Estimate and Invoice Generator for Trades
Add labor hours, materials with your markup and flat-price items, and get a clean estimate or invoice PDF with tax, deposit and balance worked out. Turn an accepted estimate into an invoice in one click. Nothing is uploaded and there is no account.
This tool does the arithmetic on the numbers you enter. It does not look up tax rates or decide what is taxable, and it is not legal or tax advice. Rules for taxing labor and materials differ by state, province and country. Some places also limit deposits and require set wording in contracts (for example, California home improvement contracts). Check with your tax authority, accountant or licensing board before you rely on a document. Drafts are saved only in this browser and are not backed up. Use Export draft to keep a copy.
Sources: tax presets follow Texas Comptroller Pub. 94-116 (materials only) and the Washington DOR custom construction guide (labor and materials). The California deposit check and wording come from CSLB Industry Bulletin #22-14. The second tax line follows CRA GST/HST invoice information.
How it works
- Pick Estimate or Invoice and fill in your business once. It is remembered on this device unless you untick that box.
- Add lines: labor (hours times your rate), materials (your cost plus your markup) or a flat price. Tick which lines are taxable.
- Set tax, an optional discount and a deposit. The total, deposit and balance update as you type, and "Show the working" lists every step.
- Download the PDF. If you change anything afterwards, the tool tells you the PDF is out of date, so download it again before you send it.
- When the customer says yes, Convert to invoice copies every line and keeps the estimate in your drafts.
Every amount is worked out in whole cents in your browser. Nothing is uploaded.
Questions
What is the difference between an estimate and an invoice?
An estimate is the price you offer before the work. An invoice is the bill after (or during) the work. Convert to invoice copies every line and prints "Ref: EST-…" on the invoice, so the customer can see the bill matches what they agreed. Put extra work on its own line, so changes are clear.
Should I show my materials markup?
That is your choice. By default the PDF shows only your selling price per item. The markup and your cost stay on your screen. Tick "Show markup on the PDF" if you prefer to be open about it.
Do I charge sales tax on labor?
It depends on where the job is. In Texas, for example, residential remodeling with labor and materials billed separately is taxed on the materials only. Washington taxes the whole price of custom construction, labor included. Tick the taxable box on each line to match your state's rules, and ask your state tax office if you are unsure.
How big a deposit can I ask for?
There is no single rule, and many trades pick their own. In California, most home improvement contracts can't take a down payment of more than $1,000 or 10% of the contract price, whichever is less. Tick the California box and the tool checks it for you.
Will I lose my work if I close the tab?
No. The document is saved in your browser as you type, and you can keep up to 30 drafts. Browsers can clear storage, and Safari may do so after 7 days without a visit, so use Export draft to keep a file copy.