Invoices, quotes and ordersFill in or type
Quote template
A one-page price quote. It names who the quote is for, carries a quote number, a date and a valid-until date, lists the items with their prices, and ends with a line where the customer signs to accept it. Type what you know and leave the rest to fill in by hand.
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On this page
Quote, estimate or invoice?
A quote is a fixed price for a defined job or a list of goods: if the customer accepts it before it expires, that is what they pay. An estimate is your best guess at a price that may change as the work goes on, and our estimate template splits it into labor and materials. An invoice comes afterwards and asks for payment for work already done.
Use a quote when you know the scope well enough to commit to a number: a set of printed banners, a catering order, a landscaping package, a website with a fixed list of pages.
What is on the page
Your business block and the word Quote sit at the top, with the quote number, the date and a Valid until date. Prices change, so the valid-until date protects you from being held to an old figure months later. Thirty days is common; materials-heavy work often uses fewer.
Below the Quote for block, the item rows hold a description, quantity, unit price and amount. The totals boxes give subtotal, tax and total. At the foot of the page is an Accepted by line with a date, for the customer to sign and return.
The settings
- Item columns. Items with quantity and price, hours and rate, or a plain description and amount.
- Rows. 4 to 24.
- Tax line. On or off.
- Terms and notes. Type what the price includes and excludes, a deposit, or how long the work will take.
Worked example: a catering quote
A caterer quotes a 40-guest lunch. The rows read: "Sandwich platters, 40, $9.50, $380.00", "Green salad, 40, $3.00, $120.00", "Cookies and fruit, 40, $2.50, $100.00" and "Delivery and setup, 1, $60.00, $60.00". The subtotal is $660.00; with 8% sales tax ($52.80) the total is $712.80.
The quote is dated May 2 and valid until May 16. The notes say "50% deposit confirms the date. Final guest count due 5 days before." The customer signs the acceptance line and sends back a photo of the page.
Before you send it
Read the quote back as the customer will. Is every item something they can picture? Is the expiry date clear? A quote that is easy to say yes to gets signed sooner. This form is a template, not legal advice about contracts in your state.
Sources
- FTC: Hiring a contractor consumer.ftc.gov
- IRS Publication 583: Starting a Business and Keeping Records irs.gov