Surrounding details:

Note your own details

First, you need to record your own details using the form fields below.

This will let your client know exactly who they're dealing with, and give you a written precedent to fall back on should any problems arise later on.

Before you can send the client your final job estimate, your job estimate needs to be reviewed and approved by the relevant personnel in your team. Take the time to fill out the relevant details below.

Record client details

Next, record the details of the client you're giving the estimate to using the form fields below.

While this is largely to keep own documentation clear, it also serves to give a little protection in terms of knowing precisely who you pitched the job to, and what they were ptiched.

Job estimate:

Summarize the proposal

Getting into the job estimate itself, you first need to outline what the project you're tackling is. Do so using the form fields below.

This shouldn't span more than a couple of sentences (remember, this is a job estimate template, not an ironclad invoice), but try to include aspects such as:

  • The goal of the project
  • The scope of the project
  • A summary of the method to achieve the goal
  • The major parties involved in the job's completion

Lay out the required items

Next you need to lay out any items which will need to be bought/used for the project to be completed, then record them using the form fields below.

Remember that this is only an estimate - as long as you have a rough idea of the costs of each item and you're sure that the core elements are all accounted for, then you're doing fine.

Detail the services needed

You also need to record any services which will be used in the form field of this task.

This should include your own services, any additional help that will be needed, how many hours of each service will be used (approximately), and what the cost of each service is per hour.

Account for potential additional costs

The nature of a job estimate template means that you won't be correct all of the time - the final price may be lower or higher than you expect. Unfortunately, any gross under-estimates will severely damage your relationship with clients.

To counter this, you need to try and account for any additional costs which aren't guaranteed to be required. Do so using the form field below.

Again, you don't have to try and account for every little thing, but by laying out a visible safety net you can give the client a realistic idea of any potential pitfalls with the job, and any hidden costs which may be incurred.

Calculate a total price

This step is simple - go ahead and calculate the final price of the services, items, and additional costs, then record it in the form field below.

If you want to be more thorough, consider totaling the services and items as your base price, then add the additional costs as a potential ceiling.

Give a rough timeline

You're almost done - now it's time to record a potential timeline for the project using the form fields below.

Again, this only has to be a rough estimate, so don't get too hung up on the details. The main point is to provide your client with an idea of how efficiently you can get the job done, and to do that you need to tell them both the rough price and timeline of the project.

Record any terms or conditions

The last thing you have to actually write in the proposal is the set of terms and conditions you're submitting it under. As always, record this using the form field below.

Try to lay out in no uncertain terms that the estimations made in this proposal are not in any way binding, and should not be taken as gospel. No matter how accurate you try to be in your predictions there will always be a little variation, so make sure your client is fully aware of that.

All of the information you've entered in this checklist will be gathered into the final step, meaning all you have to do next is show the client the summary.

You can do this by pasting it into an email, automatically sending it using a service like Zapier, or by inviting the client to work on this step of the checklist as a guest in your Process Street organization.

Approval:

Will be submitted for approval:
  • Summarize the proposal
    Will be submitted
  • Lay out the required items
    Will be submitted
  • Detail the services needed
    Will be submitted
  • Account for potential additional costs
    Will be submitted
  • Calculate a total price
    Will be submitted
  • Give a rough timeline
    Will be submitted
  • Record any terms or conditions
    Will be submitted

Final estimate:

Show the client this estimate summary

Company details

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{{form.Company_address}}

{{form.Company_email_address}}

{{form.Company_phone_number}}

Client details

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{{form.Client_address}}

{{form.Client_email_address}}

{{form.Client_website}}

Proposal description

{{form.Proposal_summary}}

Items

{{form.Required_items}}

Services

{{form.Services_required}}

Additional costs

{{form.Additional_costs}}

Total price

{{form.Total_price}}

Timeline

{{form.Proposal_timeline}}

Terms and conditions

{{form.Terms_and_conditions}}

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