IT providers send estimates for projects such as office setups, server or cloud migrations, network upgrades, and new managed service agreements. Clients usually compare your price against other providers, an in-house hire, or a vendor's own services, so clarity about what is included matters as much as the total.
When to use estimates: Use estimates to provide project quotes and get client approval before starting work. Once approved, convert your estimate to an invoice with one click to collect payment.
Create an invoice for payment collection
Upload logo
PDF will be generated with filename:
Invoice_1001_Client_2026-10-14.pdf
Scope and price scale with headcount and equipment, and a wrong count is the most common cause of a quote going over.
Prevents disputes about substitutions, price changes, and whether licenses stay with the client or with you.
Splitting out planning, setup, migration, and testing shows where the time goes and makes changes easier to price.
Admin credentials, vendor contacts, and downtime windows are often late. State that delays may affect the schedule and cost.
Evening or weekend migrations cost more, and clients should agree to the schedule and the rate before work starts.
Examples are fixing unknown legacy problems, third-party vendor fees, data cleanup, and training. Listing them avoids unpaid extras.
Hardware and license prices change quickly, so say how many days the quote is good for and what happens if a vendor raises prices.
| Service | Priced | Typical range |
|---|---|---|
| Break/fix support (remote) | per hour | $85-175 |
| Onsite support | per hour | $100-200 |
| After-hours or emergency support | per hour | $150-300 |
| Managed services (workstations and users) | per user per month | $80-200 |
| Network or Wi-Fi installation and configuration | per project | $800-5,000 |
| Microsoft 365 or Google Workspace migration | per mailbox | $30-100 |
| Security assessment or vulnerability scan | flat fee | $1,000-5,000 |
| New workstation setup and deployment | per device | $75-200 |
Typical US ranges. Rates vary by region, experience, and job size.
Show them on distinct lines. Clients can compare equipment prices easily, and this keeps your labor value from being judged against retail pricing.
Older networks and undocumented systems cause surprises. Build in 10-20% contingency or quote a discovery phase first, then price the full project after assessing the environment.
Presenting two or three tiers, such as basic firewall, firewall with managed security, and full monitoring, lets the client choose by budget and often raises the average sale.
If you cannot define the work up front, quote an hourly estimate with a not-to-exceed figure and require approval before going past it.
Many providers do for larger projects, usually a flat fee of a few hundred dollars up to a couple thousand, often credited toward the project if the client signs. Simple quotes are generally free.
Fifteen to 30 days is typical. For hardware-heavy quotes, shorter validity or a clause allowing price adjustment protects you from supplier price changes.
Use a written change order that describes the added work, its cost, and any schedule impact. Get approval before doing the work, and bill it as a separate line or addendum.
It depends on how you word it. A fixed-price quote is generally a firm commitment for the stated scope, while an estimate can be marked as approximate with a clear process for overages. Label which one you are sending.
Use the IT Services invoice template to bill the client, or convert this estimate once it's approved.
IT Services invoice template