Build your estimate
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From
Your business details. Shown in the top-right of the PDF.
Bill to
Your client. Name and email are required.
Estimate details
Not tax advice. This is a document generator, not a tax determination. Whether reverse charge applies, and the exact wording your country requires, depends on your situation. Confirm with an accountant before you send.
Line items
Each row supports its own tax rate (e.g. mix 20% VAT items with 0% expenses).
Notes
Scope, what is not included, timeline, deposit and payment terms.
What to put on an estimate
A good estimate answers the client's questions before they ask, which is what gets it approved quickly. Include these six things:
Who it is from and for
Your business name and contact details, and the client's name and email.
An estimate number and date
A reference like EST-001 makes it easy to talk about and to match to the invoice later.
The work, line by line
Each task or item with quantity and rate. A single lump sum invites haggling; a breakdown shows where the money goes.
Tax and total
Show tax per line where it applies, so the total the client approves is the total they will pay.
A valid until date
Your prices and availability will not hold forever. A clear expiry date also nudges a decision.
Scope, exclusions and terms
What is included, what is not, the timeline, and any deposit. Most disputes start with an assumption nobody wrote down.
Example: a website redesign estimate
Here is how a freelance web designer might price a small site, with work billed at $90.00 an hour and a fixed fee for the design.
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Discovery call and wireframes | 8 | $90.00 | $720.00 |
| Visual design, 5 page templates | 1 | $1,800.00 | $1,800.00 |
| Build and launch (hours) | 24 | $90.00 | $2,160.00 |
| Estimated total | $4,680.00 | ||
In the notes: “Includes two rounds of revisions. Hosting and stock photos not included. 50% deposit to start, balance on launch. Valid for 30 days.”
Estimate, quote or invoice?
| Estimate | Quote | Invoice | |
|---|---|---|---|
| When | Before the work | Before the work | After the work, or at a milestone |
| Price | Best guess, can change | Usually fixed once accepted | Final amount owed |
| Asks the client to | Approve the plan | Accept the price | Pay by the due date |
| Key date | Valid until | Valid until | Due date |
Once the job is done, use the free invoice generator, and when you are paid, the receipt generator.
Send it, get it approved, invoice it
With a free Invoices Tracker account you can email the estimate, let your client approve or decline it online, and convert it into an invoice, in full or as a deposit and a balance, without retyping a thing. Free, no card required.
Frequently asked
Is this estimate template free?
Yes. There is no signup, no email and no credit card, and the PDF has no watermark. Make as many estimates as you need. A free account is optional and only needed if you want to send estimates, let clients approve them online, and turn them into invoices.
What is the difference between an estimate and a quote?
An estimate is your best guess at the cost, and the final price can change if the scope or hours change. A quote is usually a fixed price that you commit to once the client accepts it. Many freelancers use the words interchangeably, so say clearly on the document whether the price is an estimate or fixed. This is general information, not legal advice.
How long should an estimate be valid for?
Long enough for the client to decide, short enough that your prices and availability still hold. 30 days is a common choice and is this tool's default; change the Valid until date to whatever suits you. The date prints on the PDF as Valid until.
Can I add tax to an estimate?
Yes. Every line has its own tax rate, so you can mix taxed and untaxed work, for example 20% UK VAT on services and 0% on pass-through costs. EU/UK businesses billing each other across borders can switch on reverse charge.
Where is my estimate stored?
Only in your browser. The PDF is built on your device and nothing is sent to our servers. Your draft auto-saves in your browser so a refresh does not lose your work.
How do I turn an accepted estimate into an invoice?
In a free Invoices Tracker account, open the estimate and convert it. You can bill the full amount, or split it into a deposit invoice now and a balance invoice later, without retyping any line items.