Invoicary

Free Estimate Template

By Nico · Last reviewed

Give clients a clear cost estimate: break down the work and prices, add tax, and download a polished PDF. Turn it into an invoice when approved. Free, no signup.

Create this invoice → Free · no signup · downloads as PDF

What this template looks like

A filled-in example. Your details replace the placeholders — nothing here is saved.

ESTIMATE
# INV-0042
FromYour Business Name
Your address
City, Postcode
Bill ToClient Name
Client address
City, Postcode
Issue DateMar 14, 2026
Due DateMar 28, 2026
DescriptionQtyRateAmount
Work / item estimated 1 $1,200.00 $1,200.00
Subtotal$1,200.00
Total$1,200.00
Terms
Thank you for your business.

Create this invoice → Start from blank

Pre-configured

This page is set up for estimate — adjust anything you need.

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What to include on a estimate

  • “Estimate”, a number and the date
  • Your business and the client
  • The work or items with estimated costs
  • Subtotal, tax and the estimated total
  • Validity period and terms (estimates can change)

Estimate, quote or invoice — which one you actually need

These three documents get confused constantly, and sending the wrong one costs you money. An estimate is your best approximation of what a job will cost, given before the work — it’s not binding and can change if the scope does. A quote is a firm price you commit to for a defined scope, usually valid for a set period. An invoice comes after (or at defined milestones) and demands payment. If a customer is still deciding, send an estimate or quote; once they say yes and you deliver, the estimate becomes the basis for the invoice. Labeling the document correctly protects you: an “estimate” that a client treats as a locked price is a dispute waiting to happen.

What a winning estimate includes

A good estimate does two jobs — it prices the work and it sells it. Include:

  • A clear “Estimate” label, a number, and the date prepared
  • Your business details and the client’s details
  • An itemized breakdown of labor, materials and other costs — not one lump sum
  • The estimated total, and whether tax is included
  • A validity period (“valid for 30 days”) so old estimates don’t bind you to old prices
  • What’s included and — just as important — what’s excluded, to prevent scope creep
  • A note on how the estimate becomes an order (deposit, signature, or written approval)

From estimate to paid invoice

  • Itemize rather than lump-sum: clients approve estimates they can understand line by line, and it sets up the invoice
  • State assumptions (“assumes drywall is sound”) so genuine surprises can be re-quoted without a fight
  • Take a deposit on approval for anything material-heavy — the estimate should say so
  • When the job’s done, carry the approved lines straight onto the invoice; note any approved changes separately
  • If the final differs from the estimate, show why — an unexplained jump from estimate to invoice is the #1 cause of disputes

FAQ

Is an estimate legally binding?
No — an estimate is an approximate cost given in good faith and can change. The final invoice reflects the actual amount.
Is this a free estimate maker?
Yes — it is a free estimate maker with no signup and no watermark on the PDF. You can send as many free estimates as you like, and your business details are remembered in your browser for the next one.
What is the difference between an estimate and a quote?
An estimate is an educated approximation that can change if the work does; a quote is a fixed price you commit to for a defined scope, usually for a limited time. Use an estimate when the final cost genuinely depends on what you find; use a quote when you can price the job firmly.
Is an estimate legally binding?
Generally no — an estimate is a good-faith approximation, not a contract, which is exactly why you label it “estimate” and add a validity period. It becomes binding only if the client accepts it as a fixed price or your local rules say otherwise. To lock a price, send a quote instead.

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