luckpandaHow to use the estimate format
- Add your business name, address and GSTIN, and the client and site.
- List each item with its unit rate and the estimated quantity.
- Add GST if you are registered, so the client sees the full likely cost.
- State that the final bill follows actual measurement, set the validity, then save.
Estimate, quotation or proforma invoice?
| Document | Price | Used when |
|---|---|---|
| Estimate | Rates firm, quantities approximate | Scope depends on site conditions or measurement |
| Quotation | Fixed for the stated scope | The scope is clear and the buyer wants a firm figure |
| Proforma invoice | Final price before supply | The order is agreed and an advance or approval is needed |
Clauses a good estimate carries
- Rates are firm for the validity period; quantities are approximate
- The final bill will be on actual measurement, recorded jointly
- Any increase above 10% to be approved in writing before work continues
- Materials by brand and specification, such as two coats of acrylic exterior emulsion
- Who provides scaffolding, water and electricity
- Payment: advance, stage payments and balance on completion
- Validity: 15 to 30 days
Worked example
A Hyderabad contractor estimates terrace waterproofing for a housing society at ₹48 a sq ft on an estimated 2,400 sq ft (₹1,15,200), exterior painting at ₹22 a sq ft on 6,800 sq ft (₹1,49,600) and scaffolding at ₹18,000. Estimated value ₹2,82,800, GST at 18% ₹50,904, estimated total ₹3,33,704. If the terrace measures 2,250 sq ft, the waterproofing line on the final bill drops to ₹1,08,000.