Free Quote / Estimate Template
A quote (or estimate) proposes pricing before work begins, giving a client something concrete to approve.
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| Description | Qty | Price | Tax % | Total |
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Nothing you type here is uploaded anywhere — your invoice is built entirely in your browser.
A quote (or estimate) proposes pricing before work begins, giving a client something concrete to approve. Unlike an invoice, it isn’t a request for payment — it’s a proposal, and a good one converts into an invoice cleanly once the client says yes, without having to re-enter all the same line items from scratch.
What to include on a quote / estimate
- Quote number and issue date
- An expiration date (how long the pricing is valid)
- Itemized breakdown of proposed work or goods
- Estimated total (clearly marked as an estimate, not a final bill)
- Terms for how the quote converts to an invoice upon approval
How to write a quote or estimate
- Describe the scope — what you will deliver, and just as importantly what’s not included.
- Itemize prices for labor, materials, products and optional extras.
- Add tax where it applies so the client sees the real total.
- Set a validity period — e.g. “This quote is valid for 30 days”.
- State the payment terms you’ll use if accepted — deposit required, milestones, Net 30.
- Explain how to accept — reply by email, sign and return, or pay the deposit.
Quote vs estimate vs bid vs proposal
| Document | What it is | Is the price fixed? |
|---|---|---|
| Estimate | An approximate cost based on what’s known now | No — it may change, though big changes should be agreed first |
| Quote (quotation) | A fixed price for a defined scope | Yes, for the validity period and scope stated |
| Bid / tender | A price submitted in competition, often formal | Usually fixed if accepted |
| Proposal | Scope, approach and price, often with sales context | Depends on how it’s written |
Our generator labels this document as a quote. If you want a looser estimate, add “Estimate — final price may vary by ±10%” in the notes.
From accepted quote to invoice
Once the client accepts, you can reuse the same line items for a deposit invoice and the final invoice. Keep the quote number in the invoice notes (“As per Quote Q-0018”) so both sides can match them. Anything added after acceptance should be priced as a change order or new line, not slipped into the original items. See our guide How to Write an Invoice.
Tips for quotes that win work
- Send quickly — the first clear, professional quote often wins.
- Offer options — good / better / best packages help clients say yes to something.
- Explain your assumptions — site access, materials grade, number of revisions.
- Follow up two or three days after sending.
- Include an expiry date so rising costs don’t lock you into an old price.
Frequently asked questions
Is a quote legally binding?
A quote can become binding once the customer accepts it, because it can form the basis of a contract. Include the scope, validity period and terms so it’s clear what’s being agreed. Laws vary, so take advice for large contracts.
How long should a quote be valid?
Commonly 14–30 days. Shorter validity protects you when material prices change quickly.
What's the difference between a quote and an invoice?
A quote is sent before work starts to propose a price; an invoice is sent after work or delivery to request payment.