QuotewellHow the words are commonly used
Trade and accounting sources describe the four documents in broadly the same way, while noting that the terms overlap and that people use them loosely (FreshBooks, Projul, Let's Build).
| Document | Generally described as | Often used for |
|---|---|---|
| Estimate | An approximate price and timeline, which can change as the job is uncovered. | Early conversations, jobs with unknowns, repairs. |
| Quote | A firmer, itemized price for defined work, usually with a time it is valid for. | Well-defined jobs where the customer wants a number. |
| Bid | An offer made in competition with others, often on larger jobs or by subcontractors. | Commercial work, tenders, subcontracting. |
| Proposal | A fuller document that adds scope, schedule, terms and sometimes plans or options. | Larger or more complex jobs. |
Why it matters to your customer
A customer comparing two documents needs to know whether each price is a rough guide or a firm offer, and whether both cover the same scope. A one-line note at the top does most of the work: "This is an estimate: the final price may change if the work changes" or "This is a quote: the price holds until the valid-until date."
How to choose
- Use a quote when the work is clear and you are happy to hold the price for a set time.
- Use an estimate when something could change the work, and say what.
- Use a proposal when the job needs more explanation, options or a schedule.
- Use a bid when you are competing for a larger job against other companies.
Whichever you send, include the basics
Scope of work, labor and material costs, dates, inclusions and exclusions, and payment terms appear in the sources above and in Housecall Pro's template. Our guide to writing a contractor estimate goes through them one by one.
Check your local rules
What binds you, and what must be in writing, differs by place. Quotewell is an independent tool, not legal, tax or accounting advice. Rules for estimates, contracts, permits and sales tax differ by state, country and trade, so check yours.
Sources
- FreshBooks: Quote, estimate, bid or proposal? The differences explained
- Projul: Quote vs estimate in construction
- Let's Build: Estimate, quote, bid, proposal, what's the difference?
- Housecall Pro: Free handyman quote template
Supplies for printing
The estimate maker is free. If you price jobs on site, these are the usual tools and supplies:
- Carbonless estimate form books on Amazon
- Laser distance measurer on Amazon
- 25 ft tape measure on Amazon
- Clipboard with storage case on Amazon
As an Amazon Associate I earn from qualifying purchases.
Related free tools
- Contractor invoice template: invoice the job once the work is done.
- Punch list with photos: list and photograph the finishing touches before you bill.
- Price list maker: print a menu of your standard services and prices.
Frequently asked questions
Is a quote legally binding?
Several sources describe a quote as a fixed-price offer that becomes binding once the customer accepts it, but rules vary by place and by wording. Check your local rules, and write the terms down (what the price covers, how long it holds, how changes are handled).
Which should a handyman send?
Whichever matches the job. A fixed price for a well-defined repair suits a quote. If the work is open-ended and the final cost may move, call it an estimate and say what could change it.
Can I switch between them in Quotewell?
Yes. Choose Estimate, Quote or Proposal at the top of the tool. The title, number prefix and starting terms follow.
More estimate templates
Last updated · Written by the Rooh Sites team. These are general descriptions, not legal definitions.