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Plumbing estimate template, and how to write a quote customers say yes to
A good quote answers the customer's questions before they ask them. Print the template below, then use the checklist to make every estimate clear, complete and easy to approve.
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Quoting takes more time than it should. In Jobber's survey of 1,050 US home service business owners, 37% named quoting as one of their biggest time drains (Jobber Home Service Trends Report). Part of the fix is a template that makes you write the same clear quote every time. Here is one you can print or save as a PDF, followed by what to put in it.
Address · Phone · Email
License #:
ESTIMATE
| Description | Qty | Unit price | Amount |
|---|---|---|---|
Subtotal
Tax
Total
Deposit to start
Terms: Price valid until the date above. Hidden conditions found once work starts (behind walls, under floors) are quoted before any extra work. Warranty:
Estimate, quote or bid?
People use these words loosely, but they can mean different things to a customer. An estimate is usually an approximate price that can change. A quote is usually a fixed price for a defined scope. A bid is a price submitted to compete for a job, often on larger or commercial work. Whatever you call yours, say clearly on the page whether the price is fixed, and what would change it.
What to put in a plumbing quote
- Your business details and license number. They make the quote look official, and some states require the license number on contracts.
- A quote number and date. Number quotes in order, and reuse the number on the invoice.
- How long the price is valid. For example, 30 days. Supplier prices change, and an old quote shouldn't hold you to an old price.
- The scope in plain words. "Replace 50-gallon gas water heater in garage. Reuse existing vent. Haul away old unit." The customer should be able to read it aloud and understand it.
- Line items. Parts, labor, fees, each with a quantity and an amount. Customers trust a total they can follow.
- What's not included. Drywall repair, permits, flooring, work beyond a certain point. Most disputes start with something the customer assumed was included.
- Options. A second choice, such as a better unit or an added shutoff valve, lets the customer pick instead of shopping around.
- Deposit and payment terms. How much to start, and when the rest is due. Some states cap deposits on home improvement work, so check yours.
- A hidden-conditions clause. Say that anything you find once the work starts is quoted and approved before you do it.
- Your warranty. For example, one year on workmanship, and the manufacturer's warranty on equipment.
- An approval line. Name, signature and date. A signed quote is your best protection if there's a disagreement later.
Plumbing quote example (filled in)
Here is the same estimate filled in for a common job: a 50-gallon gas water heater replacement. The business, customer and prices are made up for the example; use your own price book.
100 Example Ave · (555) 555-0142 · office@example.com
License #: M-00000
ESTIMATE
| Description | Qty | Unit price | Amount |
|---|---|---|---|
| 50 gal gas water heater | 1 | $895.00 | $895.00 |
| Installation labor | 1 | $350.00 | $350.00 |
| Shutoff valve + fitting | 2 | $65.00 | $130.00 |
| Haul-away & disposal | 1 | $85.00 | $85.00 |
Subtotal$1,460.00
Taxper local rules
Total$1,460.00 + tax
Deposit to start$500.00
Terms: Price valid until the date above. Hidden conditions found once work starts are quoted before any extra work. Warranty: 1 year on labor; the heater carries the manufacturer's warranty.
The items quotes forget most
Most underpriced quotes aren't wrong about the big item. They miss the small ones: a shutoff valve that won't close, the supply lines, an expansion tank on a closed system, the haul-away, the permit, a drain pan in an attic, an after-hours fee on an emergency call. Build them into your template or your price book so you see them every time. For water heaters, see the 12-item checklist.
Plumbo's Quote Guard checks every quote before it goes out: a missing expansion tank, a valve you mentioned but didn't price, no after-hours fee on an emergency. See it catch one in the demo →
Four habits that win more quotes
- Send it the same day. The customer is still thinking about the problem, and you're still the plumber who showed up.
- Get it signed on site when you can. If the customer is ready, have them approve on your phone or on paper before you leave.
- Keep it to one page. Long quotes get skimmed. Put the detail in the line items, not in paragraphs.
- Follow up once or twice. A short text two days later ("Any questions about the quote?") answers the doubt that was holding them back.
Once the job is done, turn the quote into an invoice. Our plumbing invoice template covers what to put on it.