Free quote template
for a price quote you send as a PDF

A quote is a written promise of a price for a piece of work, and the clearer it is, the fewer arguments after the client says yes. Start with your details and the client's, a quote number and the date: clients usually reply by quoting the number back.

Then the lines: each product or service, the quantity, the unit price and the amount, followed by the subtotal, any discount, tax if you charge it, and the total. In the notes, say what the price includes and what it does not, how long the work takes, and how you want to be paid, including any deposit. The template above has a field for each and works out the totals.

"Quote" and "quotation" are the same document. An estimate is usually looser: a best guess that can change once the work starts. If your price is fixed, call it a quote and say what it covers; if it may move, call it an estimate and say what could change it.

The document heading here reads "Quote". For an estimate, write it in the notes, or in your own app ask for an Estimate type with its own numbers.

Materials, shipping and labour costs change, so every quote carries a valid-until date. Write a real date rather than "for a limited time": it settles the question when a client comes back two months later asking for the old price.

Between one week and 30 days is common: shorter for goods whose prices move, longer for services whose cost you know. The template sets the date 15 days after the quote date; change it as you like.

A quote does not ask for payment. Once the client accepts, send an invoice with the same lines, ideally mentioning the quote it came from. If you asked for a deposit, give a receipt for it.

Here, switch the document type from Quote to Invoice: the lines stay, and the heading and number change. Each document has its own page too: the free invoice generator for after the yes, and the receipt maker for every payment you receive.