Serviq home · Updated November 8, 2026

How to write a service estimate

A good estimate does three jobs. It shows the client exactly what they are getting, it keeps you from doing free extras, and once the client approves it, it becomes the basis for your invoice. This guide covers what every estimate needs, a step-by-step process, a template you can copy, and the mistakes that cost contractors and handymen the most money.

What every estimate needs

None of this is complicated, but each item prevents an argument that starts with “I thought that was included.”

Your business details: name, phone, email, and license number if your trade or state requires one.
The client’s details: name, phone, and the address where the work will happen.
An estimate number and date, so you can find it later and the client can refer to it.
A line-by-line scope of work with quantity and unit (job, hour, each, square foot).
Labor and materials listed separately, plus any trip or disposal fee.
The total, with discounts and sales tax shown on their own lines if they apply.
A timeline: the expected start date and how long the job takes.
Payment terms: deposit, balance, and the methods you accept (check, Zelle, Venmo, card).
An expiration date for the price.
What is not included, wherever a misunderstanding is likely.

Rules about written estimates, contracts and licensing differ by state, and some states require a written contract above a certain job size. Check with your state contractor board or an accountant; this guide is general information, not legal advice.

Step by step: how to build the estimate

Understand the job before you name a price. Visit the site or ask for photos and measurements. Three questions cover most of it: what exactly needs to be done, under what conditions (access, height, what is already there), and by when.
Break the job into lines. “Bathroom update” is not a line item. “Replace vanity faucet,” “re-caulk tub” and “install towel bar” are. The clearer the lines, the fewer the disputes.
Price your labor. Estimated hours times your hourly rate, or a flat price per task. If you are not sure what your hour is worth, read how much to charge per hour.
Price materials at real store prices. Check today’s prices and add 10% for waste and the extra trip to the store. If the client buys the materials, say so on the estimate.
Add trip charges and a cushion. Long drives, stairs, or working in an occupied house deserve their own line.
Set the expiration, timeline and payment terms. A 30% to 50% deposit is common when you front the materials.
Send it the same day. An estimate that arrives three days later loses to the one that arrived in three hours. A PDF with a number and your details looks more professional than a text message.
Agree on a follow-up. “I’ll check in Thursday” gives you a natural reason to ask whether they have decided.

Estimate template you can copy

The prices below are examples, so replace them with yours. The math is worked out so you can check the logic.

ESTIMATE #EST-2026-0007
Date: 11/08/2026   Valid for: 14 days (until 11/22/2026)

From: Ramos Home Services
Phone: (555) 010-0100   License #: 000000
For: Karen Mitchell
Address: 214 Maple Street, Austin, TX
Job: refresh living room

Item                                 Qty   Unit price   Total
Interior painting, walls and trim     1    $420.00      $420.00
Drywall patching (labor, hours)       2    $60.00       $120.00
Paint and supplies (at cost)          1    $100.00      $100.00

TOTAL: $640.00

Timeline: 2 days, starting within 7 days of approval.
Payment: 50% deposit ($320.00) by Zelle or check, 50% ($320.00)
on completion.
Not included: moving heavy furniture, ceiling work, wallpaper removal.
Notes: any extra work will be quoted and approved before I do it.

Checking the numbers: 2 hours × $60.00 = $120.00, and $420.00 + $120.00 + $100.00 = $640.00. Half of $640.00 is $320.00. The “not included” line answers in advance the question clients ask most after the job.

Expiration and terms: what to write

The expiration date is how long you hold the price. Materials get more expensive, your schedule fills up, and an undated estimate can come back six months later with the client expecting the old number. For most jobs, 7 to 30 days is reasonable; use a shorter window when materials are a big share of the cost.

Term	Example wording
Expiration	“This estimate is valid for 14 days.”
Deposit	“50% due at approval, 50% on completion. Zelle, Venmo or check.”
Timeline	“About 2 days, starting within 7 days of approval.”
Extras	“Work outside this list will be quoted separately.”
Materials	“Materials are billed at cost, per the list above.”
Warranty	“Workmanship guaranteed for 90 days.”

Only write a warranty or a late fee if you plan to honor it and enforce it. Whatever is on paper applies to both sides.

Common estimating mistakes

A price with no detail. “Total $640” invites the client to compare numbers, not scopes.
Forgetting materials, trip fees or disposal and paying the difference yourself.
No expiration date.
Quoting by voicemail or a stray text, with nothing the client can keep and you can look up.
Not saying what is excluded. The extra outlet that required opening the wall was never in the price, but only you know that.
Discounting without cutting scope. If you lower the price, remove something from the job or ask for a bigger deposit.
Slow replies.
Not keeping a copy. When the client approves, you need the original numbers for the invoice and the receipt.

How Serviq helps you write estimates

In Serviq you add your services once, with a price and a unit (job, hour, day, square foot), and build each estimate by picking items from your catalog. The number is automatic, the expiration date is an optional field, and the PDF carries your business details and the client’s name, ready to send by text or email. When the client approves, one tap turns the estimate into an invoice without retyping anything.

You can also describe the job by typing or speaking (in English, Portuguese, Spanish or German) and get a draft to review. Serviq never invents a price, a discount or a deadline, and nothing is saved until you create the document. The app works offline, with no account and no server. It creates business documents; it does not file taxes or issue tax forms.

Questions

How long should an estimate be valid?

There is no single rule. Seven to thirty days is common. Write the expiration date on the estimate so both sides know how long the price holds.

Can I charge for an estimate?

Yes, if you say so up front. Many contractors give free estimates on small jobs and charge a site-visit fee on bigger ones, then credit it if the client hires them.

Is an approved estimate a contract?

A written approval, even by text or email, records what was agreed, but it may not replace a contract on large jobs. Rules vary by state, so check with your state contractor board or a lawyer.

What is the difference between an estimate and a quote?

Many people use both words for the same thing. In some trades, an estimate is an approximation that can change, while a quote is a fixed price. Say which one you mean on the document.

Build your next estimate in Serviq: a service catalog, a professional PDF and sharing by text or email in a few taps. Available for iPhone and Android.