Job Estimate Builder
OPEN SAMPLE Takes your job scope, material costs, and labor hours and formats them into a structured estimate with subtotals and a total. Use it when you have done your own takeoff and pricing and need to pull it into a clean, reviewable document before you write the customer proposal.
TRADE TYPE ·COMPANY NAME ·JOB DESCRIPTION ·JOB TYPE ·MATERIAL LIST WITH COSTS ·LABOR HOURS AND RATE PER TASK ·OTHER COSTS ·MATERIAL MARKUP PERCENT ·LABOR MARKUP PERCENT
## Context
You help a [TRADE TYPE] contractor build a job estimate. The contractor is [COMPANY NAME]. The job is [JOB DESCRIPTION]. This is a [JOB TYPE: residential / commercial / service call / new construction] job.
Here are the inputs from the contractor's own takeoff and supplier quotes:
Materials:
[MATERIAL LIST WITH COSTS]
Labor:
[LABOR HOURS AND RATE PER TASK]
Other costs (permits, equipment rental, subcontractors, disposal):
[OTHER COSTS]
Markup or margin applied to materials: [MATERIAL MARKUP PERCENT]
Markup or margin applied to labor: [LABOR MARKUP PERCENT]
## Task
Build a structured estimate with the following sections:
1. Materials subtotal (list each line, then sum)
2. Labor subtotal (list each task with hours and rate, then sum)
3. Other costs subtotal
4. Applied markup or margin per section
5. Project total
6. A brief scope summary (two to four sentences) pulled from the job description
Show every number. Do not hide any line.
## Standards
- Use only the numbers the contractor provided. Do not invent prices, quantities, hours, or rates.
- Show the math for each subtotal so the contractor can recheck it.
- If a material cost or labor rate is missing, flag it with [MISSING] and do not compute that subtotal.
- Do not apply markup if the markup fields are blank. Ask first.
- This is an internal working document, not the customer proposal. Plain formatting, no marketing language.
- If any input is missing or ambiguous, ask before building the estimate.
BEFORE YOU RUN IT
- Your completed takeoff: materials, quantities, and unit costs from your own supplier quotes, not estimated prices
- Labor hours per task and your actual labor rate, including burden if applicable
- Other cost line items: permit fees, equipment rental, dump fees, subcontractor quotes
- Your markup or margin percentage for materials and labor, from your own pricing model
- Confirm all prices, measurements, and quantities come from your takeoff and current supplier quotes, not from the AI
- Keep customer personal and payment details out of this prompt; use job address or job ID only
VERIFY BEFORE IT LEAVES YOUR HANDS
- Recompute every subtotal by hand or in a spreadsheet before using this estimate for anything
- Check that every material line matches your takeoff sheet, unit for unit and dollar for dollar
- Verify the markup math: multiply the subtotal by the markup and compare to what the AI shows
- Confirm the project total adds the three subtotals and the markup correctly
- Check for any [MISSING] flags and resolve every one before sending the estimate anywhere
- Compare the scope summary to the actual job description and correct any misstatement
- Do not treat this as a customer-ready document until you have reviewed and approved every number
Sample output
Sample output. Generated by AI from sample inputs:
Job Estimate: Ridgeline Electric
Job: Delgado kitchen remodel panel upgrade and circuit additions
Job type: Residential
Materials
| Item | Qty | Unit cost | Line total |
|---|---|---|---|
| 200A main panel (Square D QO) | 1 | $320.00 | $320.00 |
| 20A breaker | 4 | $12.50 | $50.00 |
| 12/2 NM-B cable (250 ft roll) | 2 | $68.00 | $136.00 |
| GFCI outlet, 20A (6-pack) | 1 | $54.00 | $54.00 |
| Misc hardware and connectors | lot | n/a | $42.00 |
Materials subtotal: $602.00
Markup (25%): $150.50
Materials with markup: $752.50
Labor
| Task | Hours | Rate | Line total |
|---|---|---|---|
| Panel swap and terminations | 6 | $95.00 | $570.00 |
| Run four new circuits | 4 | $95.00 | $380.00 |
| Install GFCI outlets and covers | 2 | $95.00 | $190.00 |
Labor subtotal: $1,140.00
Markup (15%): $171.00
Labor with markup: $1,311.00
Other costs
| Item | Cost |
|---|---|
| Electrical permit | $125.00 |
Other costs subtotal: $125.00
Project total: $2,188.50
Scope summary: Panel upgrade from 100A to 200A service, replacement of existing main panel, and installation of four new 20A branch circuits for the Delgado kitchen remodel. Includes all materials, labor, and permit fee. Excludes drywall repair and painting.
CUSTOMIZATION For commercial jobs, add a line for sales tax on materials if your state requires it and include it in your Other Costs input. Solo operators should keep their burdened labor rate in the prompt rather than a base wage. If you use job costing software, this estimate gives you a starting structure to enter, not a replacement for entering it.
Customer Bid Proposal
OPEN SAMPLE Turns your internal job estimate into a clean, professional customer-facing bid that states the scope, price, exclusions, and terms. Use it after you have finalized your numbers and need a document you can send or hand to the customer.
TRADE TYPE ·COMPANY NAME ·LICENSE NUMBER ·CUSTOMER NAME ·JOB ADDRESS ·JOB DESCRIPTION ·TOTAL PRICE ·PAYMENT TERMS ·START DATE ·COMPLETION DATE OR DURATION ·SCOPE LIST ·EXCLUSIONS LIST ·ALLOWANCES ·WARRANTY
## Context
You help a [TRADE TYPE] contractor write a customer bid proposal. The contractor is [COMPANY NAME], license number [LICENSE NUMBER]. The customer is [CUSTOMER NAME] at [JOB ADDRESS]. The job is [JOB DESCRIPTION].
Finalized estimate figures (already reviewed and approved by the contractor):
- Total price: [TOTAL PRICE]
- Payment terms: [PAYMENT TERMS]
- Estimated start date: [START DATE]
- Estimated completion: [COMPLETION DATE OR DURATION]
Scope items to include:
[SCOPE LIST]
Exclusions:
[EXCLUSIONS LIST]
Allowances or assumptions (materials the customer may select or costs that may vary):
[ALLOWANCES]
Warranty or workmanship guarantee (exact wording from the contractor):
[WARRANTY]
## Task
Write a one to two page customer bid proposal with these sections:
1. Header: contractor name, license, customer name, job address, date, and a proposal number placeholder
2. Scope of work: clear plain-language list of what is included
3. Exclusions: what is not included and what triggers an additional cost
4. Allowances and assumptions
5. Price and payment terms
6. Schedule
7. Warranty (exact wording as provided)
8. Acceptance line: customer signature, date, and a note that acceptance constitutes a contract
## Standards
- Use only the price, dates, and terms the contractor provided. Never invent a figure or a date.
- Plain professional language. No sales language or guarantees beyond what the contractor stated.
- The warranty section must use the contractor's exact wording. Do not soften or expand it.
- Note that this proposal does not constitute legal advice; the contractor should have any contract reviewed by qualified counsel.
- If scope, price, or payment terms are missing, ask before writing the proposal.
BEFORE YOU RUN IT
- Your finalized, reviewed total price from your estimate, not a rough number
- Exact payment terms: deposit amount, progress payment triggers, and balance due date
- A complete scope list and exclusions list so the customer knows what is and is not covered
- Your actual license number and any bond or insurance language your state requires on bids
- Confirm all prices and schedule dates come from your own planning, not from the AI
- Keep customer payment account details and personal identifying information out of this prompt; use name and job address only
VERIFY BEFORE IT LEAVES YOUR HANDS
- Read the total price in the proposal and confirm it matches your reviewed estimate exactly
- Check every scope item against your estimate; nothing should appear in the proposal that is not in your estimate
- Read the exclusions list and confirm it covers every item your customer might assume is included
- Verify the payment terms are stated correctly: deposit, progress payments, and final payment
- Confirm the warranty section uses your exact wording, with nothing added or removed
- Check your license number against your actual license card or state registration
- Have a qualified attorney review this proposal before using it as a binding contract
Sample output
Sample output. Generated by AI from sample inputs:
BID PROPOSAL
Ridgeline Electric | License No. EC-48821
Date: June 13, 2026 | Proposal No. 2026-047
Customer: Maria Delgado
Job address: 4412 Creekside Dr., Millbrook, CO 80401
Scope of work
Ridgeline Electric proposes to furnish all labor and materials to complete the following at the job address:
- Upgrade existing 100A main panel to 200A service (Square D QO series)
- Install four new 20A branch circuits for kitchen appliances
- Install GFCI-protected outlets at all kitchen countertop locations per current code
- Obtain and post the required electrical permit
- Final inspection and sign-off by county inspector
Exclusions
The following are NOT included in this proposal:
- Drywall repair or painting after wire runs
- Any work outside the kitchen and utility room
- Corrections to pre-existing code violations found during work (priced separately if discovered)
Allowances and assumptions
- Panel location remains at current utility room wall. Relocation, if required, is priced separately.
- Work assumes accessible attic space for cable runs. If access is blocked, additional hours apply.
Price and payment terms
Total price: $2,188.50
- Deposit due at signing: $875.00 (40%)
- Progress payment at rough-in completion: $875.00
- Balance at final inspection: $438.50
Schedule
Estimated start: July 7, 2026
Estimated completion: 2 days from start, weather and inspection schedule permitting
Warranty
Ridgeline Electric warrants all labor for one year from the date of final inspection. Manufacturer warranties apply to all materials.
Acceptance
By signing below, the customer accepts this proposal and authorizes Ridgeline Electric to proceed. This signed proposal constitutes a contract between the parties.
Customer signature: ___________________________ Date: ___________
Note: This proposal does not constitute legal advice. Consult qualified counsel before using this or any proposal as a binding contract.
CUSTOMIZATION For commercial jobs, add a section for insurance certificate requirements and lien waiver terms if the general contractor requires them. If you operate without a written warranty, leave that section out rather than inventing language. On T and M jobs, replace the fixed price line with your hourly rate, materials markup, and a not-to-exceed figure if you offer one.
Material Takeoff List
Builds a structured material takeoff list from a job description, organizing materials by category with quantity fields left for you to fill in. Use it to create a takeoff template you then price from your own supplier quotes.
FREE WITH ACCOUNT Labor Hours Estimate
Breaks a job into tasks and builds a labor hours estimate table with time fields you review and adjust. Use it to organize your labor planning before you put a number on a bid.
FREE WITH ACCOUNT Change Order Pricing
Documents a change in scope and prices the additional labor and materials based on your inputs. Use it when the customer or GC requests work outside the original contract and you need a clear, written change order before you start.
FREE WITH ACCOUNT Bid vs. Actual Review
Compares your estimated costs and hours to what the job actually cost, then highlights where you were off and why. Use it after every job to improve the accuracy of your next bid.
FREE WITH ACCOUNT Markup and Margin Explainer
Explains the difference between markup and margin, runs the math for your numbers, and checks whether you are hitting your target. Use it when you want to be sure your pricing model means what you think it means. This is not financial advice.
FREE WITH ACCOUNT Allowances and Assumptions Note
Writes the allowances and assumptions section of a bid: the items priced at a placeholder amount or under a condition the customer may change. Use it to protect yourself when fixture selections, material grades, or site conditions are not finalized at bid time.
FREE WITH ACCOUNT Scope and Exclusions List
Writes a clear scope of work and exclusions list for a bid. Use it to define exactly what you are doing, and to put in writing what you are not doing, so there is no room for a dispute later.
FREE WITH ACCOUNT Bid Follow-Up Message
Writes a brief, professional follow-up message to a customer who has not responded to your bid. Use it when the bid window is expiring or you want to stay in front of the job without being pushy.
FREE WITH ACCOUNT Ballpark vs. Firm Quote Framing
Writes a message or proposal section that frames a ballpark estimate honestly and tells the customer what they will need to do to get a firm price. Use it when a customer asks for a number before you have enough information to commit to one.
FREE WITH ACCOUNT Payment Schedule Proposal
Proposes a progress-payment schedule tied to job milestones for inclusion in a bid or contract. Use it when a job is large enough that you cannot float the full cost and need payments coming in as work progresses.
FREE WITH ACCOUNT All 125 prompts in this library are free with a VetsLearn account: every prompt, every checklist, synced to your account.
Unlock free with an account → Turns your raw site-walkthrough notes into a structured estimate draft. Use it right after a site visit when your notes are fresh and you need to get numbers on paper fast.
YOUR NAME OR COMPANY ·TRADE TYPE ·SERVICE AREA ·CUSTOMER NAME ·JOB SITE ADDRESS ·WALKTHROUGH DATE ·WALKTHROUGH NOTES
## Context
You are a writing and organizing assistant for [YOUR NAME OR COMPANY], a [TRADE TYPE, e.g., licensed electrician, HVAC contractor, plumber] serving [SERVICE AREA]. You help turn raw field notes into a clear estimate draft the contractor reviews and prices before sending to the customer.
The customer: [CUSTOMER NAME], job site: [JOB SITE ADDRESS].
Walkthrough date: [WALKTHROUGH DATE].
Raw notes from the walkthrough: [WALKTHROUGH NOTES, paste everything you wrote, typed, or recorded].
## Task
Organize the walkthrough notes into a structured estimate draft with these sections:
1. Scope summary: two to four sentences describing the work in plain language the customer understands.
2. Line items: each distinct task or material need on its own line, labeled clearly. Leave the price column blank, the contractor fills that in.
3. Clarifications needed: items from the notes that are ambiguous, missing a measurement, or need a decision before pricing.
4. Questions for the customer: anything that requires a customer answer before the estimate is final.
## Standards
- Use the exact scope and items from my notes. Do not add tasks, materials, or quantities I did not mention.
- Do not invent prices, measurements, material quantities, or code requirements. Leave those blank for me to fill.
- If a note is unclear, put it in the clarifications section rather than guessing.
- Plain language throughout. Use trade terms the customer will understand, or add a short plain-language note after each.
- Prices, material quantities, and code requirements must come from my own takeoff, supplier quotes, and the locally adopted code, not from you.
- If any named input above is missing or ambiguous, ask me before drafting.
BEFORE YOU RUN IT
- Your complete walkthrough notes, including measurements, conditions observed, and anything the customer said
- Prices, material quantities, and code requirements must come from your own takeoff and supplier quotes, not from the AI
- The customer name and job site address exactly as you want them on the estimate
- Any decisions still open (permit required, customer choosing a fixture tier, access issues) noted explicitly
- Privacy: keep customer payment information, account numbers, and contact details out of this prompt
VERIFY BEFORE IT LEAVES YOUR HANDS
- Every line item matches something in your actual walkthrough notes; remove anything the AI added that you did not observe
- No prices, measurements, or material quantities appear unless you entered them; blank fields are correct at this stage
- No code citations, load calculations, or sizing recommendations appear; those are your professional call
- The clarifications list captures every ambiguous item from your notes, nothing is silently resolved
- Reread the scope summary aloud: it should describe this specific job, not a generic version of it
- Customer name and address are spelled correctly before this goes into your estimate template
Sample output
Sample output. Generated by AI from sample inputs:
Customer: Maria Delgado
Job site: 4412 Ridgecrest Drive, Tucson, AZ
Walkthrough date: June 10, 2026
Prepared by: Ridgeline Electric
Scope summary
Install a 240V dedicated circuit for a new EV charger in the attached garage. Run conduit from the main panel to the garage wall. Mount a customer-supplied Level 2 charger. Customer is also asking about adding two exterior GFCI outlets on the back patio.
Line items
1. Dedicated 240V / 50A circuit, panel to garage ___
2. Conduit run, panel to garage (approx. distance TBD) ___
3. GFCI breaker or protection per code ___
4. Mounting and connection of customer-supplied Level 2 EVSE unit ___
5. Two exterior GFCI outlets, back patio (separate scope, price separately if approved) ___
6. Permit (if required by jurisdiction) ___
7. Drywall patch or conduit cover, if open-wall run not approved by customer ___
Clarifications needed
- Exact distance from panel to garage wall not recorded. Confirm and price conduit run.
- Panel capacity for a 50A breaker not confirmed. Review panel at install or return visit.
- Customer-supplied charger model not noted. Confirm mounting dimensions before install date.
Questions for the customer
- Do you want the patio outlets included in this estimate, or as a separate quote?
- Are you open to surface conduit on the garage wall, or do you want a concealed run?
CUSTOMIZATION Works across all trades. Change the trade type and swap line-item labels to match your work, such as duct runs and equipment tons for HVAC or pipe sizes and fixture counts for plumbing. For larger commercial jobs, add a section for exclusions so the customer knows what is not covered. For repeat customers, keep a saved version with your standard line-item categories pre-loaded.
Time and Materials Rate Sheet
Builds a clean, customer-facing time-and-materials rate sheet from your labor and markup numbers. Use it before a T&M job starts so the customer knows exactly how billing works.
FREE WITH ACCOUNT Bid Package Cover Letter
Writes the cover letter for a formal bid package submitted to a GC, property manager, or public agency. Use it when the job requires a written bid submission, not just an email estimate.
FREE WITH ACCOUNT Unit Price List Builder
Builds a formatted unit-price list from your per-task rates for use on repeat service work, service agreements, or maintenance contracts. Use it when customers ask what you charge per item before authorizing work.
FREE WITH ACCOUNT Deposit and Terms Explainer
Writes a plain-language explanation of your deposit and payment terms to include with an estimate or proposal. Use it when customers push back on deposits or ask how billing works.
FREE WITH ACCOUNT Competitive Bid Positioning
Helps you write a clear explanation of why your bid is priced the way it is, without badmouthing lower-priced competitors. Use it when a customer says they got a cheaper quote and you want to keep the job.
FREE WITH ACCOUNT Estimate Revision Note
Writes a clear note explaining why an estimate changed after a scope change, customer request, or new information. Use it any time you need to revise a number the customer already received.
FREE WITH ACCOUNT Decline to Bid Note
Writes a short, professional note declining a job without burning the relationship. Use it when a job is not a fit, the timing is wrong, or the customer is not a good match.
FREE WITH ACCOUNT Budget Range Conversation Script
Gives you a script for asking a customer about their budget before you spend time estimating. Use it at the start of a sales call or site visit when you do not yet know if the job is priced to win.
FREE WITH ACCOUNT Allowance Overrun Notice
Writes the notice to a customer that a material or fixture allowance in their contract has been exceeded. Use it as soon as you know an allowance is running over, before the invoice surprises them.
FREE WITH ACCOUNT Workmanship Warranty Statement
Writes a plain-language workmanship warranty to include with your contracts or completion documents. Use it to set clear expectations about what you stand behind and for how long. This is not legal advice.
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Unlock free with an account → Financing Options Explainer
Writes a neutral, plain-language summary of the financing options you offer or refer customers to. Use it when a customer asks how they can pay over time. This is not financial advice.
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