THE SHORT ANSWER
Write a contractor estimate around a defined scope, measured quantities and reviewed unit costs. Show the client who prepared it, which job it covers, what is assumed and what the final figure includes.
A useful estimate gives a client enough detail to compare the document with the work they discussed with you. The Toronto basement example shows one way to present a 400 sq. ft. project in Canadian dollars. Its C$16,142.50 total is an illustrative input, not a suggested rate.
1. Describe the work before pricing it
Start with the project address and a short description of the result the client wants. Then list the work that delivers it: preparation, materials, labour, finishing, cleanup and any allowances. Give enough detail to separate included work from work that still needs a decision.
The app can use AI assistance to create a first draft from your description, or you can build line items yourself. Either way, compare the draft with your site notes. A project name alone cannot capture hidden conditions or finish choices.
2. Identify the business, customer and project
Add your business details and the customer's information to the estimate. Check the project location and document dates. The PDF should make it clear who prepared the numbers, who will receive them, and which property the scope describes.
In the sample PDF, Cedar & Beam Builders and Jordan Taylor are fictional examples, and the project is identified as a basement in Toronto, Ontario. Replace those details with the actual people and job before sharing your own document.
3. Review the calculation line by line
For each item, check the quantity, unit and unit cost. Distinguish floor area from finished wall area: the sample has 400 sq. ft. of carpet and 800 sq. ft. of drywall. Those are different measurements, and each needs its own check on a real site.
| Item | Calculation | Amount |
|---|---|---|
| Drywall installation | 800 sq. ft. × C$3.38 | C$2,704.00 |
| Carpet installation | 400 sq. ft. × C$6.08 | C$2,432.00 |
| Electrical installation | 10 hours × C$94.50 | C$945.00 |
Review labour, materials, supplier quotes, subcontractor costs and any markup using your own figures. The app lets you edit quantities, costs, markup and tax. The sample's tax entry is 0%, with C$0.00 tax; that is a property of the sample, not a rule for your project.
4. Make allowances and limits easy to see
An allowance gives the client a figure for work or materials that are not fully decided. Label it clearly and explain what would trigger a revision. The Toronto PDF has separate allowances for permits and inspections and for contingency. It does not establish that an unknown site condition is covered.
- Finishes: Record the chosen product or the allowance that stands in for it.
- Existing conditions: Note what you could inspect and what may change after opening walls or floors.
- Exclusions: Identify work outside the quoted scope, such as repairs that have not been assessed.
- Changes: Explain when you will issue an updated estimate.
Check the applicable tax treatment and document terms for your own job before sending. The example figures do not replace that review.
5. Read the PDF as a client would
Preview every page, including the final page with totals and notes. Confirm that the scope matches your conversation, the line items add up, the customer details are correct and the document is readable. Then share the PDF through your preferred app.
The Toronto basement estimate and its actual two-page PDF provide a complete example to inspect. For a closer look at basement-specific measurements and site questions, read the basement finishing guide.
For a second Canadian project, inspect the Ottawa mudroom refresh estimate and PDF. Its floor, wall and fixture lines show how the same scope and cost checks apply beyond a basement renovation.
