: removing the old backsplash and prepping the wall, 4 hours at 55.00 (220.00); installing subway tile, 32 sq ft at 14.00 (448.00); grout, seal and caulk, 3 hours at 55.00 (165.00), for 833.00;
  • materials: 36 sq ft of ceramic subway tile at 4.25 (153.00) and one lot of thinset, grout, sealer and trim at 92.00, for 245.00.

That's a subtotal and estimated total of 1,078.00 with tax at 0%. The proposed deposit is 25% of the estimated total, 269.50. The prices are sample figures, not market rates.

From estimate to invoice: the hand-off

In the Word and Excel files, the estimate's notes set out how it becomes the bill, so the client knows before accepting. The PDF prints the same heading over a blank notes area for you to fill in. The notes in the Word and Excel files say:

  1. "Once accepted, these lines carry over to the final bill with the same descriptions, quantities and prices."
  2. "Quote estimate no. EST-1042 on the final bill so the two can be matched."
  3. "Any change agreed during the job is added as a new line, not by editing the accepted lines."
  4. "A deposit received is shown on the final bill as already received and taken off the total."

In practice, the invoice for the sample job would repeat the five labor and materials lines at 1,078.00, quote EST-1042, and, if the client paid the proposed 269.50 deposit and nothing changed, show 808.50 due. If the client asked for an extra row of tile during the job, that would be a new line on the invoice, priced as you agreed, while the accepted lines stay as they were.

The estimate itself never says "invoice" in any of the three files; the notes heading and the footnote call it the "final bill", and so do the notes in the Word and Excel files. For the bill itself, the deposit invoice page has a final invoice after a deposit, with the work completed at full price, the total and "Less: deposit received". For other layouts, browse the invoice templates.

Proposed deposit

"Proposed deposit" is a percentage of the estimated total, with the rate in its own cell: 25% of 1,078.00 is 269.50 in the sample. Because it's worked out on the estimated total, it includes any sales tax.

How much deposit you ask for, and whether it's refundable if the client cancels, are your business terms, so state them before the client signs. To ask for the deposit once the estimate is accepted, the deposit invoice page also has a deposit request invoice. To leave the deposit out, set its rate to 0%.

Valid until, exclusions and acceptance

"Valid until" is how long you'll hold these prices. The sample gives the client 30 days, from Nov 4 to Dec 4, 2026, and the footnote says: "Prices are valid until the date shown; the accepted estimate becomes the basis for the final bill." How long you hold a price is your choice, so pick a date that suits your costs.

List what the price doesn't cover under "Exclusions". The sample excludes "Repairing damaged drywall behind the old backsplash (priced separately if found)" and "Moving or reinstalling outlets and switch plates beyond removing their covers". If excluded work turns out to be needed, it becomes a change, agreed and added as a new line.

The acceptance block gives the client a place to sign, print their name and date the estimate, so you know which version was accepted before you start.

Sales tax

"Sales tax, if applicable" starts at 0%. In the Excel file it applies to the whole subtotal, labor and materials. Whether labor, materials or both are taxable depends on where you work, so check with the tax agency there, set the rate, and change the formula if only some lines are taxable. Use the same treatment on the invoice so the two match.

How to fill in the template

  1. Add your business details, then the estimate number, date, valid-until date and who prepared it.
  2. Enter the client and a one-line description of the job.
  3. Add each labor and materials line the way you'll bill it, with quantity, unit and unit price.
  4. Set the sales tax rate, or leave it at 0%, and set the proposed deposit rate.
  5. Edit the notes and exclusions, then send the estimate for the client to sign.

The PDF is a blank form for filling in by hand. The Word and Excel files have the same layout with the sample filled in, for you to overwrite.

In the Excel file:

  • each line amount is "Qty" × "Unit price";
  • the labor and materials subtotals, the subtotal, the tax, the estimated total and the proposed deposit are formulas;
  • the file's tip says: to leave out "Sales tax, if applicable" or "Proposed deposit", set the line's rate to 0%, and don't delete these rows, because the totals refer to them;
  • each table has one blank row. For more lines, insert a row inside the table and copy the amount formula into it, then check that the subtotal includes it.

In Word or on the PDF, work out the amounts yourself.

Estimate templates by format: Word, Excel, PDF, Google Docs and Google Sheets, or browse all estimate templates.

Converting estimates in Billed

In Billed's estimating software, you can convert an approved estimate into an invoice in one click, share estimates with clients by email or a shareable link, and see on the estimate dashboard which estimates clients have approved or rejected.

Other estimate templates

Skip the Templates — Create Estimates Online

Create and send estimates with Billed, then convert approved estimates into invoices.

Try Billed For Free

No credit card required.

What's included in this estimate template

On the estimate On the invoice
Labor and materials lines Same lines and prices
Estimate no. EST-1042 Quoted as the reference
Change agreed on the job Added as a new line
Proposed deposit Taken off once received
Valid until Replaced by a due date

When this isn't for you

If the price depends on the hours a crew actually works, the labor estimate shows crew roles, overtime and equipment. If the job is done and you're ready to bill, send the invoice: the deposit invoice page includes a final invoice that takes off a deposit received.

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.

Related Templates

Explore more templates for your business.

Business Estimate Templates for Client Quotes and Internal BudgetsView Template
Professional Estimate Templates for Consulting, Freelance, Corporate and Trade WorkView Template
Free Service Estimate TemplateView Template
View all templates

Related Articles

Learn more about creating professional estimates for your business.

Estimating

How to Write a Winning Estimate

Read Article

Ready To Create Your Estimate?

Create and send estimates with Billed, then convert approved estimates into invoices.

Get Started For Free

No credit card required.