An estimate wins or loses the job before any work is done. Clear line items and a firm expiry date make it easy for the customer to say yes, and hard to argue later.
People use these words loosely, but they usually mean:
| Document | What it promises |
|---|---|
| Estimate | An informed guess. The final price may change if the job changes. |
| Quote | A fixed price for a defined job, valid for a set time. |
| Bid or tender | A formal offer in reply to a request, usually competing with others. |
If you want your price to be firm, call it a quote and give it an expiry date.
14 to 30 days is common. Material prices and your own schedule change, so an estimate with no end date can hold you to an old price months later.
In the generator, your line items stay when you switch the document type. When the customer accepts, change the document from Estimate to Invoice, give it an invoice number, and mention the estimate number in the notes. No retyping.
EST-031 — bathroom repaint — valid until 30 November 2026
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Preparation: fill and sand walls | 1 | 120.00 | 120.00 |
| Paint walls and ceiling, two coats (labor) | 1 | 340.00 | 340.00 |
| Paint and materials | 1 | 85.00 | 85.00 |
| Estimated total | 545.00 | ||
Notes: "Excludes woodwork and tile repairs. 30% deposit on acceptance, balance on completion."
An estimate is generally not a fixed price; it is your best guess. A quote that the customer accepts usually is a firm price for the work described. If you need certainty, use a quote with clear scope and an expiry date.
Usually 14 to 30 days. Shorter if your material prices change often.
Most small jobs get free estimates. For large or complex jobs that take real time to price, some businesses charge a fee and take it off the final bill if the customer goes ahead.
Yes. In the generator, choose Quote instead of Estimate. The title changes to QUOTATION and everything else works the same way.