Estimate vs. Proposal vs. Quote: What to Send
Know the difference between an estimate, a proposal and a quote, which one to send at each stage of a job, and how to word it so the price means what you intend.
Published · Updated · 4 min read
Quick answer
An estimate is an early, approximate price. A proposal describes the work in enough detail for the client to say yes. A quote is a fixed price for work that is fully defined. Send an estimate while the scope is still open, a proposal to win the job, and a quote once everything is settled, and always say in writing whether the price can change.
Key takeaways
- Estimate: approximate, scope still open. Proposal: detailed, written to be approved. Quote: fixed price, scope settled.
- The label matters less than the wording. State whether the price is fixed, what could change it, and until when it is valid.
- Move from one document to the next by carrying the measurements and scope forward instead of starting over.
- Record changes after approval in writing as a change order, with the new price and the effect on the schedule.
- What is enforceable varies by state and trade. Ask your licensing board or a local attorney about contract rules where you work.
The three documents in plain language
| Compare | Estimate | Proposal | Quote |
|---|---|---|---|
| Purpose | Give an early idea of cost | Explain the work and win the job | Commit to a price for defined work |
| Price | Approximate; can change | Itemized or total; fixed or approximate, as written | Fixed for the stated scope |
| Detail | Short; scope may be loose | Scope, materials, timeline, terms, exclusions | Whatever the work needs, matched to the agreed scope |
| Send when | Before a full walkthrough, or when the client wants a ballpark | After the walkthrough, when the client needs to decide | When scope and materials are settled |
| Client action | Decide whether to continue | Review, ask questions, accept | Accept or decline |
Which one should you send?
Ask three questions about the job.
- Is the scope clear? If you still need a walkthrough, material choices or the client’s decisions, send an estimate and say what is still open.
- Does the client need convincing, or just a number? For larger jobs, several decision-makers or competing bids, send a proposal that explains your approach, not only a total.
- Can you hold the price? If scope, materials and access are settled, give a fixed price and state what is included and excluded.
For a small, simple job, one short document can do all three: the scope, a price, a start date and an expiry date.
Make the wording match your intent
Contractors and clients use these words loosely. A client who reads “quote” may assume the price is fixed, and one who reads “estimate” may assume it is a ceiling. Do not leave it to the label.
- Say whether the price is fixed, approximate or not to exceed
- List what could change it: hidden damage, extra prep, material prices, scope changes
- Put an expiry date on the document
- Say how changes will be priced and approved
When the scope changes
A change order is a written record of a change after the client has approved the work: what changed, the new price and any effect on the schedule, agreed by both sides. It turns a spoken “can you also do the hallway?” into something you can both check later.
Even for small additions, write down what was added and what it costs before you do the work.
How this works in Estiggle
Estiggle’s proposals hold the client, the job address, the scope, itemized pricing and a place for the customer to accept. Whether you call a document an estimate or a quote is about how you word it: set the validity and the terms in the proposal, then email the customer a link to review it. When they accept, create the invoice from the same work. How to create and send a proposal in Estiggle shows each step.
Frequently asked questions
Is an estimate legally binding?
It depends on what the document says and on local law, so do not rely on the label. An estimate that clearly says the price is approximate and lists what could change it sets a different expectation than one that gives a fixed total. If you need certainty, ask your licensing board or a local attorney.
Can I turn an estimate into a proposal?
Yes. Keep the measurements and scope from the estimate and add what the client needs to decide: materials, schedule, terms, exclusions and acceptance. In Estiggle you create the proposal against the same client.
What is a change order?
A written record of a change to the agreed work after approval, with the new price and any effect on the schedule. Both sides should agree to it before the extra work starts.
How long should an estimate or quote be valid?
Choose a window that matches how long your own prices hold, and state it on the document. Material and labor costs change, so an expiry date protects you.
What should I send first, a proposal or an estimate?
If the client only wants a ballpark, send an estimate. If they are ready to decide and you have walked the job, send a proposal. For a painting job, how to write a painting estimate shows how to build the numbers either way.