General contracting estimate template

Download the General contracting estimate template

The same sample document in two formats. The PDF is what a finished estimate looks like; the spreadsheet has live formulas, so change a quantity or a rate and the totals follow.

No signup, no email, no watermark. Sample figures — edit everything. Opens in Excel, Numbers and Google Sheets.

See this estimate filled in, in the builder — the same sample, editable.

What a General contracting estimate needs on it

A remodel estimate is a small contract. It carries allowances for things the client has not chosen yet, a draw schedule so you are not financing their kitchen, and a change-order clause because the scope will move. Contractors who lose money on remodels usually did not lose it on labor rates — they lost it absorbing changes that were agreed verbally and never priced.

Estimate is the right instrument early, before selections are made and before anything is opened up. Price the known scope, carry the unknowns as allowances, and be explicit that concealed conditions — structure, wiring, plumbing, water damage — are priced when found. That framing is what makes the later change orders feel expected rather than opportunistic.

• Allowances for unselected finishes, each with a stated amount and what happens over or under
• A draw schedule tied to milestones, not dates, so payment tracks progress
• A change-order clause: how extra work gets priced and that it is approved in writing first
• Exclusions in a named list — permits, engineering, hazardous materials, landscaping repair
• Subcontracted trades identified, so the client knows who is coming and what is coordinated
• Your license number and general liability carrier

And what every estimate needs

Use an estimate when the scope is clear but the final number can still move — concealed damage, a substrate you cannot see until demo, or material prices that change between bid and start date.

• An expiry date, so a months-old number cannot be held against you
• Scope written plainly enough that a homeowner knows what is excluded
• A deposit or payment schedule if you need money before mobilising
• A signature line, so acceptance is recorded rather than remembered

General contracting line items included in this template

These load into the builder ready to edit. Prices are starting points, not our opinion of what you should charge — set your own and they save to your price book.

Rates are illustrative US figures and vary widely by market. Price your own work.

How general contractors price this work

Remodels are priced either as cost-plus with a stated fee, or fixed-price with allowances. Fixed-price wins more residential work because clients want certainty, but it only works if the allowances are honest and the exclusions are complete. Overhead and profit are usually carried as a percentage of direct cost — stating it as its own line reads as more transparent than burying it in every unit rate.

Questions

How should allowances work on a remodel estimate?

Each allowance names a dollar amount for a category the client has not chosen yet — tile, fixtures, appliances. State that overages are billed at cost and underages credited. Vague allowances are the most common cause of remodel disputes, because the client remembers a number and you remember a category.

What should a draw schedule look like?

Tie draws to milestones a client can see: deposit at contract, a draw at demo complete, at rough-in inspection, at drywall, and final at substantial completion with a retainage. Milestone-based draws are easier to defend than calendar dates, because the client is paying for visible progress.

How do I handle change orders so they actually get paid?

Price them in writing and get approval before the work happens — that is the whole trick. Put the clause on the original estimate so it is not a surprise, then issue each change as its own numbered document with its own price and schedule impact. Verbal changes are how contractors finish a job profitable on paper and short in the bank.

Is an estimate legally binding?

Generally not, on its own — an estimate is an offer, and it usually becomes binding only once the customer accepts it and both sides act on it. What actually binds you is the language on the page: how you describe the scope, what you exclude, and whether you state that the price can change. This is general industry practice, not legal advice; if a job is large or unusual, have a lawyer look at your terms.

How long should an estimate stay valid?

Thirty days is the common default and it is short enough to protect you from material price swings. If you are quoting equipment with volatile pricing, shorten it — and say so on the page rather than in conversation.

Should I charge for estimates?

Many trades charge a diagnostic or assessment fee and credit it against the job if the customer proceeds. If you do, put it on the estimate as a line item with the credit spelled out, so it never reads as a surprise.