Free Quote Template
A quote template gives clients a clear, fixed price before the work starts. It lists what you will deliver, how much each part costs, and how long the price stands. Unlike an invoice, which bills for work already done, a quote comes first and helps the client decide.
On this page you get a free quote template three ways. Download the Word, Excel, or PDF file below, or use the online generator to build one in about a minute. The Excel version adds up the totals for you. Further down you will find what every quote must include, how a quote differs from an estimate and an invoice, and answers to the questions businesses ask most.
Everything here is free. There is no signup and no watermark.
Download the quote template
Choose the format that suits you. The Word file is editable for adding your logo. The Excel file calculates line totals, tax, and the grand total automatically. The PDF is print-ready.
⇩ Quote Template – Word (.docx) ⇩ Quote Template – Excel (.xlsx) ⇩ Quote Template – PDF
If you are sending an approximate price rather than a fixed one, use the estimate template instead.
Create a quote online with this quote template
Enter your business details, the client, line items, and rates. The generator totals everything up and produces a clean PDF you can download immediately. It works on phones, tablets, and desktops.
What is a quote
A quote is a fixed-price offer for specific goods or services. When a client accepts it, the price is locked in, which is what separates a quote from an estimate. Quotes work best when the scope is clear and you can predict your costs accurately. For SBA guidance on pricing your services, see the U.S. Small Business Administration.
Businesses use quotes to win work. A clear, professional quote shows the client exactly what they get and what it costs, with no surprises later. For the seller, it sets expectations in writing before any commitment.
A quote is not an invoice. The quote comes before the job. The invoice comes after, billing for what was actually delivered.
What your quote template must include
A quote missing key details invites disputes about scope and price. Include all eight of these:
- Your business name, address, and contact details.
- Client name and address.
- Unique quote number and issue date.
- Itemized list of goods or services with descriptions, quantities, and rates.
- Subtotal, tax if applicable, and the total quoted price.
- Validity period, meaning how long the quoted price stands (30 days is common).
- Payment terms, such as deposit required or net 30.
- Terms and conditions or notes, covering what is included and what is not.
Quote template format
A standard layout looks like this:
QUOTE No. QT-0042 From: [Your Business Name, Address] To: [Client Name, Address] Date: [Issue date] | Valid until: [Expiry date] Item | Qty | Rate | Total [Item 1] | [Qty] | [Rate] | [Total] [Item 2] | [Qty] | [Rate] | [Total] Subtotal: [Amount] Tax: [Amount] TOTAL QUOTED: [Amount] Payment terms: [Terms] Notes: [Scope inclusions/exclusions]
Keep it to one page when possible. State the validity period clearly so the client knows the price has an expiry.
Quote vs estimate vs invoice
These three get mixed up constantly.
| Quote | Estimate | Invoice | |
|---|---|---|---|
| Price type | Fixed, locked in | Approximate, may change | Final, for work done |
| Timing | Before the job | Before the job | After the job |
| Client commitment | Strong: acceptance locks price | Weak: exploratory | Payment due |
| Best for | Clear scope, known costs | Unclear scope, variable costs | Billing completed work |
| Next step | Contract or invoice | Usually a quote, then contract | Payment |
Send a quote when you know your costs. Send an estimate when the scope could shift. Send an invoice when the work is done.
When to use this quote template
Service businesses. Agencies, consultants, and tradespeople quote fixed prices for defined projects.
Product sales. Sellers quote unit prices and quantities before the buyer places an order.
Competitive bids. Tenders and RFPs ask for formal quotes. A clean template keeps yours professional.
Repeat clients. Standard services get faster with a template: fill in the client and adjust the lines.
Mistakes that cause problems
No validity period. Without an expiry date, a client can hold you to a price months later when your costs have risen. Always set one.
Vague line items. “Services” as a single line invites arguments about what was included. Break the work into specific items.
Forgetting tax. A quote without tax surprises the client at invoice time. Show whether tax is included or added.
No payment terms. State deposits and due dates upfront. Chasing payment without agreed terms is painful.
Skipping exclusions. Write down what is NOT included. The exclusions prevent more disputes than the inclusions.
Quote template FAQs
Is this quote template really free?
Yes. Download the Word, Excel, or PDF file free, or generate as many quotes as you need with the online tool. No signup, no payment, no watermark, and no download limits.
What is the difference between a quote and an estimate?
A quote is a fixed price that locks in when the client accepts it. An estimate is an approximate figure that may change as the scope becomes clear. Use a quote when you know your costs; use an estimate when they could shift.
What is the difference between a quote and an invoice?
A quote comes before the job with a proposed price. An invoice comes after the job, billing for work actually delivered. The quote helps win the work; the invoice collects payment.
Is a quote legally binding?
It can be. Once a client accepts a quote in writing, it often forms a binding agreement to deliver at the quoted price. Include clear terms and check local contract law for your situation.
How long should a quote be valid?
Thirty days is the common default. Set a period that matches how stable your costs are. Volatile material prices may justify 7 or 14 days.
Should I include tax on a quote?
Yes, show it either way. State clearly whether the quoted total includes tax or has tax added. Ambiguity here causes the most common billing disputes.
What is a quotation template?
Same thing as a quote template. Quotation is the formal term, common in British English and in procurement. Both refer to the fixed-price offer document.
Can I convert a quote into an invoice?
Yes. When the client accepts and the work is done, issue an invoice referencing the quote number. Our invoice generator handles that step.
Do I need a separate estimate template?
If you sometimes price work with uncertain scope, yes. Keep the estimate template for approximate pricing and the quote template for fixed prices.
How do I make my quotes look professional?
Use a consistent layout with your logo, number every quote, itemize clearly, and always include the validity period and payment terms. The template on this page covers all of it.
Related templates
- Quote & Estimate Generator: build one online in about a minute
- Estimate Template: for approximate pricing
- Invoice Generator: bill after the job is done
- Proforma Invoice Template: formal pre-sale estimates