General Contractor Estimate Template

An estimate is an approximation of project costs built from materials, labor, and overhead inputs. A proposal is the formal document you send to a client that presents those costs in a structured, professional format ready for review and approval. This template handles both. The estimate worksheet is where you build and calculate your numbers, and the proposal cover sheet and summary are the client-facing outputs you print or download once the numbers are finalized.

Subcontractor costs should be entered as their own line items within the relevant cost category, the same way you would enter materials or direct labor. Include the full subcontractor price as your cost, then apply your markup on top to cover coordination, scheduling oversight, and the risk you carry as the GC. Never pass subcontractor costs through at zero markup. You are managing the relationship, the timeline, and the liability, and your estimate should reflect that.

Build your base estimate first, then create alternate line items or separate worksheets for optional upgrades, material substitutions, or scope additions. The proposal output can be customized to present a base price with clearly labeled alternates, allowing the client to see exactly what they get at each price point. Presenting options in a structured format increases close rates because it shifts the client conversation from whether to proceed to which version to proceed with.

Use the template as a starting point for every project and maintain a standard set of cost categories that reflects how your business actually operates. After each completed project, compare your estimated costs against actuals and update your unit cost assumptions in the template accordingly. Over time, this creates a calibrated estimating baseline specific to your trade mix, your crew, and your market. Consistency in how you estimate is what separates contractors who hit their margins from those who are always explaining why a job ran over.