FREE Job Estimate Template
Running a small business can be tough and time-consuming. There are many moving parts, and it’s easy to let things fall through the cracks. One important thing that business owners often overlook is creating accurate and detailed job estimates.
In this post, we’ll discuss what job estimates are, why you should use them, and how to write them. We’ve even included a free job estimate template that you can use in Excel!
What is a Job Estimate?
A job estimate or a work estimate is a document that provides prospective clients with an estimated cost for a project or service. It’s important to note that a job estimate is not the same as a quote.
A quote is binding, meaning the price cannot be changed once the client has agreed to it. A job estimate, on the other hand, is not binding. The final cost of the project may be higher or lower than the estimate, depending on the actual scope of work.
Why Use a Job Estimate?
There are several reasons why small business owners should take the time to create accurate job estimates. First and foremost, they give potential clients an idea of what they can expect to pay for your services. This can help you win more clients, as they will be able to compare your estimate to those of your competitors.
Estimates can help you stay organised and on track during a project. A detailed document outlining the scope of work and associated costs will reduce your chances of making mistakes or going over budget.
Finally, a job estimate can protect you from scope creep. Scope creep is when a client repeatedly asks for additional services or changes to the scope of work after the project has already begun.
If you have a detailed written estimate upfront, you can refer back to it if a client begins to request changes that were not originally agreed upon
Out Top Tips on Work Estimates
Here is a list of our top tips for providing cost estimates to customers.
- Meet the client at a convenient time to discuss the job and make detailed notes
- Listen to the client’s needs and suggest how to complete the job.
- Try to get the pricing right: You don’t want to overprice and not get the job or underprice and not make enough profit.
- Provide your estimate quickly as it looks professional; customers are not impressed if they need to chase it up.
- Make your work estimates look professional. If you provide a handwritten note, customers may be put off using your services. This is where our job estimate template will help.
How to Write a Job Estimate
Writing an accurate and detailed job estimate for a potential client isn’t difficult. Just follow these simple steps:
- Add customer details – Add as much customer information as you can; this acts as a record if you need to contact them again for any reason.
- Define a detailed description of the scope of work – What will you be doing? Be as specific as possible so that there is no confusion later on
- Determine the material costs required – Will you need any special materials or tools to complete the project? If so, factor those costs into your estimate
- Come up with an estimated timeline – How long do you think it will take you to complete the project? Make sure to add a cushion so that you don’t end up going over budget due to unforeseen circumstances
- Calculate your labour costs for the project – How much do you charge per hour? Make sure to include any taxes or fees associated with your services
- Add up all of the costs – Once you’ve calculated all of the individual costs associated with the project, add them up for a total estimate Include your contact information – Don’t forget to include your name, company name, address, phone number, and email address in case the client has any questions about the estimate!
- If you are VAT registered, ensure you include any sales tax in the estimate.
- Include payment terms
- Add a disclaimer at the end of the document to state that the job estimate is not binding and that the final cost may be higher or lower than the estimate, depending on the actual work.
- The final step is to send the estimate to the client. You can do this via email, electronically, hand-delivered or post.
Producing a detailed estimate will look more professional to a potential client, and if you include the company contact details, the client will have a record of who to contact.
Fee Job Estimate Template Disclaimer
On the estimate form, it is worth having a disclaimer; we have included it on our estimate template, but if it is not suitable for your small business, please change it. The wording we have used is:
“This estimate is approximate and may be subject to change. The estimate is based on what the client has told us about the project requirements. The final cost may be different, depending on any changes that are made after the estimate is created. If there are any changes, the client will be notified first. This estimate is valid for 30 days.”
Why Use a Job Estimate Template?
A job estimate template is a pre-formatted document that you can use to create estimates for potential clients. This can save you a lot of time, especially if you complete similar projects, as you won’t have to start from scratch each time you need to write an estimate.
Just download the template, open it in Excel, and fill in the relevant information for your project. Once you’re finished, you can save the document and use it again in the future.
Who Should Use a Free Estimate Template?
A job estimate template, also called a work estimate template, can be used for any project, big or small. Whether you’re a contractor, freelancer, or small business owner, a template can help you create professional and accurate job estimates quickly and easily.
If you need to write an estimate for a potential client, simply download the template and follow the instructions below. You can also use the template as a guide to help you create your customised estimate document.
Alternatives to a Job Estimate Template
If you are in the business of providing goods and services to customers, then you know how important it is to provide accurate estimates. Job estimate templates can be a helpful tool in creating these estimates. However, there are a few alternatives that you may want to consider.
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Online Estimating Software
One alternative to using job estimate templates is to use online estimate software. This software can help you estimate more accurately by factoring in labour costs, materials, and overheads. Plus, many online estimating software programs allow you to save and reuse estimate information, saving you time in the long run.
Accounting Software with Invoicing
Another option to consider is accounting software like FreshBooks, which includes invoicing completed work. This type of software can help you track job expenses and generate invoices for your customers. Many accounting software programs also offer templates for estimates, so you can still get the benefits of using a template while also having the added features of accounting software.
How to Use Our FREE Job Estimate Template
Below is an job estimate template example, to create your own follow the simple steps.
Download the job estimate template at the end of this article; it is available to use with Excel or Google Sheets.
Add in your business contact details and Logo if you have one. Save this as an estimate template to use time and time again.
You are then ready to write your first work estimate template.
Add the following relevant details to the estimate template:
- Client details
- Estimate Number
- Estimate Date
- Enter a brief project description
- Unit cost
- Quantity
- Add any notes – this might include a project timeline or estimated date for the work.
- The disclaimer is included; change it if required
- If you do not charge VAT, delete the 2 cells, and they will be excluded
- The final price is calculated for you
Save this as the final job estimate and send it to your customer.
Work Estimate PDF
If you prefer to handwrite a work estimate, we have also produced a PDF version.
Download it and print off a blank work estimate template to complete by hand.
Free Work Estimate Template Licence Agreement
By downloading our free estimate template, you agree to our licence agreement, allowing you to use the templates for your own personal or business use only. You may not share, distribute, or resell the templates to anyone else in any way.
Free Estimate Template Conclusion
Creating accurate and detailed work estimates may seem time-consuming, but it’s well worth it for small business owners who want to win more clients and avoid scope creep during projects. Plus, we’ve made it even easier by providing a free work estimate template that you can use in Excel and other popular spreadsheet software!
