Guide · Estimates
How long should an estimate be valid?
An expiration date protects your price and gives the customer a reason to decide this month instead of someday.
30 days is the common default for residential estimates. Go shorter, 7 to 14 days, when the price depends on materials whose cost moves quickly, like copper, lumber or equipment with supplier quotes that expire. Write the expiration as a date or a plain sentence ("This price is good for 30 days"), and when a customer comes back after it lapses, re-check your material costs before you honor the old number.
Why an estimate needs an expiration
- Your costs change. Supplier prices, fuel and your own schedule move. A price from four months ago may not cover today's job.
- The site changes. A small leak today is a bigger repair in three months. The old estimate described a different job.
- It helps the customer decide. A date turns "we'll think about it" into "we need to decide by the 15th."
How long to choose
| Situation | Valid for |
|---|---|
| Labor-heavy repair, materials on the truck | 30 days |
| Job with major materials you'll order (fixtures, flooring, fencing) | 14 to 30 days, or tie it to your supplier's quote |
| Equipment with a supplier quote that expires (water heaters, HVAC units) | Match the supplier's date, often 7 to 14 days |
| Seasonal work you'll schedule months out | 30 days to accept, with a note that the start date is set on approval |
How to word it
This estimate is valid for 30 days, until March 14. Equipment pricing is based on today's supplier quote and is good for 14 days.
Put it in the terms near the signature line, and mention it in the text you send with the estimate: "Here's the estimate, good for 30 days." That one line in the message is often what gets the reply.
When a customer comes back late
Re-check what changed. If your costs haven't moved, honoring the old price is a good way to win the job. If they have, send a new estimate with today's date and explain briefly: "Copper went up since March, so the new total is $1,920." Don't quietly change numbers on the old one.
In Settle
Estimates sent from Settle say "This estimate is valid for 30 days" on the PDF. If you need a different window for a job, add it to the estimate's notes so the customer sees it on the PDF and the estimate page they approve from.
How long is a contractor estimate good for?
Whatever the estimate says. Many contractors use 30 days. Without a stated expiration, the customer may assume the price holds indefinitely, which is why it's worth writing one.
Can a contractor change an estimate after it's accepted?
Not on their own. Once the customer accepts, changes to scope or price should go through a written change order the customer signs.
Should I honor an expired estimate?
If your costs haven't changed, honoring it can win the job. If they have, send a new estimate with today's prices and a short explanation.
Send your next estimate before you leave the driveway.
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