Gratis offertegenerator - PDF downloaden | InvoiceBean

An estimate (sometimes called a quote or quotation) is a written price proposal sent to a prospective client before any work is done. It tells the buyer how much a project is likely to cost, what is included, what is excluded, and how long the price holds. Contractors, designers, agencies, and tradespeople rely on estimates to win work transparently and to set expectations on scope so there are no surprises later. A clear estimate often makes the difference between landing a project and losing it to a competitor whose proposal looks more professional. InvoiceBean's free estimate generator lets you list line items with optional add-ons, set a validity date, and download a clean PDF in seconds — no login, no watermark, and no recurring fee. The same data can later be re-entered into the invoice generator once the client approves.

Required Fields Explained

Estimate number

A unique reference like EST-2026-001 that lets you track quotes from issue through acceptance or rejection.

Issue date and validity period

When the estimate was prepared and how long the prices stay valid — typically 15 to 30 days.

Sender details

Your business name, contact information, and tax ID so the prospect can verify who they are dealing with.

Client / prospect details

The buyer's name and address so the estimate can be addressed correctly and converted to an invoice cleanly.

Itemized scope

Each deliverable listed separately with quantity, unit price, and an optional flag for items the client can opt out of.

Subtotal, tax, and grand total

Show the math clearly: subtotal, applicable tax with rate, and the total figure the prospect can budget for.

Terms and notes

Assumptions, exclusions, payment milestones, and any conditions that limit the offer's binding nature.

How This Differs From Other Documents

An estimate is fundamentally different from an invoice or a purchase order. An invoice records work that has already been delivered and demands payment; an estimate only proposes future work and is generally not binding unless explicitly accepted in writing. A purchase order is the buyer's mirror of the estimate — it is the buyer authorising the seller to proceed at the proposed price. Estimates also differ from proforma invoices, which are typically used for customs declarations or bank advance-payment scenarios rather than to win new work. Because the estimate is a sales document rather than an accounting document, it does not yet appear in your accounts receivable; only after the client accepts and you raise an invoice does the transaction enter your books. Many businesses also distinguish between a fixed-price quote (binding) and an estimate (a non-binding approximation) — InvoiceBean lets you produce either format simply by adjusting the wording of the terms section.

Best Practices

• Always include a validity period — without one, you may be expected to honour an old price months later when material costs have changed.
• Spell out exclusions explicitly (e.g. travel, third-party fees, change orders) to prevent scope-creep arguments after the project starts.
• Use optional line items for upsells so the prospect sees the upgrade path without feeling pressured into the larger package.
• State the assumptions on which the estimate rests (drawings provided, access to site, hardware availability) and what happens if they change.
• Follow up with the prospect a few days before the validity period expires; estimates that go stale rarely convert.

FAQ

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