What to put on a handyman estimate
A handyman estimate needs your business name and contact details, the customer, an estimate number, the date and how long the price holds, every task on its own line with a quantity and a price, the materials and any allowances, sales tax where your state charges it, the deposit, rough work dates and a place for the customer to sign. That's the template.
The customer reads it like a menu. They'll cross off two items, ask about a third and say yes to the rest. That only works if each task has its own price. One number for "everything on the list" gets you a "let me think about it".
| Field | Why it's there |
|---|
| One line per task | The customer can drop a task and see the new total, instead of asking you to re-quote the whole thing. |
| Unit: job, ea, hr or lin ft | Flat-rate tasks, counted items, hourly work and shelving by the foot all fit on one estimate. |
| Materials and allowances | What you'll buy, plus a set budget for anything the customer still has to pick, like door hardware. |
| Valid until | A real date. Lumber and paint prices move, and so does your calendar. |
| Deposit | What's due at signing, usually to cover materials, printed under the total. |
| Start and finish dates | Rough is fine. The customer wants to know which days you'll be in the house. |
| Customer signature | Their OK in writing, so a yes on the phone doesn't turn into a debate later. |
The example handyman estimate, line by line
The example is a hypothetical repair list for a San Antonio house going on the market: $1,196 of labor, $406 of materials, $33.50 of sales tax and a $1,635.50 total, with a $163.55 deposit at signing and $1,471.95 when the list is done. The business, the customer and the prices are made up; swap in yours.
| Section | Lines | Subtotal |
|---|
| 1. Inside | Ceiling stain patch and paint $260; 6 door hardware swaps at $30 = $180; 8 lin ft of closet shelf and rod at $22 = $176 | $616.00 |
| 2. Outside | Back door trim, 4 hr at $85/hr = $340; 5 deck boards at $48 = $240 | $580.00 |
| 3. Materials | Door hardware allowance, 6 at $32 = $192; lumber, trim, shelving, patch, primer, paint and caulk $214 | $406.00 |
| Subtotal | | $1,602.00 |
| Sales tax | 8.25% on the materials only ($406) | $33.50 |
| Total | | $1,635.50 |
| Deposit at signing | 10% of the total | $163.55 |
| Balance | Due when the list is done | $1,471.95 |
Why tax only the materials? It's an example setting that matches Texas: labor on residential repair isn't taxed there, and when the contract lists materials separately, the contractor charges sales tax on them. Other states do it differently, so check with your state's revenue department and set the template to match. This isn't tax advice.
See it the way the customer will: open the filled example PDF.
Pricing a repair list: flat rate, hourly or both
Most repair lists end up as a mix, and the example is one. The unit column tells the customer which is which.
- Flat rate for the tasks you've done a hundred times. Door hardware, caulking, a drywall patch. Quantity and "ea" or "job", one price. The customer likes knowing the number, and you keep the upside when you're fast.
- Hourly for anything you can't see the end of. Rotted trim is the classic. You won't know how far the rot goes until it's open, so the example prices 4 hours and says you'll call before going past that. That one sentence saves the conversation at the end.
- By the foot or by the board for repeat units. Shelving in lin ft, deck boards each. If the customer adds two more boards, the math is already on the page.
- A minimum. If you have a minimum visit charge, put it in the notes. Small lists that fall under it get one line: "Minimum service charge, up to 2 hr".
Not sure what your hourly rate should be? The hourly rate calculator works it out from your costs, and how to price handyman jobs covers flat-rate pricing task by task.
Allowances, unknowns and the stuff behind the wall
Allowances. When the customer still has to choose something, price a budget, not a product. The example gives $32 per door for hardware, unit "allow". If they pick the $55 set, the difference goes on the final invoice and nobody is surprised.
Hidden damage. Say in writing what you'll do if you open something up and find more. "I'll call before going past 4 hours" is enough on a small job. Then get the yes in writing, even a text, before you keep going.
Materials markup. Your materials line should cover the store run, the returns and the box of screws you open and don't finish. Many pros add a markup and don't print the percentage. More in contractor markup.
What's not included. Name it. "Customer-supplied paint", "no haul-away", "roof leak repair by others". The example notes the ceiling leak was already fixed by a roofer, so a new stain isn't on you.
Deposits, signatures and dollar limits
Deposit. A small deposit to cover materials is normal on a handyman job; the example asks 10%. Some states cap it. In California, the deposit on home improvement work can't be more than 10% of the contract or $1,000, whichever is less. Check your state before you ask for half up front.
A signed estimate can be the contract. Once the customer signs the acceptance line, it's what both of you agreed to. New York, for example, lists what a home improvement contract must contain. And if the customer signs at their home, the FTC's Cooling-Off Rule covers sales of $25 or more made there: they get 3 business days to cancel, and you owe them a cancellation notice. Quote vs estimate explains when a number becomes a promise.
Handyman dollar limits. Some states let you work without a contractor license only under a limit that counts labor, materials and everything else. California: under $1,000 and no building permit. Florida: under $2,500. Neither lets you split one job into smaller contracts to stay under. The example's $1,635.50 would be over California's limit, which is why it's set in Texas. Check your state's licensing board; the guide to starting a handyman business and the handyman services list cover what's usually in bounds.
When the work is done, the handyman invoice template uses the same layout, so the invoice matches the estimate they signed. Bigger job with phases? Use the construction estimate template.
Handyman estimate mistakes that cost you the job (or the margin)
- One price for the whole list. The customer can't drop a task, so they drop you.
- No end date on the price. Three months later they want the old number for a longer list.
- A flat price on rot. You'll eat every extra hour. Price unknowns by the hour with a cap.
- Forgetting materials. Labor-only estimates look cheap until the invoice shows up. Put the materials on the estimate.
- No signature. A thumbs-up emoji is not an approval. Get the signature or at least a written yes.
- Sending it next week. The handyman who sends the estimate the same day usually gets the job. Write it before you leave the driveway.
Questions about handyman estimates
Is this handyman estimate template free?
Yes. Fill it in on this page and download it as a PDF, Word or Excel file, or download the blank versions. There's no email gate and no signup. The blank files work even if you never touch the form on the page.
What should a handyman estimate include?
Your business name and contact details, the customer, an estimate number, the date and how long the price holds, one line per task with a quantity and price, materials and allowances, sales tax on taxable lines, the deposit, rough work dates and a signature line for the customer.
Should a handyman estimate be flat rate or hourly?
Use flat rates for tasks you know well, like caulking or swapping hardware, and hourly for work you can't see the end of, like rotted trim. Put an hour cap on the hourly lines and say you'll call before going over. One estimate can mix both.
How long should a handyman estimate be valid?
Two to four weeks is common; the example holds its price 14 days. Material prices and your schedule both move, so print a real date in the valid-until field. If the customer comes back later, re-check the prices before you send an updated estimate.
Should a handyman ask for a deposit?
On small repair lists many handymen ask for a small deposit to cover materials, like the example's 10%. Some states cap deposits on home improvement work: California allows no more than 10% of the contract or $1,000, whichever is less. Check your state's rule first.
Is a signed handyman estimate a contract?
It can be. Once the customer signs the acceptance line, it's what both of you agreed to. If they sign at their home, the FTC Cooling-Off Rule gives them 3 business days to cancel sales of $25 or more, and you owe a cancellation notice. Some states require more.
Do handymen charge sales tax on an estimate?
It depends on the state. In Texas, labor on residential repair isn't taxed, and materials listed separately are, which is how the example is set up. Other states tax labor, materials or neither. Mark each line taxable or not, and confirm with your state's revenue department.
Can I use this handyman estimate in Google Docs or Google Sheets?
Yes. Download the Word or Excel file, upload it to Google Drive and open it with Google Docs or Sheets. The layout carries over, and in Sheets the line, tax, total and deposit formulas keep working. Your edits stay in your own Drive.
