# How to write a contractor estimate on your phone (and what it should include)

> A step-by-step way to write a clear job estimate on site from your phone: scope, measurements, labor, materials, tax, terms and a PDF the client can approve.

Published 2026-11-02 by ODEL.

To write a contractor estimate on your phone, walk the job and record the scope room by room, take measurements, list labor and materials as separate lines with quantities and prices, add tax and any discount, write your terms and exclusions, then send it as a PDF the client can approve. You can do this with a notes app and a PDF template, a spreadsheet, or an estimate app that does the math for you. The steps below work with any of them.

## What a good estimate includes

Before the steps, the checklist. A client should be able to read your estimate without calling you:

- **Your details:** business name, phone, email, license number if your area requires one.
- **Client and job details:** name, address of the job, date of the estimate.
- **Scope of work:** what you will do, area by area, in plain words.
- **Line items:** labor and materials, each with quantity, unit price and total.
- **Tax and discounts**, shown separately.
- **Total** and how long the price is valid.
- **Terms:** deposit, payment schedule, what is not included, and what happens if hidden problems appear.

Being specific is what prevents disputes later. "Paint living room" invites argument; "Living room walls, 2 coats, color supplied by client, ceiling not included" does not.

## Step 1: Walk the job and split it into areas

Go room by room or area by area. For each one, write what needs doing and photograph the current condition. Photos protect you if the client later says something was already damaged or was never discussed.

## Step 2: Measure while you are there

Record the measurements each line depends on: wall area for painting, floor area for flooring, linear length for trim. Write them next to the area, not on a separate scrap of paper. Coming back to measure again costs you a trip.

## Step 3: Price labor and materials separately

Clients compare quotes line by line, and separate lines make your price easier to defend. For each area:

1. Labor: hours or units multiplied by your rate.
2. Materials: quantity multiplied by unit cost, plus your markup if you use one.
3. Anything else: disposal, equipment rental, permits.

If you do similar jobs often, keep a template with your usual lines and rates so you only adjust quantities.

## Step 4: Add tax, discounts and the total

Apply sales tax where your jurisdiction requires it on labor, materials or both; the rules vary, so check your state or local tax authority. Show any discount as its own line so the client sees the full price first.

## Step 5: Write terms and exclusions

Keep them short: deposit amount, payment schedule, how long the estimate is valid, and what is excluded. Add a line for change orders: work outside the scope is quoted separately.

## Step 6: Send a PDF and follow up

Send the estimate as a PDF the same day, while the client still remembers your visit. Put a reminder in your calendar to follow up in a few days if you have not heard back. When the client accepts, the same lines become the basis of your invoice.

## Doing it without a dedicated app

A notes app for the walk-through, a spreadsheet for the math and a PDF export works fine for occasional jobs. Free estimate templates from accounting tools or form builders are another option. The weak points are retyping the same lines for every job and keeping client details, estimates and invoices in different places.

## Where BidCraft fits

[BidCraft](/app/bidcraft) is the iPhone estimate and invoice app we make for contractors. You build an estimate with rooms, measurements, labor, materials, quantities, taxes and discounts, save recurring work as templates and customize each estimate for the job, then share it as a PDF. Client contact details and job notes stay with your documents, with calendar reminders for follow-ups, and you can start a new estimate by pressing and holding the app icon.

It is free to download; Premium is $9.99 monthly, $29.99 yearly or $249.99 lifetime (US App Store, Nov 2026). Saved work is kept on your device, so back up files you need elsewhere, and it is iPhone only.

Comparing options? See [the best contractor estimate and invoice apps](/best/contractor-estimate-and-invoice-apps) and [Joist alternatives](/best/joist-alternatives).