Free estimate software and a free estimate template: what to check before you choose
Copy our free estimate template for contractors, remodelers and cleaning crews, with every section a solid estimate needs. And if you’re shopping for free estimate software, here’s what it usually includes and where it falls short.
Free estimate template
No sign-up and nothing to download: copy the layout below into Word, Google Docs, Google Sheets or Excel, fill in your details and you have a professional estimate.
| Section | What to fill in |
|---|---|
| Your business | Business name, address, phone, email and your license number if your trade requires one |
| Customer | Name or company, job address, phone and email |
| Estimate details | Estimate number, date (MM/DD/YYYY) and how long the price is good for, e.g. 30 days |
| Job description | One line on what you’ll do, e.g. “Bathroom remodel at 412 Oak St.” |
| Line items | Description, quantity, unit (sq ft, hours, ea), unit price and amount |
| Totals | Subtotal, sales tax rate for the job location and total |
| Payment terms | Deposit, progress payments and balance due on completion |
| Not included | Anything outside the scope, such as permits, painting or haul-away |
| Approval | Customer signature, printed name and date |
Example line items: a bathroom remodel estimate filled in with the template.
| Item | Qty | Unit price | Amount |
|---|---|---|---|
| Demolition and debris removal | 1 job | $450.00 | $450.00 |
| Wall tile installation | 120 sq ft | $18.00 | $2,160.00 |
| Slip-resistant floor tile | 55 sq ft | $16.50 | $907.50 |
| Shower pan and glass door | 1 ea | $1,850.00 | $1,850.00 |
| Subtotal | $5,367.50 |
Tired of retyping estimates? In Gremio Software the same estimate goes out with your logo, the customer e-signs it online and one click turns it into an invoice. Book your free demo.
How to write an estimate with the template
- Add your details and the customer’s. Name or company, address, contact info and one line that says what you’ll do (“Bathroom remodel at 412 Oak St.”).
- Break down the work. One line per task or service, with quantity, unit and price. The clearer it is, the fewer arguments later.
- Check your costs and margin. A 25% markup on cost isn’t a 25% margin on the price: it’s 20%. Work out your margin on the selling price.
- Add sales tax. Rates are set by states and local governments and some services aren’t taxed at all, so use the rate for the place where the job is done.
- Set an expiration date and payment terms, save a PDF copy and send it to the customer to sign.
What an estimate should include
- Your details and the customer’s (name or company, address and contact info).
- Estimate number and date, and how long it’s valid.
- A clear description of each task, with quantities, units and prices.
- Subtotal, the sales tax rate applied and the total.
- Timeline and payment terms (deposit, progress payments, final payment).
- What’s not included, to avoid misunderstandings.
- A space for the customer’s signature of approval.
Want to go deeper? Browse the templates, checklists and real-world examples in our how-to guides.
Is there really free estimate software?
Yes, but read the fine print. “Free” usually comes with one of these catches:
- A cap on the number of estimates or customers per month.
- No invoicing, or invoices with no sales tax handling.
- A watermark or ads on your documents.
- Basic features for free, with the things that actually save time (sending, e-signature, tracking, converting to an invoice) locked in paid plans.
- Data saved only on your computer, with no backup and no access from your cell phone.
For two or three estimates a month, a good template is all you need. Once you’re sending several a week, your time goes into finding the last one, copying prices, chasing replies and retyping everything on the invoice.
Free template vs. estimate software: what changes
| Feature | Free template | Gremio Software (US$16.95/month) |
|---|---|---|
| Estimate with your details and sales tax math | Yes | Yes, with your logo |
| Where it’s saved | One file per estimate on your computer | All in the cloud, from any device |
| Product and service catalog with prices | You copy it by hand | Yes |
| Send a link the customer opens and e-signs | No | Yes |
| Status: sent, viewed, accepted, declined | No | Yes |
| A new version when you change a sent estimate | No | Yes |
| Turn the estimate into an invoice | You retype it | In one click |
| Your sales tax rates on invoices, with a summary by month or quarter | No | Yes |
If you’ve outgrown the spreadsheet, take a look at Gremio Software’s estimate software. If you work in construction, also check out the construction estimating software, with sections, takeoffs and a starter cost book.
Frequently asked questions
Is the template really free?
Yes. The estimate template is free to copy, with no sign-up and no usage limits. Use it in your business and adapt it to your work.
What do I need to use the template?
Any word processor or spreadsheet: Microsoft Word or Excel, Google Docs or Google Sheets, or LibreOffice.
Can I use the estimate as an invoice?
No. An estimate is an offer; the invoice is the bill you send when the work is done or a payment is due, with the sales tax that applies. To invoice, you need invoicing software.
What sales tax do I put on an estimate?
It depends on where the job is. Sales tax is set by states and local governments: rates differ from place to place, and some goods and services aren’t taxed at all. Check your situation with your tax professional.
Do I need to file 1099s for the subcontractors I pay?
For the contractors you pay, the IRS reporting threshold for Form 1099-NEC is $2,000 for payments made in 2026 (it was $600 before), and the form goes to the IRS and to the contractor by January 31 of the following year. Check with your tax professional whether it applies to you.
From estimate to invoice in one click
With Gremio Software your estimates go out, get e-signed online and turn into invoices without retyping a thing.