How to write an estimate customers say yes to

Free means all of it

1. Gather what you need on site

• Photos of the equipment, the problem and the access (attic, crawlspace, panel, roof).
• Model and serial numbers, sizes and measurements.
• What the customer actually wants: fix it, protect it, or replace it.

2. Write the scope in plain words

One or two sentences per item that a homeowner can read: “Replace the failed 45/5 dual run capacitor and test system operation.” Avoid shorthand only a tech understands.

3. Price from line items, not a guess

Use a price book so every tech prices the same task the same way. Each line should already cover labor, parts, overhead and margin. If you don’t have a price book yet, our price guides show modeled starting prices by state, and the hourly rate calculator works out your labor rate.

4. Offer options

Give two or three choices, often called good, better, best: the repair, the repair plus protection (a maintenance plan or added part), and the upgrade or replacement. The customer picks; you don’t have to sell. If you offer financing, show the estimated monthly payment next to the price.

5. Say what’s not included

List exclusions plainly: permits, concealed damage, drywall or roof repair, disposal, after-hours rates. It prevents the worst conversations later.

6. Set terms and an expiry date

• How long the price is good for (prices for parts change).
• Deposit required to schedule, and how the balance is paid.
• Warranty on parts and labor, in your words.

7. Get it signed, collect the deposit, follow up

Send it while you’re still in the driveway if you can. Let the customer approve and sign online and pay the deposit by card or bank. If they don’t answer, follow up once in a couple of days with a short, friendly note.

Free estimate templates by trade

Printable templates with sample line items, ready to fill in.

Or send estimates from free software

MyHomeService360 builds good, better, best proposals from your price book, collects e-signatures and deposits, and turns the approved option into a job and an invoice. It’s $0 a month with unlimited users.

“I’ve got a person for you.” Get paid for it.

Your techs see what else a house needs. On the MyHomeService360 network, when your AC tech refers a plumber on the network and the plumbing job sells and gets paid, your company earns a share of the network fee. The business that receives the referral pays nothing for the lead itself, only a network fee after the job is booked and paid. How the referral network works.

Questions people ask

Set up your account in about two minutes.

No card, no contract, no sales call. Pick your business type, and you'll land in your dashboard with a starter price book and a short setup checklist.