The estimate is where most repair shops lose money — not because they price wrong, but because they communicate wrong.

A good estimate isn't just a number. It's a sales tool. It tells the customer: "I understand what's wrong, I know how to fix it, and here's exactly what it'll cost." A bad estimate is a scribbled number on a sticky note that leaves the customer wondering if they're getting ripped off.

Here's how to write estimates that close.

1. Start With the Diagnosis

Before you quote a price, show the customer you understand their problem. This is the trust-building step most shops skip.

Bad: "Screen replacement — $189"

Good: "Your iPhone 15 has a cracked OLED display. The touch digitizer is also damaged, which is why the bottom third of the screen doesn't respond. I'd recommend a full display assembly replacement, which includes the screen, digitizer, and front glass as one unit."

Same repair. Same price. But the second version tells the customer you actually looked at their device and know what you're doing. That's worth the extra 30 seconds.

2. Break Down the Numbers

Lump-sum estimates feel arbitrary. Broken-down estimates feel transparent.

Instead of: "$189 screen repair"

Try:

| Item | Cost |

|------|------|

| OLED display assembly (OEM-equivalent) | $95 |

| Labor — screen replacement (45 min) | $75 |

| Adhesive kit + waterproof seal | $9 |

| Post-repair calibration & testing | $10 |

| Total | $189 |

Same total. But now the customer sees where their money goes. The parts cost what they cost. Your labor is reasonable. The extras make sense. There's nothing to argue about.

3. Give a Range When You're Uncertain

Some repairs you can't quote exactly until you open the device. Water damage is the classic example — you don't know the full extent until you're inside.

Be honest about it:

> "Based on external symptoms, I'd estimate $150-$250 for a board-level repair. I'll open it up, assess the damage, and call you with an exact figure before I do any paid work. The diagnostic is free."

This works because:

You're not committing to a number you can't honor
You've set a ceiling (they won't be surprised by anything under $250)
You've promised to check in before charging (builds trust)
The free diagnostic removes the risk of saying yes

4. Include the Warranty

This is your competitive advantage over the customer's nephew and the random guy on Craigslist.

Every estimate should mention your warranty:

> "This repair includes a 90-day warranty covering the replacement parts and labor. If the new screen develops any defects within that period, we'll fix it at no charge."

A clear warranty policy does two things: it justifies your price over cheaper alternatives, and it reduces the perceived risk of saying yes.

5. Set Time Expectations

"How long will it take?" is the second question every customer asks (after "how much?"). Answer it before they ask:

> "Most screen replacements are same-day — typically 1-2 hours. I'll text you when it's ready for pickup."

If you can't do same-day, be upfront:

> "Board-level repairs take 3-5 business days. I'll send you a status update midway through so you're not wondering."

Proactive communication kills anxiety. Anxiety kills conversions. With techsbox, customers can check their repair status online anytime — which means fewer "is it done yet?" calls and a better experience all around.

6. Explain the Alternatives

Sometimes the best way to close a sale is to show what you're NOT recommending.

> "You've got two options here:

> 1. Aftermarket screen — $129. Good quality, slight color difference from original. 90-day warranty.

> 2. OEM-equivalent screen — $189. Identical to factory. 6-month warranty.

> Both are solid. The OEM is what I'd recommend if you plan to keep this phone longer than a year."

Giving options makes the customer feel in control. They're not deciding whether to buy — they're deciding what to buy. That's a completely different conversation.

7. Put It in Writing

Verbal estimates are lawsuits waiting to happen. Always put your estimate in writing — even if it's just a text message.

The written estimate should include:

Customer name and device info
Specific work to be performed
Parts and labor breakdown
Total cost (or range)
Estimated completion time
Warranty terms
Approval signature or text confirmation

techsbox tracks every job with the problem description, equipment details, and full activity history. When a customer says "that's not what you quoted me," you've got the receipts.

8. Follow Up on Declined Estimates

Not every estimate closes immediately. That's fine. What's not fine is letting them walk out and never hearing from them again.

If someone declines or says "let me think about it," follow up in 2-3 days:

> "Hey Sarah — just checking in about your MacBook. The screen replacement estimate was $189 with a 90-day warranty. Let me know if you'd like to go ahead or have any questions."

Short. No pressure. Just a reminder that you exist and you're ready to help.

You'd be surprised how many "let me think about it" customers come back when you follow up. They got busy. They forgot. A simple text brings you back to the top of their mind.

The Bottom Line

A great estimate answers five questions:

What's wrong? (diagnosis)
What will you do? (scope of work)
How much? (transparent breakdown)
How long? (time expectation)
What if something goes wrong? (warranty)

Answer all five and you've removed every objection the customer has. The price becomes a detail, not a barrier.

If you want a system that tracks estimates, jobs, invoices, and customer history in one place — try techsbox. Built by a tech who wrote a lot of bad estimates before figuring out what actually works.

Robert Dale Smith is the founder of techsbox, repair shop management software built for independent repair shops. He spent years behind the bench before building the tools he wished he had.

How to Write Repair Estimates That Actually Close