Construction Quote Template for Subcontractors: Free PDF Download

To help subcontractors in the construction industry produce professional quotes, we’re offering a free construction quote template.

To get your free template, fill out our form (to the right on desktop, or above on mobile) and we’ll email it to you straight away.

What’s Included in the Construction Quotation Template

Our printable construction quote template includes all the essential fields for general contractors and subcontractors to fill in when compiling job quotes. It includes:

1. Contractor Information

• Your company name, address, phone number, and email

• Contractor license number

• Quote number and dates valid

2. Client Information

• Client name and contact details

• Project address

3. Project Description

• Space for details of the project you are quoting for (construction project, remodeling, etc.)

4. Itemized Quote

• Columns for description of work and materials, quantity, unit cost, and total

• Subtotal, sales tax, and total price quote

5. Estimated Project Timeline

• Start date

• Estimated duration (days/weeks)

• Completion date

6. Authorization

• Signature and date of client and contractor

The Limitations of Static PDF Quotes for Construction Projects

A PDF template can certainly help individual subcontractors produce straightforward, professional-looking quotes for their clients. However, at a certain scale, static PDF quote templates begin to fall short. 

Specifically, their limitations include:

1. Static & Inflexible → No Real-Time Updates or Documented Approvals

   • A construction quote template is just a digital piece of paper — it doesn’t update in real-time, track changes to unit prices or work orders, or flag signature approvals.

   • If a subcontractor makes a change to a quote, it won’t be reflected across other parts of the workflow. 

2. Lack of Integration → Time-Consuming & Error-Prone Workflows

   • PDFs don’t automatically sync with the other tools involved in sales and  project management, such as pricebook, CRM, project management software, or billing and accounting. 

   • Customer information, project details, material costs, and payment terms must be transferred and itemized manually from different sources (spreadsheets or other software), wasting time and increasing data entry errors.

3. No Multimedia Support → Lost Context & Disorganized Documentation

   • PDFs are limited to text, meaning subcontractors can’t attach key photos or videos directly in the quote. 

   • Storing media separately increases the chances of losing critical information or failing to communicate the full scope of work.

4. No Follow-Up Procedure → Delays & Missed Revenue Opportunities

   • There’s no cohesive system to ensure that quotes are followed up on in a timely fashion.

   • A fragmented system means job opportunities are often lost to contractors with better follow-up processes, leading to missed revenue.

Why Settle for Outdated PDFs? ServiceTitan Eliminates These Pain Points

Using PDF templates (or solutions like Google Sheets, Google Docs, Microsoft Excel, etc.) to create cost estimates and quotes for construction projects is like using a basic cellphone instead of a smartphone — it’s inefficient, outdated, and prone to costly oversights.

In the next section, we’ll explain how ServiceTitan’s construction software streamlines the quoting and project management processes so construction companies and subcontractors can:

• Build profitable estimates with accurate pricing

• Manage and execute precise and reliable job costing throughout a project

• Initiate requisitions and purchase orders smoothly

• Analyze project financials and job costing at every stage

• Automate progress billing and invoicing

• Defend invoices when customers object to charges

• Stay up-to-date with automated Work in Progress reporting

How ServiceTitan Integrates & Streamlines Construction Quoting with the Entire Project Management Process

Build Detailed Quotes with Accurate Pricing

ServiceTitan’s fully integrated, customizable pricebooks allow subcontractors to easily do the following:

• Build precise line-item project estimates and quotes: Add specific tasks, equipment, and materials needed to do the work. Draw from prebuilt  construction estimate templates or build estimates from scratch. 

• Build rough estimates for complex projects: For projects where every detail isn’t known upfront, you can use summary tasks and revenue items to represent overall contract value and projected costs. This method is especially useful for larger projects and early-stage bids, where flexibility is key and estimates need to be created quickly without every line item in place.

• Organize project details that are easy to visualize: Tasks, materials, and equipment can all be tagged with color-coded project labels. Pricing and markups for each line item are automatically calculated based on the most up-to-date prices in your pricebook. 

• Incorporate photos & videos: Attach photos, videos, and documentation to quotes to provide potential clients with extra information (and evidence) of the proposed work. Photos can even be annotated to emphasize problems, improvements, and changes over the course of a project.  

• Deliver estimates in your preferred format: Print, email, or export estimates in PDF format to the client. If changes are made to approved project plans, estimates can be updated and/or additional estimates can be created as needed throughout the project.

• Automatically transfer estimate details to other workflows: Once completed, the estimate details are automatically transferred to other documents — a purchase order or application for payment, a schedule of values (referred to in ServiceTitan as a Continuation Sheet), and more.

Manage & Execute Construction Projects from the Project Overview Dashboard

A project overview page is automatically generated when a new project is created in ServiceTitan. From this dashboard, subcontractors and project managers can: 

1. View all basic project information — including project name, job address, contact information, brief description of the project, project milestones/due date, etc.

2. View, log, and prioritize project tasks. 

3. Access project financials — including project job costing, expense details, and cash flow that update automatically throughout a project.

4. Initiate key actions — such as generating an estimate, purchase order, application for payment, invoice, and more.

5. View team members/stakeholders involved in the project.

6. Access an audit trail including events, notes, and project documentation (work permits, contracts, safety policies, hazard assessments, etc.).

Seamlessly Initiate Requisitions & Purchase Orders

When an estimate is sold, all of the details you’ve set up in the estimate are automatically integrated into the rest of the project management workflow. 

• Initiate a Requisition of Equipment and Materials: For example, you can select your required permits and materials from within your estimate, which will lead you through a workflow to create the purchase orders you’ll need.

• Create Purchase Orders: Line items are automatically populated from your estimate, so you can simply select your procurement sources and shipping locations for each material. Then, you can save that order to create a transaction and send those purchase orders to your vendors — without ever leaving ServiceTitan. 

Analyze Real-Time Project Financials & Job Costing at Every Stage

As you progress through a job — creating purchase orders, logging labor hours, processing change orders, receiving progress payments, and so on — ServiceTitan provides:

• Real-Time Project Financials & Job Costing: This is done automatically for you, based on work that’s completed and entered into the system. This saves you from manually updating Excel spreadsheets every time labor and material costs are incurred.

• A Detailed Breakdown of Project Budget vs. Actual Costs: This automatically updates as you accumulate expenses from materials, equipment, and labor hours. Margins are displayed in dollar and percent form to help you track job costs and profitability throughout your project. 

• Ability to Drill Down Into Expenses:  Access a table that breaks down your expenses in further detail. Click on line items to see the exact source of that expense (which technician logged those hours, or which vendors certain materials came from). This allows you to easily check your cost breakdowns and feel confident in your data.

Automate Progress Billing & Invoicing

The initial estimate you created also informs and populates the continuation sheet in your application for payment, so subcontractors can generate invoices and get paid quickly.

With ServiceTitan, you can:

• Easily Generate Payment Applications: Select the billing period and the percent of each line item you want to bill for. Then, generate a PDF payment application with the details automatically filled out, and send it to your client for review.

• Get Paid Faster and Reduce Cash Flow Issues: Subcontractors can defend pushbacks from construction companies or general contractors with ServiceTitan’s continuation sheet, which saves and organizes the payment application for easy reference and sharing.  

• Create Invoices Instantaneously: When an application is accepted, generating an invoice for the progress payment can be done in a few clicks and sent to the customer. 

• Integrate Payments with Your Accounting Software: When payments come in, you can swiftly update your accounts receivable through our Viewpoint, Sage, QuickBooks, and CSV accounting integrations.  

These capabilities make it much easier to defeat denials, get paid regularly, and keep up a steady cash flow during big projects. 

Stay Up-to-Date with Automated Work in Progress Reporting

ServiceTitan offers work-in-progress (WIP) reports to help construction businesses maintain an accurate, up-to-date view of their projects by calculating recognized revenue based on the percentage-of-completion method.

For larger organizations with many construction jobs in progress, this report is invaluable for getting a real-time view of the financial health of the business and ensuring that budgets are managed effectively. In addition, project managers can use WIP reports to manage over- and under-billing.

To run the report, users select from a series of fields, including date ranges, project statuses, and completion dates. The report then generates a table with the following project details:

• Project number and name

• Contract value

• Estimated cost

• Total cost

• Percent complete cost

• Earned revenue

• Revenue

• Retainage percent

• Retainage

WIP reports can be customized with various columns and calculations based on your business needs and can easily be exported to be further manipulated in spreadsheets, too.

Like all other features within ServiceTitan, the data used to generate WIP reports is automatically pulled from other areas of the platform. As a result, the amount of work and potential for errors in generating these reports is significantly reduced. 

Get a Personalized Demo of ServiceTitan Construction Management Software

These are just some of the features that ServiceTitan offers for facilitating construction quoting and project management. We also offer construction business reporting, timesheets, inventory management, a mobile app to support project managers on-site, and more.