Estimate
Create a cost estimate for jobs and projects with line items, GST and validity, then convert it to a quotation or invoice in one click. Free PDF for India.
In short
An estimate is an approximate cost statement for a job or project, given before the exact scope is known, such as a repair, a renovation or a custom order. It is quicker and less formal than a quotation. VyaparKit's estimate generator creates a numbered estimate from your saved items with GST, a validity date and a subject, and converts it into an invoice or sales order when the customer goes ahead.
Create a Estimate in under a minute
Sign in once with Google or email. Your business name, GSTIN, logo, bank details and saved customers fill in automatically. Download a PDF or share a link on WhatsApp. 5 documents a month are free, forever.
- ✓Beautiful PDF with your logo and details
- ✓GST calculated automatically where applicable
- ✓Saved customers, vendors and items, so no retyping
- ✓Share link with WhatsApp button and UPI QR
- ✓Converts to related documents in one click
About the estimate tool
Estimates are the first number a customer hears. A mechanic estimates a clutch replacement, a contractor estimates painting a flat, a tailor estimates a wedding order, a caterer estimates a 200-plate event. The final bill can differ once the work is opened up, which is exactly why an estimate is labelled as one. It sets expectations, gets a go-ahead, and protects you from arguments about the final invoice.
Estimates scribbled on a notepad or sent as a WhatsApp text are impossible to find later, and they rarely mention GST, so the customer is surprised when the invoice adds 18%. VyaparKit's estimate has a Subject / job field, itemised lines with rates and GST, per-line and overall discounts, and a Valid until date of 15 days by default. Each estimate carries an EST/26-27 number so you and the customer can refer to it.
An estimate does not affect the customer ledger or stock because nothing has been sold. When the customer approves, choose Create from this estimate to make a GST invoice, a non-GST invoice or a sales order with the same lines. Send the estimate as a WhatsApp link with a prefilled message and see when it was opened. Free accounts get 5 estimates a month, shared with quotations, challans and orders.
How to create an estimate
- 1
Pick the customer
In Estimate for, choose a saved customer or type a name and phone number. Set Place of supply if GST will apply.
- 2
Name the job
Fill Subject / job with a short description, for example 'Painting 2BHK, Kothrud'. Set Valid until (15 days by default).
- 3
Add cost lines
Click Add line for materials, labour and other charges with Qty, unit, Rate and GST rate. Use Disc % where you are giving a concession.
- 4
Add assumptions
Use Notes and Terms & conditions to state what is included, what is not, and that the final invoice may vary with actual work.
- 5
Create and send
Click Create estimate and share on WhatsApp. When approved, use Create from this estimate to make an invoice or sales order.
What a good estimate should contain
- Estimate number (EST/26-27/0001), date and validity period.
- Customer name and contact, and a subject describing the job or site.
- Itemised materials and labour with quantity, unit and rate, rather than one lump sum.
- GST rate and amount if you are registered, so the customer knows the final payable.
- Assumptions and exclusions, such as electrical work or transport not included.
- A statement that the final invoice may vary with actual quantities or scope.
- Payment terms and expected timeline.
- Your business name, contact number and UPI ID for the advance.
Who uses the estimate
Two-wheeler and car garage
Estimate parts and labour for a service, get the owner's approval on WhatsApp, and convert to a GST invoice once the job is done.
Painting and renovation contractor
Estimate per square foot rates for a flat, list exclusions, and turn the approved estimate into a sales order for material planning.
Caterer for weddings and events
Estimate plates, menu and service staff for a 300-guest event with a 7-day validity while the family finalises numbers.
Tailor and boutique
Give a written estimate for a bridal order with fabric, embroidery and stitching lines, and a due date for delivery.
Estimate: frequently asked questions
- What is the difference between an estimate and a quotation?
- An estimate is an approximate figure given before the exact scope is known and may change with actual work; a quotation is a firm offer at fixed prices valid for a stated period. Garages, contractors and repair services give estimates; suppliers of standard goods give quotations. In VyaparKit both convert to invoices and sales orders.
- Can the final bill be different from the estimate?
- Yes, that is the nature of an estimate, but say so in writing. Mention in the terms that the invoice will reflect actual quantities and any additional work approved by the customer. If the difference is large, send a revised estimate before proceeding; a customer who approved ₹20,000 will dispute an invoice for ₹35,000.
- Should I show GST on an estimate?
- If you are GST-registered, yes. Show the GST rate and amount so the customer sees the final payable and is not surprised by the invoice. If you are not registered, leave GST out and convert the estimate to a non-GST invoice later; VyaparKit supports both paths from the same estimate.
- Can I convert an estimate into a sales order?
- Yes. Open the estimate and choose Sales Order under Create from this estimate. This is useful when the customer approves but delivery is later, since a sales order records the commitment, expected delivery date and customer PO before you invoice. You can also convert straight to a GST or non-GST invoice.
- Do estimates affect my customer ledger?
- No. An estimate is a pre-sale document, so it does not create a receivable or reduce stock. The customer's balance changes only when you convert it into an invoice. This keeps your outstanding statement limited to real dues.
- How detailed should an estimate be?
- Detailed enough that the customer understands what they are paying for and detailed enough that you can defend the final invoice. Split materials and labour, name brands or grades where price depends on them, and list exclusions. A five-line estimate with clear assumptions beats a single lump sum every time.