Free Estimate Template: PDF Download for Service Businesses

In this post, we offer a free PDF estimate template for field service businesses. Below, we’ll provide a link to download the template and begin using it in your business.

However, keep in mind that there are key challenges in the estimating process and in surrounding business workflows that a PDF template alone cannot solve. For example:

• Pricing for profitability: Many field service companies struggle to get techs and office staff to price jobs correctly for profitability, which has significant implications on their bottom line. 

• Increasing average ticket prices: Handwritten quotes lack the visual component for products and services, making it difficult to upsell and increase average tickets. (Not to mention, they’re often messy and look unprofessional to potential clients.) 

• Storing and tracking quotes: Handwritten estimates and miscellaneous PDF files are easy to lose and difficult to share and access among field and office staff. They also make it difficult to track which quotes are open and which have been closed, leading to too many unsold estimates and missed revenue opportunities.

• Time wasted on repetitive data entry: PDF printed-out estimates require staff to enter the same quote information into different apps (Microsoft Excel, Microsoft Word, Google Docs, Google Sheets, etc.) or write the same info on different paper documents throughout the rest of the job lifecycle — e.g. work orders, customer history, invoices, etc. This wastes a lot of time and creates too much room for errors in manual data entry. 

To solve these and other issues, many field service contractors are turning to field service management software to streamline their estimating processes and grow their revenue. So, in addition to sharing the free estimate template below, we’ll also walk through how our product, ServiceTitan, solves all of these challenges and more. 

Our field service software helps increase your profits with timely, accurate estimates and a streamlined estimating process. Want to see ServiceTitan in action? Schedule a call for a free product tour.

How to Download and Use Our Free Job Estimate Template

Once you’ve saved the PDF to your computer as a new file, you’ll be able to customize it and print it out or save it as a new file for each client.

The first page of our quote template form features a professionally designed layout with the necessary fields for you, your techs, or your office staff to fill in: 

• Contact information: Company name, address, phone number, email.

• Job site information: Customer’s information, including name, address, phone number.

• Job estimate description: Line items and quantities for the service and repair or construction project (parts needed, unit prices and material costs, labor costs and hourly rates, specifics on deliverables, warranty information, total cost estimate, estimate number, etc.).

The second page of the estimate sheet provides fields to document payment terms and credit card payment information:

This printable cost estimate template can be a step up from more generic handwritten quotes. But, as we mentioned above, it won’t solve the key challenges of the estimating process and surrounding workflows — including:

• Pricing for profitability

• Increasing average ticket prices

• Storing and tracking quotes

• Time wasted on repetitive data entry

So, in the next section, we’ll walk through features of our service business estimating software that help solve these issues for field service businesses.

Note: For more free templates, such as our free contractor estimate templates, invoice templates, proposal templates, and more, visit our templates hub. You can filter down by specific industry to find what you’re looking for.

How ServiceTitan Streamlines Estimating Processes for Field Service Businesses

Advanced Functionality & Automations for Seamless Pricebook Management

Ensuring that technicians in the field are basing all quotes and invoices off of the most up-to-date pricing is absolutely essential for maintaining profitability. But traditional pricebook management — whether done manually in a price list spreadsheet, through a third-party pricing app, or in traditional print form — has many challenges. 

As we mentioned above: 

• It’s labor-intensive and time-consuming.

• It’s not updated often enough.

• There’s lag time between price updates and when those updates are reflected on new estimates, quotes, and invoices.

This is a crucial problem that leads many field service businesses to undercharge on invoices and lose money on jobs. 

With ServiceTitan, field service businesses are able to solve all of these issues. Specifically, our built-in pricebook features allow for:

• Individual pricebook item editing: With individual pricebook item editing, you have the ability to edit any pricebook item or flat-rate service as needed, any time, with just a few clicks.

• Bulk editing: With bulk editing, you have the ability to make edits and markups to groups of services, packages, equipment, and/or materials. With a few clicks, changes can even be applied across an entire pricebook. 

• Dynamic pricing automations: With dynamic pricing automations, you have the ability to set up rules to auto-update pricing according to customized parameters, such as when certain overhead costs change (e.g. labor rates, materials, etc.).

• Pricebook Connect: With Pricebook Connect, you’ll have direct, cloud-based access to materials and equipment from top industry supplier catalogs, with automated updates of item descriptions, product images, and pricing as manufacturers make changes.

Combined, this suite of features makes pricebook management seamless, reducing the time your team spends on making updates manually, and ensuring that your prices are regularly updated to reflect evolving costs — all while protecting the profitability of your business.

Furthermore, as soon as any updates are made to your pricebook, they’re reflected in real-time on any new estimates and invoices that are created in ServiceTitan, whether from the office or the field. 

Increase Average Ticket Prices with Easy-to-Build Estimates and Proposals

ServiceTitan offers robust capabilities for both residential and commercial service businesses to streamline their estimate and proposal processes. Specifically, it offers the ability to:

• Leverage pre-built estimate templates: Office staff (via our desktop app) and field techs (via our mobile app) can build or access pre-built estimate templates that allow them to generate detailed estimates and proposals more efficiently, deliver bids more quickly, and reduce the time it takes to make a sale.

• Build and present multi-option proposals from the field: Field technicians can build and present Good Better Best proposals. From the technician’s tablet, customers can tap into each estimate to view high-quality images of parts and equipment, as well as compelling data, such as savings and rebates — all of which help to improve close rates with residential customers and increase profits. 

• Build and send residential or commercial estimates from the office: Office staff can also build multi-option residential proposals or commercial estimates from their desktop and send them to customers via email.

• Track and follow up on open estimates: In the event an estimate isn’t immediately sold, our follow-up functionality makes it easy to track unsold estimates and close more deals.

When an estimate is sold, there’s no need to record that same job information into other apps or documents. All customer information and job details from estimates are seamlessly transferred to the work order and invoice as the job progresses.

Easily Store, Track, and Automate Follow-Ups on Open Estimates

In addition to automatically storing estimates in our cloud-based software, accessible both from the office and the field, we also have features that allow you to more easily track and consistently follow up on unsold estimates to take advantage of every sales opportunity.

When an estimate is created on a job but isn’t sold, an opportunity is automatically created and alerts can be set up to remind staff to follow up with customers. 

Opportunities can be in the following statuses:

• Open: Opportunities that haven't been won or dismissed. Click on open opportunities to see the next scheduled follow-up date. Open opportunities can be:

  • Not Attempted: No contact has been made since the opportunity was originally created or presented to the customer. This is the default state once an opportunity is created.

  • Unreachable: The last time someone tried to follow up on this opportunity, the customer could not be reached.

  • Contacted: The customer was contacted on the last follow-up date, but no estimate has been sold to them yet.

• Won: An estimate was sold to the customer with a subtotal equal to or greater than the sold threshold.

• Dismissed: The customer decided not to move forward with the work and the opportunity was dismissed. Also, an opportunity with a sold estimate subtotal under the sold threshold is considered dismissed.

These features offer large- and small-business owners peace of mind that every open opportunity is followed up, while eliminating the need to track open estimates in spreadsheets (which is a time-consuming and error-prone headache). For the vast majority of our users, the result is more closed deals and increased revenue.

Easily Create & Send Invoices, Collect Payments, and Offer Financing

As jobs are completed, ServiceTitan automatically populates invoices to reflect any services, materials, and/or equipment that were sold throughout the course of a job. 

PDF invoices can be easily generated and emailed with detailed descriptions of the work completed and outstanding customer balance, as well as the option to submit a credit card payment. 

Especially for commercial jobs, for which the payor is often not present, many of our users like to attach before-and-after images to invoices. This feature can help contractors limit push-back from customers and get paid in a timely fashion to maintain cash flow.     

We also make it easier for business owners, managers, and field service techs to overcome cost-related objections that might otherwise reduce revenue. In a matter of minutes — with just a few clicks — homeowners can get approved for funding by one of our financing partners. And with one of our seamless accounting software integrations, ServiceTitan users can confidently track money as it comes in the door. 

Get Organized, Streamline Workflows, and Grow Your Service Business

ServiceTitan is a powerful tool for estimating and invoicing, but our platform goes far beyond what we’ve covered in this post. In addition to helping your team better manage estimates and invoices, it also helps streamline your company’s other key workflows. 

ServiceTitan also provides:

• Scheduling and dispatching

• A field service mobile app (compatible with Android and iOS mobile devices)

• Customer experience and CRM 

• Accounting integrations with QuickBooks (Online and Desktop), Intacct, and Viewpoint Vista

• Inventory management

• Project management

• Time tracking

• And more

Importantly, ServiceTitan connects all of these core business processes and workflows in one place, and streamlines the flow of information throughout the job lifecycle.

Want to see how ServiceTitan can help your estimating process run more smoothly? Schedule a free demo with us to learn more about how our software can help you and your employees share information and communicate more effectively.