Free Templates for Trades Businesses

QUOTE #{{quote_number}}
Date: {{date}}
Valid for: 30 days

FROM
{{company_name}}
{{company_address}}
License #: {{license}}
{{phone}} · {{email}}

TO
{{customer_name}}
{{customer_address}}
{{customer_phone}}

SCOPE OF WORK
{{describe_work}}

LINE ITEMS
1. Labor ({{hours}} hrs @ ${{rate}}/hr) ................. $______
2. Materials (see attached list) ....................... $______
3. Permit + inspection ................................. $______
4. Disposal / haul-away ................................ $______

SUBTOTAL ............................................... $______
Tax ({{tax_rate}}%) .................................... $______
TOTAL .................................................. $______

PAYMENT SCHEDULE
- 50% deposit on acceptance
- 50% on completion

TERMS
- Warranty: 1 year on labor, manufacturer warranty on parts
- Change orders in writing before work proceeds
- Not included: repair of hidden damage discovered during work

By signing you accept this quote and terms.

Customer signature: _______________________  Date: __________
Contractor signature: _____________________  Date: __________

INVOICE #{{invoice_number}}
Date: {{date}}
Due: Net 15

FROM: {{company_name}} | License #{{license}} | {{phone}}
TO:   {{customer_name}} | {{customer_address}}

SERVICE PERFORMED
Date of service: {{service_date}}
Technician: {{tech_name}}
Equipment: {{make_model_serial}}

Diagnosis:
{{diagnosis}}

Work completed:
{{work_completed}}

CHARGES
Service call ..................................... $______
Labor ({{hours}} hrs @ ${{rate}}) ................ $______
Parts:
  - {{part_1}} .................................. $______
  - {{part_2}} .................................. $______
Refrigerant ({{lbs}} lbs) ........................ $______
                                        SUBTOTAL   $______
                                        Tax        $______
                                        TOTAL DUE  $______

Payment methods: card, ACH, check
Pay online: {{payment_link}}

Thank you for your business.

ANNUAL SERVICE AGREEMENT

This agreement is between {{company_name}} ("Contractor") and {{customer_name}} ("Client") dated {{date}}.

1. TERM
12 months, auto-renewing unless cancelled with 30 days written notice.

2. SERVICES INCLUDED
- Two (2) scheduled maintenance visits per year
- Priority scheduling for emergency calls
- 15% discount on parts and repairs
- Free system inspection

3. PRICING
Annual fee: ${{annual_price}} (or ${{monthly_price}}/month)
Additional visits billed at ${{visit_rate}} each.

4. WHAT'S NOT INCLUDED
- Major repairs, replacements, or refrigerant beyond routine top-up
- Damage from misuse, power surges, or natural events
- Work outside normal business hours (available at 1.5x)

5. CANCELLATION
Either party may cancel with 30 days notice. Prepaid unused visits refunded pro-rata.

Client signature: __________________ Date: ______
Contractor signature: ______________ Date: ______

ELECTRICAL SCOPE OF WORK

Project: {{project_name}}
Address: {{address}}
Date: {{date}}

1. PROJECT DESCRIPTION
{{description}}

2. WORK INCLUDED
- {{item_1}}
- {{item_2}}
- {{item_3}}
- Permit filing and inspection coordination
- Cleanup and haul-away

3. WORK NOT INCLUDED
- Drywall patching or paint
- Fixtures/appliances (customer supplied unless noted)
- Repair of pre-existing code violations discovered during work

4. TIMELINE
Start: {{start_date}}
Estimated completion: {{end_date}}

5. WARRANTY
1 year on all labor. Manufacturer warranty on materials.

6. PAYMENT
- 30% deposit
- 40% at rough-in
- 30% at final inspection

Contractor: {{company_name}} · Lic #{{license}}
Signature: ______________ Date: ______

NEW CUSTOMER INTAKE

Date: {{date}}                Taken by: {{csr_name}}

CUSTOMER
Name: __________________________________
Address: _______________________________
City/State/Zip: ________________________
Best phone: ____________________________
Email: _________________________________
How did you hear about us? _____________

PROPERTY DETAILS
Property type: ☐ Single-family  ☐ Multi-unit  ☐ Commercial
Year built: ____________
Gate/access code: ______________
Pets on site: __________________
Alarm code: ____________________

BILLING (if different from above)
Name: __________________________________
Address: _______________________________
Email for invoices: ____________________

SERVICE REQUEST
Type of work: __________________________
Urgency: ☐ Emergency  ☐ Same week  ☐ Flexible
Preferred day/time: ____________________
Special notes: _________________________

CHANGE ORDER #{{co_number}}
Original contract: {{contract_number}}
Date: {{date}}

CUSTOMER: {{customer_name}}
PROJECT: {{project}}

DESCRIPTION OF CHANGE
{{describe_change}}

REASON
☐ Customer request   ☐ Hidden condition   ☐ Code requirement   ☐ Other: __________

IMPACT
Additional labor: {{hours}} hrs @ ${{rate}} = $______
Additional materials: $______
Additional subs: $______
Credit for removed work: -$______
                              NET CHANGE  $______

Revised contract total: $______

Schedule impact: {{days}} additional days

By signing, both parties agree to this change. Work will not proceed until signed.

Customer: _______________________ Date: ______
Contractor: _____________________ Date: ______

JOB COMPLETION CHECKLIST

Job #: {{job_number}}    Customer: {{customer_name}}    Tech: {{tech_name}}    Date: {{date}}

QUALITY
☐ All work matches scope of work / quote
☐ System tested and operating correctly
☐ Photos taken (before, during, after)
☐ Serial numbers recorded
☐ Warranty documents provided

SAFETY & CODE
☐ Permit signed off (if required)
☐ Old parts shown to customer or disposed per code
☐ Area free of hazards

CLEANUP
☐ Work area vacuumed / swept
☐ Debris removed from site
☐ Tools accounted for
☐ Customer walkthrough complete

CUSTOMER
☐ Invoice presented and explained
☐ Payment collected: ☐ Card  ☐ Check  ☐ ACH  ☐ Financed  ☐ Net terms
☐ Review request sent (Google/Facebook)
☐ Next service scheduled (if applicable)
☐ Referral card given

Customer signature: __________________________

ESTIMATE FOLLOW-UP EMAIL SEQUENCE

--- EMAIL 1 (send within 1 hour of leaving) ---
Subject: Your estimate — {{project}}

Hi {{first_name}},

Great meeting you today. Attached is the estimate we discussed for {{project}}.

Quick summary:
- Scope: {{scope}}
- Investment: ${{total}}
- Timeline: {{timeline}}

Any questions, just reply to this email or call me at {{phone}}.

{{signature}}

--- EMAIL 2 (day 3) ---
Subject: Anything I can clarify on the {{project}} estimate?

Hi {{first_name}},

Wanted to check in — sometimes estimates raise more questions than they answer. Happy to walk through anything by phone or explain any line item.

--- EMAIL 3 (day 7) ---
Subject: Two things most customers ask about {{project}}

Hi {{first_name}},

The two questions I usually get after sending an estimate like yours:

1. "Can this wait?" — For {{project}}, the risk of waiting is {{risk}}.
2. "Is there a cheaper option?" — Yes, we can also do {{cheaper_option}} for about ${{cheaper_price}}, though it {{trade_off}}.

Want to talk through it?

--- EMAIL 4 (day 14) ---
Subject: Locking in {{month}} availability

Hi {{first_name}},

We're scheduling {{month}} jobs this week. If you'd like to hold a spot for {{project}}, reply and I'll pencil you in — no commitment until you sign.

--- EMAIL 5 (day 30) ---
Subject: Closing your file — is {{project}} still on your list?

Hi {{first_name}},

I'll close out your estimate this week unless I hear otherwise. If timing changed, no problem — just let me know and I'll keep it open. Prices are good for 60 days from the original date.

REVIEW REQUEST TEMPLATES

--- SMS (send 2 hours after job) ---
Hi {{first_name}}, this is {{tech_name}} from {{company}}. Thanks for letting us take care of your {{service}} today. If you have 30 seconds, a Google review really helps a small business like ours: {{review_link}}

--- SMS (follow-up 3 days later, if no response) ---
Hi {{first_name}}, just checking — was everything okay with the {{service}}? If yes, a quick Google review would mean the world: {{review_link}} If not, please text me back — I want to fix it.

--- EMAIL ---
Subject: Quick favor, {{first_name}}?

Hi {{first_name}},

We just wrapped up the {{service}} at your place — thank you for choosing {{company}}.

Small favor: if we did good work, would you leave a quick Google review? It takes about 45 seconds and it's what keeps our small crew visible when neighbors search for {{trade}} in {{city}}.

{{review_link}}

If something wasn't perfect, please reply to this email instead — I want to make it right before you write anything public.

Thank you,
{{owner_name}}
{{company}}

NEW TECHNICIAN ONBOARDING — WEEK 1

Tech: __________________  Start date: __________  Manager: __________

DAY 1 — PAPERWORK & TOUR
☐ W-4, I-9, direct deposit
☐ Handbook signed
☐ Emergency contact
☐ Uniform sizes, boot allowance
☐ Company vehicle assigned + walk-around
☐ Fuel card + toll pass issued
☐ Phone/tablet issued and set up
☐ Login to software: {{software_name}}

DAY 2 — SAFETY & COMPLIANCE
☐ OSHA 10 verified (or scheduled)
☐ Ladder safety review
☐ PPE issued (gloves, glasses, hard hat)
☐ Drug test scheduled
☐ MVR pulled
☐ Emergency procedures reviewed

DAY 3 — SYSTEMS TRAINING
☐ Dispatch software walkthrough
☐ How to clock in/out on mobile
☐ How to capture photos and notes
☐ How to present pricing on-site
☐ Payment processing walkthrough
☐ Truck stock replenishment process

DAY 4-5 — RIDE-ALONG
☐ Shadow senior tech (min 8 jobs)
☐ Run 1 job under supervision by end of day 5
☐ Manager check-in end of week

WEEK 2 GOAL
Independently run 4-6 jobs per day with quality photos, notes, and collected payment.