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Roofing estimate template: what it is
A quotation is a priced offer made before any work or delivery: the buyer accepts it, usually with a purchase order, and the accepted terms become the contract. Priced by the square, with a decking allowance.
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Example: a filled quotation
- The title says what the document is: a quotation.
- A reference from your own series.
- Your business name and address, and tax number if registered.
- Who it is for.
- Each line: description, quantity, rate and amount.
- Tax by rate.
- The total in the document's currency and format.
Worked example: the numbers behind the quotation above
| Item | Qty | Rate | Amount | Tax |
|---|---|---|---|---|
| Tear-off and disposal, 1 layer, per square (24 measured + 8% waste) | 26 | $85.00 | $2,210.00 | $0.00 |
| Architectural shingles, installed, per square | 26 | $385.00 | $10,010.00 | $0.00 |
| Synthetic underlayment with ice and water shield at eaves, per square | 26 | $45.00 | $1,170.00 | $0.00 |
| Allowance: replace damaged plywood decking, per sheet | 8 | $95.00 | $760.00 | $0.00 |
| Subtotal | $14,150.00 | $0.00 | ||
| Total | $14,150.00 | |||
No tax is charged on these lines, so the total equals the value of the supply.
How to fill in the roofing estimate
- Measure the roof and convert it to squares, adding waste.
- Price tear-off, materials and installation per square.
- Add flashing and ventilation, and a per-sheet allowance for rotten decking.
- Set the validity and deposit terms, then save.
Worked example: 24-square asphalt re-roof
26 squares (sq) is the 24 measured plus about 8% waste. The decking line is an allowance: if fewer sheets need replacing, the invoice is lower.
| Line | Qty | Rate | Amount |
|---|---|---|---|
| Tear-off, 1 layer | 26 sq | 85.00 | 2,210.00 |
| Shingles, installed | 26 sq | 385.00 | 10,010.00 |
| Underlayment and ice shield | 26 sq | 45.00 | 1,170.00 |
| Ridge vent, flashing | 1 | 650.00 | 650.00 |
| Decking, per sheet | 8 | 95.00 | 760.00 |
| Estimate total | 14,800.00 |
What a roofing estimate should state
- Roof measurements and squares, including waste
- Number of layers being removed
- Shingle or membrane make, product line and colour
- Underlayment, ice and water shield, drip edge and ventilation
- Flashing around chimneys, walls and skylights
- Unit price for extra decking
- Permit, dumpster and clean-up
- Manufacturer and workmanship warranty
- Licence and insurance details
What to put on a quotation, field by field
| Field | What to enter |
|---|---|
| Document title | Say exactly what it is: "Quotation". The title tells the buyer and the tax authority how to treat it. |
| Number and date | A reference number of your own series and the date. Quotes and proformas do not use the tax invoice series. |
| Your business | Name, address, and tax ID if your state or client needs it |
| Customer | Name, address, and tax ID if your state or client needs it |
| Lines | Description, quantity, unit and rate. Each line carries its own tax rate. |
| Tax | Sales tax where you must collect it, at the rate for the delivery address. |
| Totals | Taxable value, tax by component and the total, in the document currency. Amounts in words are customary in India. |
| Terms | Validity period, delivery time, payment terms and what is excluded. |
United States rules for a quotation
- A quote accepted in writing is a contract. State the validity period, what is included, and whether sales tax is extra.
Mistakes to avoid
- No validity date, so an old price can be accepted months later.
- Leaving tax out of the total without saying so.
- Vague scope: list what is included and what is not.
- Not converting the accepted quote into the invoice with the same lines.
Quotation vs other sales documents
| Document | When | Asks for payment | Tax document | In the books |
|---|---|---|---|---|
| Quotation / estimate | Before the order | No | No | No |
| Proforma invoice | After the order, before supply | Advance only | No | No |
| Invoice / tax invoice | On supply | Yes | Yes | Yes: sale and receivable |
| Receipt | When paid | No, confirms payment | No (receipt voucher for advances in India) | Yes: payment |
| Credit note | After an invoice, to reduce it | No, reduces what is owed | Yes | Yes: reverses part of the sale |
Questions people ask
What is a roofing square?
100 square feet of roof surface. A 2,400 square foot roof is 24 squares; add 10 to 15% for waste on a simple gable roof, more on roofs with valleys and hips.
How do I price rotten decking I cannot see?
Quote it as a unit rate, such as per sheet of plywood replaced, with an estimated quantity. The customer then knows the cost if more is found.
How much deposit do roofers take?
Often enough to cover materials, commonly around a third. Some states cap home improvement deposits; California limits them to 10% of the contract price or $1,000, whichever is less.
What if the job is an insurance claim?
Itemise in the same terms as the adjuster's report, so any differences are easy to find and resolve.