About Estimate Generator
An estimate is a written quote you give a client before a job, breaking the work into itemized line items with quantities, prices, tax, and a grand total so they can approve the scope and cost upfront. This free tool builds polished, client-ready estimates you can download as a PDF and convert to an invoice later.
By the ToolFluency team · Updated October 2026
Create professional project estimates with itemized line items, HST/GST tax, and totals. Send polished estimates to clients and win more jobs. Free, no sign-up.
How to use
- Enter your business name and contact details. If you are registered for GST/HST, put your business number in the GST/HST or tax number field so it prints under your business name; some clients need it even on an estimate for pre-approval.
- Add your client's name, company, and contact information. Having complete client details ensures the estimate reaches the right decision-maker and can be easily matched to a purchase order or contract when accepted.
- Create detailed line items with specific descriptions, quantities, and unit rates. Break complex projects into phases or categories so the client can see exactly what they are paying for. A $15,000 website estimate broken into design ($3,000), development ($8,000), content ($2,000), and testing ($2,000) is more persuasive than a single line item.
- Set the tax. Choose your province in the Tax list and the right rates are filled in: 13% HST in Ontario, 5% GST in Alberta, 5% GST plus 7% PST in BC, and so on, with the two taxes shown on separate lines where both apply. Choose Custom rate to type any rate. The calculator works out the subtotal, tax, and grand total, and tax is calculated after any discount. Note any items that may be tax-exempt.
- Add an expiry date to create urgency — most estimates are valid for 30 days. Include terms and conditions covering what is included, what is excluded, payment expectations if the estimate is accepted, and any assumptions that could change the price.
- Preview the completed estimate for accuracy, then press Export PDF to download a PDF file you can email, or Print to send it to a printer. When the estimate is accepted, press Convert to Invoice to carry the same line items, client and tax into the Invoice Generator.
Frequently asked questions
What is the difference between an estimate and a quote?
An estimate is an approximation of costs that may change as the project progresses. A quote (or quotation) is a fixed price commitment that the business agrees to honor for a specified period. Use estimates when the full scope is unclear or when material costs may fluctuate. Use quotes when you can define the exact scope and want to lock in pricing. Most clients prefer quotes because they provide cost certainty, but contractors and service providers often prefer estimates because they allow flexibility for scope changes and unforeseen complications.
Does this include Canadian tax calculations?
Yes, the estimate generator supports all Canadian tax types: HST for Ontario (13%), New Brunswick, Nova Scotia, Newfoundland, and PEI (15%); GST + PST for BC (5% + 7%), Saskatchewan (5% + 6%), and Manitoba (5% + 7%); GST + QST for Quebec (5% + 9.975%); and GST only for Alberta, Yukon, NWT, and Nunavut (5%). Each tax component is calculated and displayed separately on the estimate, matching CRA requirements for proper tax documentation.
Can I convert an estimate into an invoice?
While this tool generates estimates as standalone PDFs, the line items, pricing, and tax calculations can be directly transferred to our
Invoice Generator once the estimate is accepted. Many businesses use a sequential numbering system where estimate E-2025-001 becomes invoice INV-2025-001, maintaining a clear paper trail. Best practice is to reference the original estimate number on the invoice so both parties can match the invoice to the agreed-upon pricing.
How long should an estimate be valid?
Standard practice is 30 days for most service and project estimates. Construction estimates are often valid for 15-30 days because material prices fluctuate. Complex or high-value estimates may extend to 60-90 days. Always include an expiry date and state that pricing is subject to change after expiration. For estimates involving materials with volatile pricing (lumber, steel, fuel), include a clause allowing price adjustment if material costs change more than 10% before acceptance.
What should I include in a project estimate?
A complete estimate includes: your business branding and contact information, client details, date and unique estimate number, a detailed scope of work broken into line items or phases, quantities and unit rates for each item, subtotal and applicable taxes, grand total, validity period, payment terms if accepted, assumptions and exclusions, and any relevant terms and conditions. The more detail you provide, the fewer questions clients have and the faster they approve. Estimates that clearly list exclusions (items NOT included in the price) prevent scope creep and disputes later.
How do I price my services for an estimate?
Three common approaches: (1) hourly rate — multiply estimated hours by your rate, adding a buffer of 10-20% for unexpected complexities; (2) project-based pricing — set a flat fee based on the deliverables regardless of hours spent, which clients prefer for budget certainty; (3) value-based pricing — price based on the value delivered to the client rather than your costs. For project-based pricing, estimate hours internally, multiply by your rate, add overhead and profit margin, then present as a fixed project fee. Always include a change order clause for work that falls outside the original scope.
Should I send an estimate or proposal?
Estimates focus on pricing — what the work will cost. Proposals include pricing but also explain your approach, methodology, timeline, qualifications, and why you are the right choice. Send an estimate when the client already wants to work with you and just needs pricing. Send a
Business Proposal when competing against other providers and you need to sell your approach. For jobs under $5,000, an estimate is usually sufficient. For projects over $10,000 or competitive bid situations, a full proposal demonstrates professionalism and increases your win rate.
Part of ToolFluency’s library of free online tools for Business. No account needed, no data leaves your device.