Free Estimate Generator: Create a PDF Estimate or Quote
Add your logo, line items, sales tax, an optional deposit and a signature section, check the live preview and download a professional estimate or quote as a PDF. No sign-up, no watermark, and nothing you type is uploaded.
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This free estimate generator creates a clean, professional estimate or price quote that you can download as a PDF, print or attach to an email. Contractors, freelancers and small businesses can add a logo, line items, sales tax, an optional deposit and an acceptance section for the client's signature. Everything runs in your browser, so your business and client details never reach our servers, and once the client says yes, one click turns the estimate into an invoice.
Free estimate generator
Fill in the form, check the live preview and download a PDF estimate or quote. Everything stays in your browser: nothing is uploaded, and your estimate is saved only on this device.
Preview
The PDF uses the standard Helvetica font, which covers English and Western European characters; for other scripts or emoji, use Print and choose “Save as PDF”. An estimate or quote asks for no payment by itself: send an invoice when the work is done or a deposit is due. This tool does not give legal or tax advice.
How to create an estimate in five steps
- Add your business details: your name or business name, address, email and phone, plus your logo if you have one.
- Add the client and, if it helps, a project name or reference such as the job address.
- Choose "Estimate" or "Quote", set the number and date and pick how long the price is valid. The "valid until" date is filled in for you.
- List the work: one line per task, material or product, with quantity and unit price. Untick "Taxable" for items you do not charge sales tax on.
- Add a deposit if you need one, check the preview and download the PDF. When the client accepts, click "Turn into an invoice".
Estimate, quote, bid or proposal?
| Document | What it usually means | Can the price change? |
|---|---|---|
| Estimate | Your informed approximation of the cost, based on what you know now | Yes, if the work turns out to be different; say so in the terms |
| Quote | A fixed price for the work described, valid for a set time | Usually only if the scope changes |
| Bid | A price submitted to win a job, common in construction and public contracts | Depends on the bid rules |
| Proposal | A broader document with the approach, timeline and price | Depends on what is agreed |
Federal law does not define these terms, and businesses use them loosely. What counts is what your document says, so state clearly whether the price is an estimate or fixed, what it includes and how long it is valid.
What to include on an estimate
| Element | Why it matters |
|---|---|
| Your business name and contact details | Tells the client who is offering the work |
| Client name and contact details | Shows who the price is for |
| Estimate number and date | Lets both sides refer to the right version |
| Valid-until date | Protects you when material or labor costs change |
| Each task, material or product with quantity and price | Shows exactly what is included |
| Subtotal, discount, sales tax and total | Makes the price easy to check |
| Deposit and payment terms | Sets expectations before work starts |
| Assumptions and exclusions | Avoids disputes about what was not included |
| Acceptance signature and date | Records that the client agreed |
How long should an estimate be valid?
Thirty days is a common choice, because material and labor costs change. Use a shorter period when prices move quickly, for example for lumber or fuel, and a longer one for stable services. After the date has passed, confirm or update the price before you start the work.
Deposits and the rules in some trades
A deposit protects you against cancellations and helps pay for materials. Check that the amount is allowed in your trade and state:
- Home improvement in California: according to the Contractors State License Board, the down payment cannot be more than 10% of the contract price or $1,000, whichever is less.
- Auto repair in California: the Bureau of Automotive Repair requires repair shops to give a written estimate before doing any work, and the customer must authorize the repairs, including any additional work found later.
- Larger jobs: home improvement and similar contracts often need specific written terms under state law. An estimate does not replace a full contract.
How the totals are calculated
- Each line amount is quantity × unit price, rounded to the cent.
- The subtotal is the sum of all lines; a discount is taken off the subtotal.
- Sales tax is charged on the taxable items after their share of the discount, plus shipping if you tick "Charge tax on shipping."
- The estimated total is subtotal − discount + tax + shipping.
- A deposit is a percentage of the total or a fixed amount; the estimate also shows the balance after the deposit.
Example: 24 hours of labor at $65 ($1,560) and $840 of materials, with 7.25% sales tax on the materials only: subtotal $2,400.00, tax $60.90, estimated total $2,460.90. A 10% deposit is $246.09, which leaves $2,214.81 to pay after the work.
From estimate to invoice
When the client accepts, click "Turn into an invoice". Our invoice generator opens with your business details, the client and all line items filled in, and the estimate number as the reference. Check the amounts against the work actually done, enter a deposit you have received under "Amount already paid" and send the invoice. After the client pays, the invoice generator can create a matching receipt.
Your data stays on your device
The generator runs entirely in your browser. Your estimate is saved automatically in this browser's local storage, so it is still there when you come back on the same device. Nothing is sent to CarefreeCredits.com. Use "Export estimate data" to keep a backup or move it to another device, and "Delete saved data" to remove it from the browser.
Frequently asked questions
Is this estimate generator really free?
Yes. There is no account, no limit on the number of estimates and no watermark on the PDF.
Is a signed estimate a binding contract?
It can be. When a client accepts your price for clearly described work, that agreement can be enforceable, but contract rules differ by state and type of work. For larger jobs, use a written contract that covers the scope, schedule, payments and changes, and get legal advice if you are unsure.
Should an estimate include sales tax?
Yes, if you will charge it. Showing the tax as its own line avoids surprises later. Whether your work is taxable depends on your state and on what you sell.
What is the difference between an estimate and a quote?
An estimate is an approximate price that can change if the work turns out different; a quote is usually a fixed price for the work described. Choose the title under "Document title" and explain the terms in the notes.
What if the job costs more than the estimate?
Tell the client as soon as you know, explain why and get their approval before doing the extra work. In some trades this is required by law, for example for auto repairs in California.
Can I add my logo?
Yes. Upload a PNG or JPG file. It is resized in your browser and appears on the preview and in the PDF.
