Free Estimate Invoice Template Invoice Template
An estimate invoice gives a client an itemized, good-faith cost projection before any work is approved or billed. Download our free estimate invoice template in Word, Excel, PDF, Google Docs, and Google Sheets, fill in your estimated line items, and send it for sign-off in minutes. Once the client approves, you can convert the same estimate into a final invoice with actual quantities.
Download the estimate invoice template invoice template
Or build it online in 60 seconds
Use InvoiceSonic's free generator — auto-calculate tax, prefill your details, and email the PDF straight to your client. No formatting needed.
Try the live generator →What's on the estimate invoice template invoice template
| Description | Qty | Unit price | Amount |
|---|---|---|---|
| Estimated labor (design and consultation) - 8 hrs @ $75/hr | 8 | $75.00 | $600.00 |
| Estimated materials and supplies (allowance) | 1 | $450.00 | $450.00 |
| Estimated equipment rental - 2 days | 2 | $120.00 | $240.00 |
| Permit and inspection fees (estimated) | 1 | $185.00 | $185.00 |
| Contingency allowance (10%) | 1 | $175.00 | $175.00 |
| Subtotal | $1,650.00 | ||
| Sales tax (8%) | $132.00 | ||
| Total | $1,782.00 | ||
Example figures — every field is editable in the download.
Who uses this template
- ✓Contractors and home-service pros
- ✓Auto repair shops
- ✓Web designers and agencies
- ✓Landscapers
- ✓Event planners and caterers
What to include
- ✓The word "Estimate" and an estimate number
- ✓Issue date and expiration/valid-until date
- ✓Your business name, EIN, and contact info
- ✓Client name and project address
- ✓Itemized estimated line items with quantities and unit prices
- ✓Estimated subtotal, sales tax, and total
- ✓Approval signature line and terms (estimate may vary)
Available in 5 formats
Word (.docx)
Fully editable in Microsoft Word, Google Docs, Apple Pages and LibreOffice — best for quick text edits.
Excel (.xlsx)
Line totals, subtotal and tax calculate automatically — best if you want the math done for you.
A clean, print-ready, fixed layout — best for emailing a finished invoice to a client.
Google Docs / Sheets
Open in your browser, then File → Make a copy to edit and share with your team.
Invoicing tips for estimate invoice template
- ✓ Clearly label it "Estimate," not "Invoice," so it is not mistaken for a bill due now.
- ✓ Add a valid-until date (e.g., 30 days) so material and labor prices are not locked in indefinitely.
- ✓ Note that the estimate is not a guaranteed final price and actual charges may vary with scope.
- ✓ Include an approval signature line so the client formally authorizes the work.
- ✓ Build in a contingency or allowance line for variable costs like materials so you avoid surprise overages.
Estimate Invoice Template invoice FAQ
What is the difference between an estimate and an invoice?
An estimate is a pre-work cost projection used to win approval and is not a request for payment. An invoice is a final bill issued after work is done, listing actual quantities and an amount due by a set date.
Is an estimate legally binding in the US?
An estimate is generally not a binding contract unless both parties sign it as one. To make it enforceable, add clear terms, an approval signature line, and language stating final charges may vary within a stated range.
Should I charge sales tax on an estimate?
Show estimated sales tax as a separate line if your state taxes the goods or services, but you only collect it on the final invoice once actual amounts are known. Rates vary by state and locality.
How do I convert an estimate into an invoice?
Copy the approved estimate, change the title to "Invoice," assign a new invoice number, update quantities and prices to actuals, and add a due date and payment terms such as Net 15 or Net 30.
Related invoice templates
Prefer a specific format? Word invoice template · Excel invoice template · PDF invoice template · Google Docs invoice template · All invoice templates