Free quote template

About this document

A quote is a fixed price. Once your client accepts it, that is normally the price you are held to — which is exactly why it should say what is included, what is not, and how long it stands. Vague quotes are where scope disputes start.

Put an expiry date on it. Materials and your own availability move, and an open-ended quote from four months ago is a liability. Use the notes to spell out what would change the price: extra rounds, out-of-hours work, materials at cost.

What goes on a quote

• The word "Quote", so nobody files it as a bill
• A quote number you can refer back to when it turns into an invoice
• The date, and how long the price stands — 30 days is common
• A breakdown of the work, not just a single lump figure
• What is excluded, which matters more than what is included
• Tax, shown separately, so the client can see the real total
• Payment terms and any deposit you need before starting

This is general information, not tax or legal advice. Requirements differ by jurisdiction and by the kind of work you do — check with your own accountant or tax authority if anything is unclear.

Questions

What is the difference between a quote and an estimate?

A quote is a firm price you are expected to honour. An estimate is your best guess and can move as the job becomes clearer. If you cannot see the whole job yet, send an estimate and say so — calling a guess a quote is how you end up absorbing the difference.

Is a quote legally binding?

In many places an accepted quote forms a contract, so treat the figure as one you will have to stand behind. This is general information rather than legal advice — check the position where you work if a job is large.

How do I turn an accepted quote into an invoice?

Download the quote, then change the heading to Invoice and give it an invoice number. Your details, the client and every line stay as they were, so the amounts cannot drift between the two documents.