How to use the estimate generator

1. Pick your province or territory. The tool adds the right taxes by province: HST in Ontario and Atlantic Canada, GST and PST in BC, Saskatchewan and Manitoba, GST and QST in Quebec, or GST alone in Alberta and the territories. If you're not registered for GST/HST, checkmark the box and no tax is added.
2. Add the job. Enter labour as hours × rate and materials as quantity × price. Write the scope of work, and list anything that isn't included.
3. Set the terms and download. Choose a deposit and how long the estimate is valid, then select Download PDF. In the print window, choose Save as PDF.

What to include in an estimate

A clear estimate or quote wins the job and saves arguments later. Most of the disputes small businesses describe online come from something missing on the estimate, not from the price itself. Include:

• Your business details: name, address, contact and, if you're registered, your GST/HST number (and QST number in Quebec).
• Your client's details and the job address.
• An estimate number, the date and a valid-until date. Material costs move, so give your price an expiry. 30 days is common, and the tool prints the exact date for you.
• Labour and materials as separate lines. Clients trust a price they can see broken down.
• A scope of work that says exactly what you'll do.
• What's not included. Permits, moving plumbing, or repairs you might find once you open a wall. Writing these down is the simplest way to avoid "I thought that was included."
• Taxes as separate lines, so the total your client sees is the total they'll pay.
• Deposit and payment terms: how much is due on acceptance and when the balance is due.
• How changes are handled. A line saying extra work is quoted in writing as a change order protects you both.
• A place for your client to sign. A signed estimate is a clear record that they agreed to the scope and price.

How sales tax works on an estimate in Canada

An estimate isn't a tax document. Sending one doesn't mean you owe tax: GST/HST is generally payable on the earlier of the day you're paid and the day payment is due, which is usually the invoice date or the date set in your agreement. But showing the tax on your estimate means the number your client agrees to is the number they'll actually pay. Which tax you show depends on your province or territory:

A few things trip people up:

• Provincial sales tax doesn't apply to every service. In BC, PST generally applies to goods and to services like installing or repairing taxable goods, and to some others, like legal services and software, but many services aren't taxed. Saskatchewan's PST covers more services, including contractor work on real property. Check what applies to your work, then use the Charge PST switch on each line.
• BC contractors working on real property usually don't charge PST. If you're improving real property (renovations, or installing things that become part of the building), you generally pay PST on your materials and don't charge it to your customer. Switch PST off on those lines.
• In Quebec, GST and QST are separate lines. Both are worked out on the price before tax, and Revenu Québec doesn't allow a combined rate on sales documents.
• Nova Scotia's HST dropped to 14% on April 1, 2025. An older template may still say 15%.
• Small suppliers usually don't charge tax. If your revenue from taxable supplies (worldwide, including any associated businesses) is $30,000 or less in a single calendar quarter and over the last four consecutive calendar quarters, you're generally a small supplier and don't have to register. If you're not registered, don't add GST/HST.

Is an estimate legally binding in Canada?

An estimate is generally your best guess at the price, not a contract, until your client accepts it. But some provinces protect consumers from final bills that run well over the estimate:

• Ontario: if a consumer agreement includes an estimate, you can't charge more than 10% above it, unless the consumer agrees to the extra charges (get it in writing). If you do, the consumer can insist on paying the estimated price. You can update the estimate if the client asks for extra or different work.
• Alberta: you can't charge a consumer more than 10% over your estimate, up to a maximum of $100, unless they expressly agree to the higher price before you do the work, or you both agree to amend the estimate because they asked for extra or different work.
• Quebec: before some repairs, such as car and household appliance repairs, you must give the consumer a written estimate unless they waive it in writing. Once it's accepted, you can't charge more than the estimate unless they authorize extra work.

These rules protect consumers (people buying for personal or household use), not businesses buying from other businesses. The safest habit is the same everywhere: make your estimate realistic, and put any change in writing before you do the extra work.

Estimate examples

These examples use the estimate generator above, with each province's tax rules.

A bathroom refresh in Toronto

A renovation contractor quotes 24 hours of labour at $85 an hour, plus $1,200 of tile, a $650 vanity and $480 of fixtures. The subtotal is $4,370.00. With 13% HST ($568.10), the estimate total is $4,938.10. A 30% deposit asks for $1,481.43 on acceptance, leaving $3,456.67 on completion.

A freelance web designer in Montréal

A designer quotes 20 hours at $95 an hour plus $60 for stock photos, a subtotal of $1,960.00. GST at 5% is $98.00 and QST at 9.975% is $195.51, both worked out on the $1,960.00. The total is $2,253.51, with half ($1,126.76) due up front and the estimate valid for 15 days.

A cleaning business in Calgary that isn't registered yet

A new cleaning business quotes three hours of deep cleaning at $180 an hour plus $45 of supplies. Its taxable revenue is $30,000 or less, so it's a small supplier and isn't registered, so no GST is added. The total is $585.00.

Estimate, quote or invoice: what's the difference?

• An estimate is your best guess at the cost. The final price can change, within any limits the law sets for consumers.
• A quote is usually a fixed price for a defined scope. Many businesses use the two words interchangeably, so the scope and terms on the document matter more than its title.
• An invoice asks for payment for work you've done. It's the tax document: if you're registered, it shows the GST/HST you're collecting.

When your client says yes, the estimate becomes the basis for your invoice (here's a guide on how to turn an estimate into an invoice). In QuickBooks, you can turn an accepted estimate into an invoice without retyping a thing.

There's an easier way to manage estimates

This generator is great for a one-off estimate. If you send estimates every week, QuickBooks keeps them all in one place. You can customize your estimates, accept mobile signatures, see each estimate's status, and convert estimates into invoices with a click. Then get paid online, and your books stay up to date.

Related tools and guides

• Free invoice generator
• Free invoice templates
• Markup calculator
• Margin calculator

Disclaimer

This estimate generator provides estimates for general information only, based on 2026 sales tax rates published by the Canada Revenue Agency, Revenu Québec and provincial governments. It isn't legal, accounting or tax advice. Whether a tax applies can depend on what you sell and who you sell to. For advice about your business, talk to an accountant or bookkeeper.

Sources: Canada Revenue Agency, GST/HST rates by province, and General Information for GST/HST Registrants (RC4022). Government of British Columbia, Provincial sales tax. Government of Saskatchewan, Provincial sales tax. Province of Manitoba, Retail sales tax. Revenu Québec, Calculating the taxes. Ontario Consumer Protection Act, 2002, s. 10. Alberta Consumer Protection Act, s. 6(2)(e). Quebec Consumer Protection Act and Office de la protection du consommateur. Government of British Columbia, PST and real property contractors. Rates checked October 1, 2026.