Build your first estimate

Estimates are the most important document you write. Get the format right and approvals come faster, change orders are easier to defend, and the final invoice writes itself. Get the format wrong and you'll argue about scope every job.

Start it

From a job, click New Estimate. The customer, job site, and tax settings carry over automatically. Set the estimate number (we suggest the next sequential number; you can override). Pick the issue date and an expiration date — most contractors use 14 days for the expiration, long enough for the customer to think it over without giving them three months to come back demanding the same price.

Add line items

The single biggest pricing mistake small contractors make is bundling everything into one or two line items. "Kitchen remodel — $48,000" is a terrible estimate. "Demo, framing, plumbing rough-in, electrical rough-in, drywall, paint, cabinet install, countertops, finish carpentry, finish plumbing, finish electrical, final walkthrough" — each itemized — is a great one.

Separate labor lines from material lines so customers can see where the money goes. Use the description field for plain-English explanations:

• "Demo of existing tile and subfloor (1.5 days for 2-person crew)" beats "Demolition"
• "Mid-grade soft-close shaker cabinets — Schrock or equivalent" beats "Cabinets — $14,200"
• "Quartz countertop, customer to select from supplier showroom" beats "Counter installation"

Use the price book to autopopulate line items you bid often. The estimate builds in a quarter of the time once your library has 30-40 items.

Allowances vs. fixed prices

Where the customer hasn't picked the exact thing yet — fixtures, tile, hardware, paint colors — use an allowance line instead of a fixed price. Label it clearly ("Bathroom fixture allowance — $1,800 — mid-grade chrome"). When the customer upgrades, you file a change order for the difference. The original allowance stays in the estimate so you can show what was bid versus what was selected.

Deposit and payment milestones

If your workflow takes a deposit on signing, add a deposit line at the top of the estimate (e.g., "Deposit — 25% on signing — $12,000"). Customer sees the cash-flow ask up front, no surprises later. For longer jobs, add progress payment milestones the same way — "Progress payment 1 — at rough-in completion — $15,000."

Send for approval

Save the estimate, then click Send for approval. Enter the customer's email, optionally add a personal note that appears above the document button ("Per our walkthrough Tuesday, here's the formal estimate."), and click Send. The customer gets an email with a single Open button, no login required. They review on their phone, sign with their name, and approve — you get notified the moment it happens.

The signature, IP address, and timestamp are recorded on the audit trail. These hold up in disputes. If a customer claims they didn't sign, you can show them their own signature with the date and approximate location.

Common estimate mistakes

• Quoting without a walkthrough — every line item carries assumptions about access, conditions, and demo. Quoting from photos invites scope arguments.
• Forgetting taxes. Sales tax in your jurisdiction goes on materials (and sometimes labor) at a specified rate. The estimate tax line is auto-calculated from your Workspace settings — verify they're correct for your state and county.
• Quoting too tight on prep work. Demo, masking, and surface prep are where time goes on remodels. If you under-quote prep, you eat the difference. Itemize it as its own line so the customer sees what they're paying for.
• Not including a contingency on remodels. Most experienced remodelers include a 5-10% contingency line and explain it as 'covers minor surprises behind walls — anything bigger is a change order.'