Estimate Template: Free PDF Download

We’re offering a free estimate template. To get your free template, fill out our form (to the right on desktop, or above on mobile) and we’ll email it to you straightaway. 

What’s Included in the Estimate Template

Our printable work estimate template includes all the essential fields for your team to fill in with the information specific to your industry:

1. Company Information

• Your contact information, including, company name, address, phone number, email, and website details

• Contractor license number

• Estimate number and date

• Due date and terms

2. Client Information

• Client’s name, address, phone number, and email

3. Project Description

• Space to provide a brief description of the project or type of work (e.g. construction project), including the deliverables

4. Estimate

• Space for 10 line items with columns for service description, quantity, unit price, and total project cost (including labor costs)

• Subtotal, tax, and total cost due

5. Terms and Conditions

• Estimate expiry date

• Deposit required

• Payment terms

• Expected work start and completion dates

6. Acceptance of Estimate

• Signature and date fields for client and contractor representative

The Drawbacks of PDF Estimates

1. Manual and Error-Prone Creating estimates by hand in a PDF estimate form is time-consuming and leaves room for costly mistakes.

• Technicians or office staff must copy and paste line items, totals, and customer info — a process that’s easy to mess up.

• Small errors can delay jobs, hurt credibility, or lead to disputes with customers.

2. No Pricebook Integration PDFs don’t connect to your pricebook, making it harder to ensure accurate and up-to-date pricing.

• Techs might guess or reference outdated numbers, leading to inconsistent estimates.

• Even minor pricing mistakes can shrink your profit margins over time.

3. Disorganized Documentation PDF estimates often live in inboxes, desktops, or scattered folders.

• Staff must manually transfer documents to your CRM, accounting software, or project management tools.

• This disorganization slows down operations and increases the risk of lost paperwork or duplicate entries.

4. Lack of Real-Time Updates and Fragmented Follow-Up Once you send a PDF, you’re in the dark.

• There’s no way to know if the customer viewed it — or when — making it harder to follow up at the right time.

• Without an airtight system for tracking and managing follow-ups, missed opportunities and slow responses can cost you jobs and revenue.

5. Disconnected From Job Workflows and Project Management

Information from sold estimates must be manually transferred into other job documents.

• Purchase orders must be created manually to reflect materials and equipment specified on the estimate form.

• Invoices, continuation sheets, and payment applications must be created manually to reflect line items specified on the estimate.

Why Settle for Outdated PDFs? ServiceTitan Solves These Pain Points

PDF templates (or programs like Microsoft Word, Microsoft Excel, Google Docs, or Google Sheets) may be sufficient for small businesses or one-off jobs. But if you’re regularly working on large commercial jobs or construction projects, relying on PDFs can introduce avoidable inefficiencies and risks — especially when it comes to speed, accuracy, and profitability.

In the next section, we’ll explain how ServiceTitan’s estimating software solves these issues for trade service businesses by streamlining the estimating process and integrating it with key job workflows for residential and commercial jobs.

How ServiceTitan Streamlines Estimating Across Different Industries, Job Types, and Sizes

ServiceTitan gives specialty contractors from multiple industries (HVAC, plumbing, electrical, roofing, landscaping, and more) flexibility to create estimates in the way that best fits their business:

• For smaller residential service and replacement jobs, your techs can create Good-Better-Best proposals right from their tablet. 

• For equipment change-outs, short-term projects, or track home builds, office staff can build detailed line-item estimates that specify exact services, equipment, and materials. 

• For larger commercial or long-term projects, you can use rough project estimates with summary totals to set budgets and track actual revenue and costs over time.

Many businesses use each of these methods across different divisions ensuring every job type is accurately priced and managed from the start.

Good-Better-Best Proposals for Residential Service and Installation

From the field, technicians or sales staff can leverage prebuilt estimate templates, or create detailed estimates from scratch, and combine estimates into Good-Better-Best proposals on the fly via our mobile app.

Our native pricebook functionality includes:

• Flexible Customization: Upload a pricebook you already use, build one from scratch, or use our prebuilt templates and pricebooks.

• Direct Supplier Integration: Use Pricebook Connect to integrate directly with top industry suppliers so that your estimates always reflect the most up-to-date pricing, product images, and product descriptions.

• Automated Pricing Updates: Set up rules to dynamically automate pricing updates that are reflected in estimates and proposals and across all devices (mobile, tablet or desktop). 

• Flat-Rate Pricebook: Upgrade to Pricebook Pro to save even more time and ensure that your business offers the best flat-rate services, with prices set to maximize profitability

Offer Financing Options to Close More Big-Ticket Jobs

ServiceTitan helps contractors close more jobs by making it easy to offer financing options directly from the field. Through integrations with trusted providers like GreenSky®, GoodLeap, Service Finance, Wells Fargo, Synchrony, Financeit, and more, technicians can add financing plans to estimates, manage applications, and secure approvals on the spot.

By giving customers flexible payment options, you not only make larger projects more affordable but also increase your average ticket size and boost conversion rates—all without adding extra friction to the sales process.

Precise Line-Item Estimates for Projects Where All Details Are Known Upfront

With ServiceTitan, contractors can build precise line-item estimates that list the exact services, materials, and equipment required for a job. Every item pulls directly from your pricebook, ensuring accuracy and consistency in pricing.

Line-item estimating is ideal for smaller, shorter-term projects where detailed scope and costs are known upfront. Estimates can also trigger purchase orders via requisitions, tying directly into purchasing and invoice closeout workflows for streamlined job costing and project management.

Rough Estimates for Complex Projects Where You Need Flexibility

ServiceTitan’s rough project estimates make it easy to build budgets for large-scale or long-term projects when every detail isn’t known upfront. Instead of listing specific equipment or materials, you can use summary tasks and revenue items to represent overall contract value and projected costs.

By setting up default project labels for pricebook items, job types, and technicians, budgets automatically populate in the Budget vs. Actual table, keeping expenses organized and easy to track. This cost-estimating method is especially useful for commercial installs, construction estimating, and early-stage bids, where flexibility is key and estimates need to be created quickly without every line item and material cost in place.

Supporting Features and Workflows 

Enable Customers to Review and Approve Estimates Online

ServiceTitan makes it easy for customers to review and approve estimates online through a secure link included in estimate emails. Customers can view the proposal, accept terms, and sign electronically from any device, creating a seamless, contactless experience that speeds up approvals and boosts close rates.

Office staff can customize email templates, set expiration dates, and schedule automatic reminders for unsold estimates. Real-time alerts notify your team when an estimate is viewed or signed, while audit trails keep a record of every interaction. By moving approvals online, ServiceTitan reduces delays, increases transparency, and helps contractors win more jobs, faster.

Track and Follow Up On Unsold Estimates

ServiceTitan ensures no opportunity slips through the cracks by giving technicians and office staff tools to track and follow up on unsold estimates. 

• Techs can flag unsold proposals for the office to follow up: Office staff can review open opportunities, call or email customers, log follow-up notes, and set reminders—all from one place.

• Convert estimates into booked jobs: Once an estimate is approved by the customer, credit is assigned to the right salesperson, and the estimate is transferred to a job booking. 

This streamlined workflow makes it easier to re-engage leads, close more deals, and maximize revenue from every estimate created.

Seamless Integration with Purchasing, Job Costing, Invoicing, and More

ServiceTitan integrates line-item estimates and rough project costs into the project management process for maximum efficiency: 

• Initiate Requisition of Equipment & Materials: Once sold, all the details from the estimate are automatically integrated into the rest of the workflow so you can initiate a requisition of equipment and materials. 

• Create Purchase Orders: Line items are automatically populated from your estimate, so you can simply select your procurement sources and shipping locations for each material. Then, you can save that order to create a transaction and send those purchase orders to your vendors — without ever leaving ServiceTitan. 

• Easily Generate Payment Applications: Select the billing period and the percent of each line item you want to bill for. Then, generate a PDF payment application with the details automatically filled out, and send it to your client for review.

• Get Paid Faster and Reduce Cash Flow Issues: Subcontractors can defend pushbacks from construction companies or general contractors with ServiceTitan’s continuation sheet, which saves and organizes the payment application for easy reference and sharing.  

• Create Invoices Instantaneously: When an application is accepted, generating an invoice for the progress payment can be done in a few clicks and sent to the customer. 

• Integrate Payments with Your Accounting Software: When payments come in, you can swiftly update your accounts receivable through our Viewpoint, Sage, QuickBooks, and CSV accounting integrations.  

Streamlining all these processes takes significantly less time than calculating project costs using PDFs or Excel templates.  

Learn more from our estimating guides for specific industries:

• Construction Estimating Guide

• Electrical Estimating Guide

• Plumbing Estimating Guide

• HVAC Estimating Guide

• Roofing Estimating Guide

• Handyman Estimating Guide

• Paint Job Estimating Guide

Get a Personalized Demo of ServiceTitan Estimating Software

Using a free PDF job estimate template or Excel spreadsheet might work for small individual contractors, but these systems tend to break down as a business starts to grow. 

ServiceTitan has the tools you need to create professional estimates and manage the estimating process across different industries, business divisions, job sizes, and job types. And it connects estimating seamlessly to the rest of the workflows necessary to carry out the work and get paid.