Free Service Estimate Template

Use this estimate after a service call: you've visited the client, diagnosed the problem, and now price the repair before you do it. It suits trades that go to the client's address to fix equipment, such as a water heater, a furnace or an appliance.

The estimate is titled SERVICE ESTIMATE and has these parts:

• Service company: business name, address, phone or email, and "License no." with the placeholder "[License no., if applicable]".
• Estimate details: "Estimate no.", "Date", "Valid until" and "Technician".
• Client and equipment: "Client name", "Service address", "Equipment" and "Problem found".
• Service call and diagnosis, Labor and Parts: three tables with Item, Details, Qty, Unit, Rate and Amount columns, each with its own subtotal: "Service call subtotal", "Labor subtotal" and "Parts subtotal".
• Totals: "Subtotal", "Trip fee", "Sales tax, if applicable" and "Estimated total".
• Notes and acceptance lines: "Accepted by (client signature)", "Print name" and "Date".

The service call has its own table, so the client sees what the visit and diagnosis cost apart from the repair. The sample's notes set out what happens if the client says no: "Sample terms: if you decline the repair, only the service call and trip fee are charged." In the sample, that's 95.00 + 35.00 = 130.00. These are sample terms, so write your own.

The second note limits the price to what you found: "The price covers the work found during diagnosis; anything else found is quoted before it's done." Fill in "Problem found" in plain words, so the client can see what the estimate covers.

• Trip fee: a typed amount below the subtotal, 35.00 in the sample. Set it to 0.00 if you don't charge one.
• Sales tax: "Sales tax, if applicable" is the subtotal plus the trip fee × the rate in its own cell, 0% in the sample. That's how the file is built, not a statement about what is taxable. Whether repair labor, parts or trip fees are taxable depends on where you work, so check with the tax agency there, then set the rate or change the formula to match.

In the Excel file:

• each amount is Qty × Rate, rounded to the cent, and each table has its own subtotal;
• the Service call table has one line and no blank row; Labor and Parts each have one blank row at the end. To add a labor or parts line, insert a row above that blank row and copy the amount formula into it, then check that the subtotals include it;
• the Subtotal adds the three tables. You type the trip fee, "Sales tax, if applicable" is a formula with the rate in its own cell, and the Estimated total adds the subtotal, the trip fee and the tax.

The file's tip says: "To leave out "Sales tax, if applicable", set its rate to 0%; to leave out "Trip fee", set it to 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 one-page blank form to fill in on site, with a blank for the tax rate. 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.

• Before the repair: send this estimate and get the client's acceptance.
• After the repair: bill it with the home service invoice, which has the call-out fee, labor by the hour and parts with their own subtotal, or the HVAC service invoice for an HVAC repair visit.
• When the client pays: give them a service receipt, which records the service date, the equipment and technician, and the services and parts.

In Billed you can save your services and parts to add them to estimates quickly, email an estimate or share it by link, follow which estimates clients have accepted on the estimate dashboard, and turn an approved estimate into an invoice (estimating software).