Generate a professional, print-ready cost estimate — enter line items and get a beautifully formatted estimate with subtotals, tax and totals ready to share with clients.
Enter your figures and click Calculate to see your results.
Enter your company, client, estimate number and line items (Description, Qty, Price per line) — a formatted estimate is generated.
Press Generate — your output is created instantly, right in your browser. No data is uploaded or stored.
Use the Copy button to grab the result. For visual outputs like signatures and business cards, copy the HTML source. For documents, copy the formatted text into Word or Google Docs.
An estimate is an approximate price that may change based on actual work required — it is not legally binding. A quote (or quotation) is a fixed price commitment that the supplier is contractually bound to honour. Always make clear on your document whether it is an estimate or a fixed quote. For project work with unknowns, use an estimate. For clearly defined scope, use a fixed quote.
Essential elements: your company name and contact details, client name, unique estimate number (for tracking), issue date, expiry date (estimates should have a validity period — usually 30 days), itemised line items with description, quantity and unit price, subtotal, VAT/tax breakdown, total, payment terms and any relevant notes or conditions. Professional formatting builds client confidence.
The standard validity period is 30 days. This protects you from cost increases in materials, labour rates or overheads while still giving the client sufficient time to decide. State the expiry date clearly on the estimate. If a client accepts after the expiry, issue a new estimate reflecting current pricing. Some industries use shorter periods (14 days) for volatile material costs.
Yes — a deposit (typically 25–50%) is standard practice for project-based work. It protects you against clients who abandon projects mid-way, funds materials purchases, demonstrates client commitment and helps with cash flow. Specify deposit amounts clearly in your estimate and contract. The balance is typically due on completion (50/50 split) or in stages for longer projects.
Define the scope clearly in your estimate and contract — exactly what is included and what is not. Include a change order policy: any work beyond the agreed scope requires a written change order with updated pricing before work begins. Charge for scope additions — never absorb them silently, as this trains clients to expect free extras and devalues your work.
In the UK, if you are VAT-registered (turnover over £90,000 threshold from April 2024), you must charge 20% VAT on most goods and services. Include VAT clearly as a separate line showing the net amount, VAT amount and gross total. If you are not VAT-registered, state this. For services provided to overseas clients, different rules apply — zero-rating may apply for B2B services to non-UK businesses.
Send a polite follow-up email 3–5 days after sending the estimate. Reference the estimate number and ask if they have any questions. A second follow-up 7–10 days later is appropriate. After 30 days (or your stated expiry date), advise the client the estimate has expired and you will need to reassess pricing. Clear processes around estimates and follow-ups significantly improve conversion rates.
A cost estimate is a high-level price summary typically used in service businesses (design, consulting, tradespeople). A bill of quantities (BoQ) is a detailed document used in construction that lists every material, component and task with quantities, unit rates and totals — enabling multiple contractors to price against the same specification. BoQs are prepared by quantity surveyors for larger construction projects.
