Free quote generator & estimate generator, quotation PDF.
Free estimate generator and quote maker. Create a job estimate or fixed-price quote online, add a valid-until date, then download a clean PDF. No signup.
Clients walk away from vague prices, and you lose money on jobs priced from memory. This generator lets you send an itemised quote or estimate with a valid-until date. Fill it in, preview live, and download a professional PDF in your browser, free and without signup, then turn it into an invoice once the client says yes.
Last updated October 2026. General guidance for freelancers and small businesses, not legal advice. Rules on binding quotes vary by country.
When to use it
For pricing a job before you do it. Send a fixed quote or an approximate estimate, add a validity date, and turn it into an invoice once the client says yes.
| What you can do | Detail |
|---|---|
| Quote or estimate | A fixed price or an approximate one |
| Itemise the work | Descriptions, quantities and rates |
| Valid-until date | So the price doesn’t stand forever |
| Choose a currency | USD, EUR, GBP and more |
| Download a clean PDF | No signup |
Should you send a quote or an estimate?
Pick based on how well you can see the whole job before you start.
| Quote | Estimate | |
|---|---|---|
| Price | Fixed | Approximate, often a range |
| Best for | Work with a clear, defined scope | Work where the scope may change once you begin |
| Once accepted | Usually treated as a firm offer | Usually not binding on the final figure |
| If the scope grows | You agree a revised quote | The final cost can move, ideally within a stated range |
Both can be confusing for clients, so label the document clearly. For a longer comparison read quote vs estimate vs invoice.
What should a quote or estimate include?
| Part | What to write |
|---|---|
| Your details | Business name, contact details and logo |
| Client details | Name, company and address for the job |
| Number and dates | A reference such as EST-2026-031, the issue date and a valid-until date |
| Scope of work | A short plain-language description of what you will do |
| Itemised lines | Each task or material with quantity, rate and line total |
| Totals | Subtotal, tax and total |
| Payment terms | Any deposit, the due date and accepted methods |
| Assumptions and exclusions | What you have assumed and what is not included |
| Acceptance | A line for the client to sign or confirm by reply |
How do you price a job?
- Fixed price: one total for a clearly defined scope. Good for repeatable work, but you carry the risk if the job runs long.
- Time and materials: hours multiplied by your rate, plus materials at cost. Fair when the scope is uncertain.
- Cost plus: your actual costs plus an agreed margin. Common in construction and custom work.
- Range estimate: a low and a high figure, such as $1,400 to $1,800. It sets expectations without promising an exact total.
A worked example
A landscaper prices a back garden. Estimate EST-2026-031, issued 1 October 2026, valid until 15 October 2026.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Clear and level the lawn area | 1 | $480.00 | $480.00 |
| Supply and lay turf (square metres) | 40 | $9.50 | $380.00 |
| Topsoil (cubic yards) | 3 | $45.00 | $135.00 |
| Labour (hours) | 12 | $38.00 | $456.00 |
| Subtotal | $1,451.00 | ||
| Sales tax (6%) | $87.06 | ||
| Total | $1,538.06 |
Deposit: 30% ($461.42) to book the work, balance due on completion. Assumptions: machinery can reach the garden and no rock removal is needed. Exclusions: tree removal and irrigation. Valid for 14 days.
Why do assumptions and exclusions matter?
Most disputes start with a client who thought something was included. Write down what you assumed, such as access to the site, materials supplied by the client or a working water supply. Then list what is not included, such as permits, waste removal, extra revisions or work outside the described scope. A line in the quote is far easier to point to than a conversation from three weeks ago.
How long should a quote stay valid?
Fourteen to thirty days is typical. Choose a shorter window when your material costs move quickly or when you can only hold a slot in your schedule for a short time. Whatever you pick, print the exact expiry date so the client knows when the price stops applying.
What happens after the client says yes?
- Get the acceptance in writing, either a signature or a reply that says they approve the quote.
- Collect the deposit if you agreed one.
- Do the work. If the scope changes, send a revised quote before you carry on, not after.
- Raise an invoice that repeats the quote lines and quotes the quote number, so the client can match the two.
- Agree the payment terms. See what Net 30 means if you are unsure which to pick.
Which quoting mistakes cost money?
- No valid-until date, so an old price comes back months later.
- A vague scope that lets the job grow without the price growing.
- No exclusions, so the client assumes everything is included.
- Pricing from memory instead of itemising time and materials.
- Absorbing extra requests without a revised quote.
- Calling a rough guess a quote, so the client treats it as fixed.
Prefer a file or a walkthrough?
You can also grab a free quote template, see a quote example, and read quote vs estimate vs invoice.
Frequently asked questions
What is the difference between a quote and an estimate?
A quote is a fixed, committed price for a clearly defined job. An estimate is an approximate figure that can change as the work becomes clearer. Use a quote when the scope is settled and an estimate when it might still move.
Is a quote legally binding?
A quote is not binding on its own, but once the client accepts it, you are generally expected to honour the price for the work described. That is why a clear scope and a valid-until date matter.
What should a quote or estimate include?
Include the word Quote or Estimate and a reference number, your business and client details, the issue date and a valid-until date, an itemised breakdown of the work and prices, the total and currency, and your terms.
Why do quotes have a valid-until date?
Prices change. A valid-until date protects you if material or labour costs rise, and it nudges the client to decide before the offer expires.
How do I turn a quote into an invoice?
Once the client accepts, recreate the same line items as an invoice using the free invoice generator. The numbers carry straight over, so you only bill what was agreed.
What is the difference between a quote and a proforma invoice?
They are close cousins. A quote proposes a price to win the work. A proforma invoice usually comes a step later, once terms are agreed, and looks almost like the final invoice. Neither is a demand for payment.
Is the quote and estimate generator free?
Yes. It is completely free with no signup, no watermark and unlimited quotes and estimates. Your data stays in your browser.
How do I price an estimate?
Match the method to how certain the scope is. Use a fixed price for clearly defined work, time and materials when the scope may change, cost plus when you want a set margin, or a low-to-high range to set expectations without promising an exact figure.
Can I change an estimate after the client accepts it?
Estimates are approximate, so some movement is expected. For any large change in scope, agree it in writing and send a revised document that quotes the original number.
What should I put under exclusions on a quote?
List anything the client might reasonably assume is included but is not, such as permits, waste removal, extra revisions, travel or materials supplied by someone else.
How long should a quote be valid for?
Fourteen to thirty days is common. Use a shorter window when material prices move quickly, and always print the exact expiry date.
Related tools
Learn more: Quote vs estimate vs invoice