How to create a professional estimate
A practical guide to creating clear, profitable estimates that are easier for clients to approve.
Quick summary
If you want a professional estimate, these are the three pillars that have the biggest impact on approval.
Clear scope
Define what is included, what is excluded, and when it will be delivered.
Explained pricing
Break down items, hours and materials to justify value.
Closing terms
Include validity, payment terms, and a clear next step to confirm.
Step by step to create a professional estimate
Follow this process so your estimate is clear for the client and profitable for your business.
Step 1
Collect key information
Before pricing, define the objective, needs, deadline and expected quality level.
Step 2
Define scope and deliverables
Describe exactly what you deliver to avoid misunderstandings and unquoted changes.
Step 3
Calculate real costs
Add labor, materials, travel, software, subcontractors and contingencies.
Step 4
Apply margin and taxes
Set a sustainable margin and detail taxes. If you work in Spain, show tax base and VAT.
Step 5
Add commercial terms
Include offer validity, payment terms, execution timeline and revision policy.
Step 6
Close with a clear call to action
Finish with a clear next step: what the client must do to approve and when you will start.
Recommended estimate structure
This structure works well for professional services, renovations, maintenance and technical jobs.
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1
Header: your company details, client details, estimate number and date.
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2
Work summary: one or two lines explaining what you will deliver.
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3
Line-item breakdown: concept, quantity, unit price and subtotal.
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4
Totals: taxable base, taxes and final total clearly visible.
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5
Terms: validity, payments, deadlines and estimate acceptance.
Try our free estimate generator
If you want to move from theory to action, create your professional estimate from the website in minutes and download it ready to send.
- Professional structure with details, line items and totals.
- Clear format so clients understand value quickly.
- Free and ready to share by email or WhatsApp.
Mistakes that cost you approvals
Avoiding these mistakes usually improves both conversion and profitability.
Price without context
A standalone number creates doubt. Explain scope, deliverables and your pricing logic.
No exclusions listed
What is not written gets interpreted. Clarify what is out of scope to avoid friction.
Forgetting validity and payment terms
Without a validity date and terms, deals slow down and negotiation worsens.
Sending late or not following up
Even a great estimate loses strength if it arrives late. Send quickly and follow up within 24-48 hours.
Listto tip
Turn your estimate into a mini sales proposal: open with a value statement, show clear line items, and finish with a specific next step to accept. This reduces doubts and speeds up client decisions.
Create your next estimate in under 2 minutes
Try creating your estimate directly from WhatsApp, with no external apps, free, and using either voice or text.
Frequently asked questions
Direct answers to help you apply this guide.
What information must a professional estimate include?
Issuer and client details, estimate number and date, job description, cost breakdown, taxes, final total, and payment and validity terms.
How do I calculate a profitable price without undercharging?
Start from real costs and apply a target margin. Do not rely only on competitor prices: include your expertise, management time and project risk.
Should I present a fixed price or hourly pricing?
It depends on the type of work. If scope is clear, fixed pricing works better. If uncertainty is high, combine fixed phases with an hourly rate for changes.
How long should estimate validity be?
A common practice is 7 to 30 days, depending on price volatility and workload. The key is to state it clearly to protect your margin.
Can I prepare and send the estimate through WhatsApp?
Yes. In fact, WhatsApp usually speeds up client response. With Listto you can create and share your estimate in one flow.
Next step
Resources to turn this guide into real, well-presented estimates.