How to write a contractor quote, step by step

A good contractor quote says exactly what you will do, what it costs, what is not included and how the customer pays. Measure the job, list materials with waste, work out labor from your crew's real pace, add overhead and profit, then write the scope in plain words with clear terms and a way to sign.

Updated October 30, 2026

Quote, estimate or bid?

People use these words loosely. As a rule of thumb, an estimate is a rough number that can change, and a quote is a fixed price for a set scope. Say clearly on the paper which one it is, and how long the price is good for. Rules about this differ by place, so check yours.

Step by step

Visit and measure. Take sizes, photos and notes on access, condition and anything odd. Ask what the customer expects to see when you are done.
List the materials. A quantity for each item, plus waste. Waste is often 5–15% depending on the material and layout.
Price the materials. Use your supplier's current prices, not last year's.
Work out labor. Use your crew's real pace from past jobs: how many square feet or linear feet a day. Multiply the hours by your full cost per hour.
Add the other costs. Disposal, permits, equipment rental, delivery, travel, protection and cleanup.
Add overhead and profit. See how to price a job.
Write the scope. Plain words, in the order the work happens.
Write what is not included. This avoids most arguments later.
Set the terms. Deposit, payment steps, how long the price is valid, and how changes are handled.
Send it so they can sign. A link they can sign on their phone gets answered faster than a PDF they have to print.
Follow up. A short reminder after a few days wins jobs that would otherwise go quiet.

What to include on the quote

Your business name, logo, contact details and any license or registration number your area requires.
Customer name, job address and date.
Scope of work, step by step.
Materials, by brand or grade where it matters to the customer.
Price, with sales tax shown on its own line.
Exclusions: what is not included.
Start date or timeline, if you can commit to one.
Deposit and payment schedule.
How long the quote is valid.
Warranty, if you give one.
How changes are handled (a signed change order before extra work).
A place to sign and date.

The lines people forget

Tear-off and disposal of old material.
Dump fees and bin rental.
Permits and inspections.
Protecting floors, plants and furniture.
Travel time and parking.
Small parts: fasteners, caulk, tape, blades.
A day for weather or delays on outdoor jobs.
Final cleanup.

Show options to win more jobs

Instead of one price, offer three: Good (does the job), Better (better materials or warranty) and Best. Customers compare your options instead of comparing you with another contractor. Keep the scope the same and change only what really differs.

For a roof, for example: Good is the standard shingle with the maker's basic warranty. Better is a heavier shingle with a longer warranty. Best adds new ice and water protection on the whole roof. Same tear-off, same disposal, same cleanup in all three.

Plain scope wording

Write the scope so the customer can picture the work. Weak: "Supply and install deck." Better: "Remove the old deck and haul away. Build a 12 by 16 ft ground-level deck with composite boards, pressure-treated framing on concrete footings, and two steps to the yard. Railing not included." A clear scope protects you if the customer later remembers the job differently.

Check your number with a calculator

Before you send, run a quick check with a free calculator: size × (material + labor per unit), plus markup. If the calculator and your quote are far apart, find out why.

See all of them on the quote calculators page.

Doing it faster in Vorkeon

In Vorkeon you describe the job in one sentence. It builds the line items with waste, asks for any missing size or crew pace, prices it with your own rates and sales tax, and lays it out with your logo. The customer signs on their phone, and the signed quote turns into a deposit request and an invoice. On paid plans, follow-up reminders go out for you. Manual quotes and customer PDFs are free on the Free plan. See pricing.

Try Vorkeon on your next job

Every new business gets 14 days of the Crew plan free, no card. After that it moves to the Free plan by itself. Open the web app → · See pricing

Questions

What should a contractor quote include?

Your details, the customer and job address, the scope of work, materials, price with sales tax shown, exclusions, timeline, deposit and payment terms, how long the price is valid, how changes are handled, and a place to sign.

How long should a quote be valid?

Many contractors use 14 to 30 days, because material prices change. Pick a period that fits how fast your prices move, and print it on the quote.

Should I charge for quotes?

Some contractors charge for large or design-heavy quotes and credit the fee if the customer goes ahead. For small jobs a free quote is common.

How do I get more quotes signed?

Send quotes fast, make them easy to read, offer Good, Better and Best options, let customers sign on their phone, and follow up after a few days.

What is the difference between a quote and an estimate?

An estimate is usually a rough number that can change. A quote is usually a fixed price for a set scope. Say which one it is on the paper.