What is a window replacement estimate template?

A window replacement estimate template is a pre-formatted document that helps window installation professionals itemize project costs for clients. It includes sections for window units with specifications, trim materials, labor hours, disposal fees, and installation timeline. Professional templates also include payment terms, warranty information, and energy efficiency details. Using a template ensures you capture all costs, present quotes professionally, and maintain consistent pricing across your business.

How do you write a window replacement estimate?

Start by measuring all windows accurately and noting type, size, and story level. Inspect for rot, water damage, or structural issues requiring repair. Select appropriate window types (vinyl, wood, fiberglass) based on client needs and get current supplier pricing. Calculate material quantities for trim, flashing, insulation, and weatherproofing. Estimate labor hours based on window type and complexity (2-3 hours per standard window). Add disposal fees ($50-100 per window), permits if required, and equipment rental. Apply appropriate markup on materials (30-50% for windows, 40-60% for trim) and add your desired profit margin. Present the estimate professionally with clear payment terms and project timeline.

What is the average labor cost to install a window?

Window installation labor costs typically range from $100 to $300 per window depending on window type, size, and installation complexity. Standard double-hung vinyl windows in accessible first-floor locations average $150-200 per window for labor. Large bay windows, custom wood windows, or second-story installations can cost $250-400 per window. Complex installations requiring structural modifications, difficult access, or scaffolding may run higher. Labor usually represents 30-40% of total project cost. Professional installers typically complete 6-8 standard windows per day.

How much does window replacement cost per window?

Window replacement costs average $750 per window installed, with most projects ranging from $300 to $2,500 per window. Vinyl windows cost $400-1,200 per window installed, wood windows run $450-2,300, fiberglass windows cost $800-2,000, and aluminum windows range $375-800. Costs vary based on window size, style (double-hung, casement, bay), glass type (single, double, or triple-pane), energy efficiency features, and installation complexity. Whole-house projects typically cost $3,442 to $11,839 depending on number of windows and quality selected.

What should be included in a window replacement estimate?

A complete window replacement estimate should include: client and property information, number of windows by type and size, window specifications (brand, model, glass type, Energy Star rating), removal and disposal of existing windows, new window units with pricing, exterior trim and flashing, interior trim and casings, insulation and weatherproofing materials, hardware and locks, labor hours and rates, disposal fees and dumpster rental, permits if required, payment terms and schedule, project timeline including window order lead time (4-12 weeks), warranty details on windows and workmanship, and terms and conditions. Clearly state what IS and IS NOT included to prevent disputes.

How long does window replacement take?

Window replacement timeline has two phases: ordering and installation. Window manufacturing and delivery takes 4-12 weeks depending on window type and customization level. Standard vinyl windows typically arrive in 4-6 weeks, while custom wood or specialty windows can take 8-12 weeks. Installation takes 1-10 days depending on project size. Experienced installers typically replace 6-8 standard windows per day. Complex installations like bay windows or second-story work may take 2-4 windows per day. Weather conditions, access challenges, and unexpected structural repairs can affect timeline.

Should I include energy efficiency details in window estimates?

Yes, always specify U-factor, Solar Heat Gain Coefficient (SHGC), and Energy Star certification in your estimates. Many homeowners qualify for federal tax credits up to 30% for Energy Star certified windows, making energy-efficient options more affordable. Documenting energy performance helps justify premium pricing and wins more projects. Include information about potential utility savings, rebates, and tax credits. Educate clients about low-E coatings, argon fill, and triple-pane glass options. Providing energy performance data demonstrates professionalism and helps clients make informed decisions.

How do I estimate window disposal costs?

Window disposal costs typically run $50-100 per window including labor to remove, haul away, and dump fees. For small projects (1-3 windows), include disposal in your labor rate. For larger projects, rent a dumpster for $300-500 for whole-house window replacement. Some areas require separate disposal of glass versus frames or have specific recycling requirements. Check local dump fees and regulations. Factor in labor time for loading and hauling (15-30 minutes per window). Include disposal costs as a separate line item in your estimate for transparency.

What's the difference between a window estimate and a quote?

A window estimate provides an approximate cost range based on initial measurements and client preferences—it's expected to change as details are finalized or site conditions reveal hidden issues. A quote is a fixed price offer that becomes binding when the client accepts, based on confirmed measurements, specific window selections, and complete site inspection. Estimates work well for initial conversations and ballpark pricing. Quotes should be used when window specifications are confirmed, measurements are verified, and you're ready to book the project. Most window contractors provide estimates first, then convert to fixed quotes after final measurements and window selection.

How long should a window replacement estimate be valid?

Window replacement estimates typically remain valid for 30-60 days. Window prices can fluctuate based on manufacturing costs, supply chain issues, and seasonal demand, so longer validity periods create risk. Clearly state the expiration date on your estimate. For large projects, consider including a price escalation clause for material cost increases beyond a certain percentage. If a client waits beyond the validity period, reprice the project with current window costs before accepting. Window lead times (4-12 weeks) mean clients need to commit relatively quickly to meet their desired installation timeline.

🪟Professional Window Contractor Template

Free Window Replacement Estimate Template

A window replacement estimate template is a pre-formatted document that itemizes window units, labor, trim materials, and disposal costs for residential and commercial window installation projects.

Create accurate window replacement estimates for any residential or commercial project. Track window units by type and size, calculate labor hours, estimate trim and weatherproofing materials, and include disposal fees. This professional template helps you price jobs competitively while maintaining healthy profit margins.

Try Full Platform

Window unit cost tracking

Labor hour estimation

Trim & weatherproofing materials

Disposal fee calculator

Profit margin builder

Customizable for any project

100% Free Template

Free Window Replacement Estimate Template Download

Professional window replacement estimate template designed for residential and commercial window installation projects. Calculate window units, trim materials, labor hours, and disposal costs with built-in formulas. Create detailed, client-ready estimates that win more jobs and protect your profit margins.

Free

Excel Template

Built-in formulas and calculators

Built-in cost formulas
Window quantity tracking
Labor hour calculator

Free

PDF Template

Send professional estimates

Client-ready format
Print or email
Clean layout

Free

Word Template

Fully customizable template

Easy editing
Add your branding
Custom line items

Trusted by window installation professionals • No signup required • Free forever

Industry Data 2026

Window Replacement Industry Insights

Key statistics and trends that help window installation professionals price their services competitively and run profitable businesses.

U.S. Window Replacement Market Report

Market data and professional benchmarks

$7,356

Average Project Cost (2026)

$750

Average Cost Per Window

6-8

Windows Per Day (Standard)

Average Labor Rates

Window installation labor costs $100-300 per window for standard installations. Complex installations like bay windows or second-story work run $250-400 per window. Labor typically represents 30-40% of total project cost.

Project Cost Ranges

Most homeowners pay between $3,442 and $11,839 for window replacement projects. Individual windows cost $300-2,500 per window installed, with vinyl averaging $400-1,200 and wood windows running $450-2,300 per window.

Material Cost Breakdown

Frame material drives pricing: vinyl ($100-900 per window), wood ($150-1,300), fiberglass ($500-1,500), composite ($300-1,200), and aluminum ($75-400). Energy Star certified windows add $100-400 per window but qualify for federal tax credits up to 30%.

Installation Timeline

Professional installers complete 6-8 standard windows per day. Bay windows, custom installations, or second-story work reduce production to 2-4 windows per day. Accurate labor estimation prevents underpricing and protects margins.

Data current as of: February 2026

Sources: Angi, This Old House, Intelligent Choice Builders, Inch Calculator

Everything You Need in a Estimate Template

Our templates include all the essential elements for professional estimates

🪟

Window Unit Tracking

Itemize vinyl, wood, aluminum, fiberglass, or composite windows with individual pricing. Calculate quantities by size, style, and glass type including casement, double-hung, sliding, awning, bay, and bow windows.

⏱️

Labor Hour Calculator

Estimate installation hours based on window type, size, and complexity. Track removal of old windows, frame prep, installation, and finishing separately. Calculate total labor costs automatically.

📦

Material Cost Breakdown

List window units, flashing, exterior trim, interior casings, insulation, weatherproofing, and hardware. Include fasteners, caulking, and finishing supplies with accurate quantities and markup.

📄

Professional Presentation

Client-ready estimates that look polished and professional. Add your logo, warranty terms, payment schedule, and project timeline for complete transparency.

🚛

Disposal & Removal Fees

Account for old window removal, haul-away labor, and disposal fees. Track dumpster rental costs and dump fees to protect margins on every project.

⚡

Energy Efficiency Options

Present upgrade options for Energy Star windows, triple-pane glass, low-E coatings, and argon fill. Document U-factor and SHGC ratings to help clients qualify for rebates and tax credits.

Must-Have Components

7 Essential Elements Every Window Replacement Estimate Must Include

Professional window replacement estimates must include client details, scope of work, itemized costs, payment terms, timeline, legal disclaimers, and company branding to ensure clarity and enforceability.

Client & Property Information

Client name, address, phone, and email
Property address if different from billing
Number of windows and story levels
Access restrictions and HOA requirements

Detailed Scope of Work

Number of windows by type and size
Window specifications (brand, model, glass type)
Removal and disposal of existing windows
What is NOT included in the estimate

Itemized Cost Breakdown

Window units with specifications and quantities
Trim, flashing, and weatherproofing materials
Labor hours by task (removal, prep, install, finish)
Disposal fees, permits, and equipment rental

Payment Terms & Schedule

Deposit amount required (typically 30-50%)
Progress payment upon window delivery
Final payment due upon completion
Accepted payment methods

Project Timeline

Window order and delivery timeframe (4-12 weeks)
Installation start date
Project duration (1-10 days depending on size)
Weather contingency language

Legal Protections

Estimate validity period (30-60 days)
Change order procedures
Warranty terms on windows and workmanship
Insurance and licensing information

Pro Tip: Document Existing Conditions

Take photos of existing windows, surrounding trim, and any water damage or rot before starting work. This protects you from disputes about pre-existing conditions and helps justify additional repair costs.

How to Create a Window Replacement Estimate Step by Step

Creating a window replacement estimate involves measuring windows, selecting window types, calculating materials and labor, adding disposal costs, and presenting the quote professionally to the client.

Follow these simple steps to create your first estimate

Measure All Windows Accurately

Measure width, height, and depth of each window opening. Note window type (double-hung, casement, slider, etc.), story level, and access challenges. Check for rot, water damage, or structural issues around existing windows that require repair.

Select Window Types & Pricing

Choose appropriate window types based on client needs and budget: vinyl for affordability, wood for aesthetics, fiberglass for durability. Get current supplier pricing for window units including glass packages (single, double, or triple-pane with low-E coatings).

Calculate Material Quantities

List window units, exterior trim, interior casings, flashing, insulation, weatherstripping, caulking, and hardware. Add 5-10% waste factor for cuts and unexpected needs. Include any structural repair materials discovered during site inspection.

Estimate Labor Hours

Calculate removal time (30-60 minutes per window), prep work (15-30 minutes), installation (1-3 hours per window depending on type), and finishing (30-60 minutes). Factor in story level, access challenges, and crew size for accurate labor costs.

Add Disposal & Overhead Costs

Include disposal fees ($50-100 per window), dumpster rental if needed ($300-500), permits if required, equipment rental (scaffolding, lifts), and overhead costs (insurance, vehicle, fuel, administrative time).

Apply Markup & Present

Mark up materials appropriately: 30-50% for window units, 40-60% for trim and supplies. Add desired profit margin on labor (15-25% net profit is industry standard). Review all calculations, add payment terms and warranty, and send polished estimate to client within 24-48 hours.

Want to skip these steps entirely?

With Invoice Mama, your business details are saved once and auto-filled on every invoice. Create invoices in under 2 minutes.

Try Invoice Mama Free

Estimate vs. Quote vs. Proposal: Which Do You Need?

Estimates provide approximate costs, quotes offer fixed pricing, and proposals present comprehensive project plans with window specifications and value propositions.

Understanding the difference helps you use the right document for each situation and set proper client expectations.

Feature	📝Estimate	💵Quote	📋Proposal
Pricing Type	Approximate range	Fixed, binding price	Detailed breakdown
Legally Binding?		Yes, when accepted	Yes, with signature
Level of Detail	General scope	Specific line items	Comprehensive plan
Best For	Initial conversations	Ready-to-book clients	Large/complex projects
Time to Create	15-30 minutes	30-60 minutes	2-4 hours
Price Can Change?	Yes, expected	No, unless scope changes	No, locked in
Includes Specifications?	Rarely		Always detailed

Pricing Type

📝Estimate

Approximate range

💵Quote

Fixed, binding price

📋Proposal

Detailed breakdown

A typical whole-house window replacement estimate includes removal and disposal, new window units with specifications, trim and flashing, insulation and weatherproofing, and labor itemized separately.

See how a professional window replacement estimate breaks down costs for a residential whole-house window replacement project.

Whole-House Window Replacement

Single-Family Home - 12 Windows (Mix of Sizes)

Item	Description	Qty	Rate	Amount
Remove Existing Windows Remove 12 existing windows and dispose of old units	Remove 12 existing windows and dispose of old units	12 windows	$75/window	$900
Vinyl Double-Hung Windows 6 standard size (36"x60") with low-E glass, Energy Star	6 standard size (36"x60") with low-E glass, Energy Star	6 windows	$485/window	$2,910
Vinyl Double-Hung Windows 4 large size (48"x72") with low-E glass, Energy Star	4 large size (48"x72") with low-E glass, Energy Star	4 windows	$625/window	$2,500
Vinyl Casement Windows 2 bathroom windows (24"x36") with obscured glass	2 bathroom windows (24"x36") with obscured glass	2 windows	$395/window	$790
Exterior Trim & Flashing Aluminum capping, J-channel, and flashing for all windows	Aluminum capping, J-channel, and flashing for all windows	12 windows	$85/window	$1,020
Interior Trim & Casings Paint-grade pine trim, sills, and casings	Paint-grade pine trim, sills, and casings	12 windows	$95/window	$1,140
Insulation & Weatherproofing Spray foam insulation, weatherstripping, caulking	Spray foam insulation, weatherstripping, caulking	12 windows	$45/window	$540
Installation Labor Professional installation, 2-person crew, 3 days	Professional installation, 2-person crew, 3 days	48 hours	$75/hour	$3,600
Disposal & Cleanup Dumpster rental, debris removal, final cleanup	Dumpster rental, debris removal, final cleanup	1 lot	$450	$450

Subtotal:$13,850

Total:$13,850

Payment Terms

40% deposit to order windows ($5,540), 30% upon delivery ($4,155), 30% upon completion ($4,155). Payment due within 7 days of invoice. We accept check, credit card, and ACH transfer.

Key Takeaways from This Estimate

1Every line item includes both materials and labor for transparency
2Window specifications include size, glass type, and Energy Star certification
3Exterior and interior trim are separated for clarity
4Labor is itemized by total hours to show value
5Disposal costs are clearly stated upfront
6Payment schedule protects both contractor and client

Common Window Replacement Project Types

Common items and services you might bill for

Standard Vinyl Window Replacement

Remove existing windows and frames
Vinyl double-hung windows with low-E glass
Insulated glass units (double-pane)
Exterior trim and aluminum capping
Interior trim and casings (paint-grade)
Spray foam insulation around frames
Weatherproofing and caulking
Hardware and locking mechanisms
Disposal of old windows
Cleanup and final inspection

Premium Wood Window Installation

Premium wood casement windows
Custom sizing and configurations
Exterior aluminum cladding
Interior wood trim and staining
High-performance glass packages (triple-pane)
Upgraded hardware and multi-point locks
Flashing and water management system
Paint-grade or stain-grade finishes
Extended warranty coverage
Energy performance documentation

Energy Efficiency Upgrade Project

Energy Star certified windows
Triple-pane glass with argon or krypton fill
Low-E coatings for heat reflection
Insulated vinyl or fiberglass frames
Warm-edge spacer technology
Weatherstripping and advanced seals
Thermal break technology
UV protection glass
U-factor and SHGC documentation
Rebate and tax credit application assistance

Bay or Bow Window Installation

Custom bay or bow window unit
Structural support and framing modifications
Roof construction over bay window
Exterior siding and trim integration
Interior window seat construction
Insulation and vapor barrier
Interior trim and finishing
Multiple window panes with divided lights
Increased labor for complexity
Extended installation timeline

Window Replacement Estimating Best Practices

Best practices for window replacement estimates include accurate measurements, thorough site inspection, realistic labor hours, and transparent communication about energy efficiency options.

📏

Measure Twice, Order Once

Accurate measurements are critical for custom window orders. Measure width, height, and depth at multiple points. Wrong sizes mean 4-12 week reorder delays and lost profit.

🔍

Inspect for Hidden Damage

Check around existing windows for rot, water damage, mold, or structural issues. Include potential repairs in your estimate or clearly note as exclusions to avoid disputes.

📋

Know Local Building Codes

Building codes vary for egress windows, tempered glass in bathrooms, and energy efficiency requirements. Include required upgrades upfront to avoid costly surprises and permit delays.

🪜

Factor in Access Challenges

Second-story windows, tight spaces, or difficult access significantly increase labor time. Adjust pricing for scaffolding rental ($150-300/day), lifts, or extra crew members needed.

⚡

Present Energy Efficiency Options

Educate clients about Energy Star windows, low-E coatings, and triple-pane glass. Document U-factor and SHGC ratings. Help clients understand federal tax credits (up to 30%) and utility rebates.

📅

Set Realistic Timelines

Window manufacturing takes 4-12 weeks depending on type and customization. Communicate lead times clearly. Weather delays are common—include contingency language in your estimate.

Window Replacement Calculation Reference Guide

Essential formulas and guidelines for accurate window replacement estimates.

📐

Window Measurement & Sizing

Accurate measurements prevent costly ordering mistakes and project delays. Use these guidelines for proper window measurement.

Replacement Window Measurement

Measure width and height at 3 points, use smallest measurement

1Measure window width at top, middle, and bottom of frame
2Measure window height at left, center, and right of frame
3Use the smallest width and smallest height measurements
4Measure depth from interior to exterior for frame selection
5Round down to nearest 1/8 inch for ordering

Rough Opening Measurement

Add 1/2" to 1" to window unit size for installation clearance

1Measure rough opening width and height
2Subtract 1/2" to 1" for installation clearance
3This gives you maximum window unit size
4Verify with window manufacturer specifications
5Account for shims and insulation space

Glass Area Calculation

Glass Area (sq ft) = (Width - 6") × (Height - 6") ÷ 144

1Subtract 6 inches from width for frame
2Subtract 6 inches from height for frame
3Multiply width by height (in inches)
4Divide by 144 to convert to square feet
5Use for energy calculations and pricing

💵

Pricing & Markup Guidelines

Industry-standard markup rates ensure your window installation business remains profitable while staying competitive.

Window Unit Markup

30-50%

Standard markup on window units covers sourcing, handling, warranty administration, and profit. Higher-end windows typically have lower percentage markup but higher dollar profit.

•Standard vinyl windows: 40-50% markup
•Premium wood/fiberglass: 30-40% markup
•Energy Star upgrades: 35-45% markup
•Custom or specialty windows: 25-35% markup

Trim & Material Markup

40-60%

Trim, flashing, insulation, and weatherproofing materials have higher markup due to handling, waste, and expertise required for proper installation.

•Exterior trim and flashing: 50-60% markup
•Interior trim and casings: 45-55% markup
•Insulation and caulking: 40-50% markup
•Hardware and fasteners: 50-70% markup

Labor Billing Rate

2.5-3x Wage

Your billing rate must cover wages, payroll taxes, insurance, equipment, overhead, and profit. Track your actual costs to determine the right multiplier.

•Calculate true employee cost (wages + 25-30% burden)
•Add equipment cost allocation (tools, truck, scaffolding)
•Add overhead recovery (insurance, fuel, office, marketing)
•Add profit margin (15-25% net profit)

📊

Labor Time Estimates

Realistic labor estimates based on window type, size, and installation complexity.

Standard Installation Times

Standard Double-Hung Window

Removal: 30-45 min | Installation: 1-2 hours | Total: 2-3 hours per window

First floor, accessible location, no complications

Casement or Awning Window

Removal: 30-45 min | Installation: 1.5-2.5 hours | Total: 2.5-3.5 hours per window

More complex hardware and operation

Bay or Bow Window

Removal: 2-4 hours | Installation: 6-12 hours | Total: 8-16 hours per unit

Requires structural support, roof work, and custom trim

Second Story Window

Add 50-100% to ground floor time for scaffolding and access challenges

Scaffolding setup adds 2-4 hours per project

Trim and Finishing

Exterior trim: 30-45 min | Interior trim: 45-60 min per window

Custom trim or staining adds 50-100% more time

📝 Remember

These are industry guidelines. Track your actual costs, production rates, and profitability by window type to build estimates specific to your business and local market conditions.

Why Use This Window Replacement Estimate Template

Move beyond templates and transform your invoicing workflow

🏆

Win More Projects

Professional estimates with clear breakdowns and window specifications build client confidence. Show prospects you run a legitimate business that prices work accurately and transparently.

💰

Protect Your Margins

Stop losing money because you forgot disposal fees, trim materials, or underestimated labor hours. The template prompts you to capture every cost including hidden expenses.

⚡

Save Hours Each Week

Create estimates in 20-30 minutes instead of hours. Reuse your pricing for similar window types and sizes. Spend more time selling and installing, less time doing paperwork.

🤝

Reduce Disputes

Detailed line items with window specifications set clear expectations. Clients know exactly what windows they get and what installation includes. Change orders are documented properly.

✨

Look Like a Pro

First impressions matter in home improvement. Polished estimates separate you from competitors handing out scribbled notes or verbal quotes that lead to misunderstandings and disputes.

📈

Scale Your Business

Consistent estimating processes let you train employees, compare job profitability by window type, and make data-driven decisions about which services and products to focus on.

Ready to upgrade from templates?

Join thousands of professionals who've switched to Invoice Mama for faster, easier invoicing.

Start Free Today See All Features

No credit card required • 5 invoices & estimates per month for free

Templates are great. Automation is better.

Stop filling out the same information over and over. Invoice Mama remembers your details, tracks your clients, and automates the boring stuff so you can focus on your work.

Save 5+ hours every month on invoicing tasks.

Start Free See How It Works

What you get with Invoice Mama:

Auto-save your business details

Store client information

Track payment status

Send invoices via email

Accept online payments

Automatic payment reminders

Generate tax reports

Mobile app access

Get started for free. No credit card required.

Frequently Asked Questions

Everything you need to know about window installation & home improvement invoices

Still have questions?

Get in touch with us →

More Estimate Templates

Find the perfect template for your project

🏗️

Construction Estimate Template

Free construction estimate template for builders. Track materials, labor, equipment costs for residential and commercial projects. Download Excel, PDF, Word.

View Template

🏠

Home Renovation Estimate Template

Download a free home renovation estimate template. Track renovation costs, materials, labor. Professional house renovation cost template with examples.

View Template

🏠

Siding Estimate Template

Download free siding estimate template in Excel, PDF, Word. Professional format for vinyl, fiber cement, and wood siding projects.

View Template

View All Templates