Line items are the backbone of every great quote. They transform a single number into a transparent breakdown that shows your client exactly what they're paying for and why. When you take the time to create clear, detailed line items, you build trust, reduce questions, and make it easier for clients to say yes.
Beyond helping you win work, well-structured line items also help you track job costs and improve your estimates over time. Let's explore how to make the most of them.
Understanding the Five Line Item Types
SemaQuote organizes your charges into five categories. Using the right type for each item helps you analyze your business performance and keeps your quotes organized.
Labor
Labor covers the time you or your team spend on the job. For most contractors, this represents a significant portion of the quote.
When to use it: Hourly work, day rates, or any time-based charges
Real-world examples:
- "Journeyman electrician - 8 hours @ $85/hr"
- "Demolition crew - 2 workers x 4 hours @ $45/hr"
- "Project supervision - flat rate"
Pro tip: If you charge day rates, enter the quantity as the number of days and set the unit to "days." Your clients will find this clearer than calculating hours themselves.
Material
Materials include all physical products that become part of the finished work or get consumed during the job.
When to use it: Supplies, parts, fixtures, consumables
Real-world examples:
- "12 AWG electrical wire - 500 ft @ $0.45/ft"
- "Kohler kitchen faucet - 1 @ $289"
- "Joint compound - 5 gallons @ $18/gal"
Pro tip: Some contractors list materials at cost with a separate markup line. Others build markup into the unit price. Both approaches work. Choose whichever feels right for your business and client relationships.
Equipment
Equipment charges cover tools, machinery, or specialized gear you need for the job. These are typically rentals or usage fees.
When to use it: Tool rentals, equipment fees, machinery costs
Real-world examples:
- "Scissor lift rental - 3 days @ $175/day"
- "Concrete mixer - 1 day @ $85"
- "Generator fuel surcharge - flat rate"
Subcontractor
Subcontractor items track work performed by other licensed professionals you bring onto the job.
When to use it: Specialty trades, licensed work outside your scope
Real-world examples:
- "Licensed plumber - rough-in and finish"
- "HVAC contractor - ductwork installation"
- "City inspection coordination"
Pro tip: If you add markup to subcontractor work, you can either build it into the price or add a separate "coordination fee" line item. The second approach is more transparent if that matters in your market.
Other
This is your catch-all category for charges that don't fit elsewhere.
When to use it: Permits, fees, travel, contingencies
Real-world examples:
- "Building permit"
- "Travel time - 45 miles round trip @ $0.67/mile"
- "Waste disposal fee"
- "10% contingency allowance"
Adding Line Items to Your Quote
The process is straightforward on both platforms.
On the Web
- In your quote form, scroll to the Line Items section
- Click Add Line Item
- Fill in each field:
- Description: Write something clear and specific
- Type: Pick the category from the dropdown
- Quantity: Enter the number of units
- Unit: Choose your measurement (hours, each, sq ft, etc.)
- Unit Price: Set your cost per unit
- Watch the total calculate automatically
- Repeat for each item you need to add
On Mobile
- Tap Add Item in your quote form
- Fill in the details on the card that appears
- Tap Save Item to add it to your quote
- Need to change something? Swipe left on any item to edit or delete
Organizing Your Line Items
The order of your line items affects how easily clients can follow your quote. A logical flow reduces confusion and makes your quote feel more professional.
Here are three common approaches:
- By phase: Start with demo, then rough-in, finish work, cleanup
- By category: Group all labor together, then materials, then other charges
- By importance: Lead with the biggest items for immediate impact
Reordering on the Web
Click and drag the handle icon on the left side of any line item to move it up or down.
Reordering on Mobile
Tap and hold an item, then drag it to its new position.
Editing and Deleting Line Items
How you edit depends on whether your quote is still a draft or has already been sent.
When Your Quote Is a Draft
Edit freely anytime. On the web, changes save automatically. On mobile, tap Save when you're done.
After You've Sent the Quote
Once a quote reaches your client, you can't edit line items directly. This protects the integrity of what you've already shared. Instead:
- Create a new version of the quote
- Make your changes in the new version
- Send the updated quote to your client
- The original stays in your records for reference
Deleting Line Items
On the web: Click the trash icon on the right side of the line item row.
On mobile: Swipe left on the item and tap Delete.
Keep in mind that deleted items can't be recovered. If you accidentally remove something, you'll need to re-enter it.
Best Practices for Better Line Items
These tips will help your quotes stand out and reduce back-and-forth with clients.
Be Specific With Descriptions
Vague descriptions lead to misunderstandings. Compare these two approaches:
- Too vague: "Labor - $2,400"
- Much better: "Tile installation - 300 sq ft @ $8/sq ft"
Specific descriptions prevent disputes and make change orders easier to justify if the scope grows.
Group Related Work Together
When a task involves both labor and materials, list them next to each other:
- "Outlet installation - labor (2 hours @ $75/hr)"
- "Outlet installation - materials (outlets, boxes, wire)"
This helps clients see the full picture of each piece of work.
Always Include Units
Even when the quantity is one, include the unit. "Kitchen faucet - 1 each @ $289" is clearer than just showing "$289" without context.
Round to Clean Numbers
For smaller items, round to professional-looking numbers. A rate of $47.89 per hour feels arbitrary. $48 or $50 per hour feels intentional and confident.
Build in a Buffer for Estimates
If you're estimating quantities, give yourself a little room. Quoting "Drywall - 12 sheets @ $15" gives you flexibility if you need 11 but avoids a change order if you end up needing that extra sheet.
From Quote to Invoice
When your client accepts your quote and it's time to bill, all your line items transfer automatically to the invoice. You can then:
- Adjust quantities to reflect actual usage
- Add items for additional work that came up
- Remove items for work that wasn't needed
This connection between quotes and invoices helps you track how accurate your estimates are, so you can improve over time. Learn more in our guide to converting quotes to invoices.
Common Questions
Can I duplicate a line item? On the web, hover over a line item and click the copy icon. On mobile, this feature is coming soon.
Is there a maximum number of line items? No hard limit exists, but quotes with more than 50 items can be overwhelming for clients. For very detailed jobs, consider grouping or summarizing to keep things digestible.
Can I save line items as templates? Yes. Create item templates in Settings > Quote Templates to quickly add your frequently used line items. This is a real time-saver for repeat services.
Keep Learning
Now that you understand line items, you're ready to create quotes that impress clients and help you win more work. Here are some related guides: