Free Quote Maker
A quote is a fixed price you offer a client for a job before they agree to it. A good quote shows your business details, the client, a quote number and date, how long the price is valid, each item with quantity and price, any discount and tax, the total, and your terms. Fill in the form below and download it as a PDF; nothing is sent to us.
For businesses and freelancers quoting their own real work. Figures are entered by you and are not checked by AiStaffo.
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Free quote templates: Word, Excel and PDF
Prefer to work offline? Download a blank quote template. Each has the same clean layout as the PDF from the tool above.
- Word quote template (.docx (38 KB))Type straight into the table; works in Word, Google Docs and LibreOffice.
- Excel quote template (.xlsx (7 KB))Working formulas: amount, discount, tax per line, subtotal and total.
- Printable PDF quote template (.pdf (21 KB))Print it and fill it in by hand.
What to put on a quote
| Part | What it shows |
|---|---|
| Your details | Business name, address, email, phone and logo; your tax number if you are registered for VAT, GST or sales tax |
| Client details | The person or company the quote is for, with their address |
| Quote number and date | A unique number (for example QT-0001) so you can match it to the invoice later, and the date you issued it |
| Valid until | The date the price expires; 30 days is common, shorter when material prices move fast |
| Line items | Each product or service with quantity, unit price and amount, so the client sees what they pay for |
| Discount and tax | Any discount per line, the tax rate and the tax amount, so the total has no surprises |
| Total | The full price the client will pay if they accept |
| Terms | Payment terms (deposit, milestones), what is not included, and how to accept |
| Signature | Your name and role, and space for the client to accept |
Quote, estimate or invoice: which one?
| Quote | Estimate | Invoice | |
|---|---|---|---|
| When | Before the work | Before the work | After (or when) you deliver |
| Price | Fixed, if accepted before the expiry date | A best guess that can change | The final amount due |
| Asks for payment? | No | No | Yes, with a due date |
| Tax records | Not a tax document | Not a tax document | Used for VAT/GST and accounts |
Use a quote when you know the job well enough to commit to a price. Use an estimate when the work can grow, such as repairs where you only see the problem once you start; say clearly that the final price can change. Once the client accepts and you deliver, send an invoice; the free invoice generator reuses the business details you save here.
In many countries a written quote that the client accepts becomes part of the contract. In the UK, for example, the Consumer Rights Act 2015 treats what a trader tells a consumer about a service, including the price, as a term of the contract. Write your terms carefully.
Worked example
A design studio quotes a website redesign: 1 × 2,400.00 with a 5% discount (2,280.00) and 8 pages of copywriting at 75.00 (600.00). Tax at 10% on 2,880.00 is 288.00, so the quote total is 3,168.00. Each line is rounded to two decimals before the totals are added, the same way accounting software does it.
Tips that win more quotes
- Send the quote the same day you speak to the client; speed often beats price.
- Split the work into clear lines rather than one lump sum, so the client sees value in each part.
- Set a short validity (14 to 30 days) and a clear next step: "Reply to accept" or "Sign and return".
- Offer two or three options (basic, standard, premium) as separate quotes when the budget is unclear.
- Follow up two or three days later. Most quotes are lost to silence, not to competitors.
For businesses that send many quotes
If your team retypes prices from a price list, chases clients who went quiet and copies accepted quotes into invoices by hand, that routine work can be handed to an AI worker: it drafts the quote from an enquiry, sends follow-ups on schedule and turns accepted quotes into invoices. Book a free automation audit and we will show you what it would take off your desk.
Please note: this quote maker does the arithmetic and layout for you. It does not give legal or tax advice. Check the tax rate that applies to your work and your own terms before you send a quote.
Questions people ask
What is a quote?
What is the difference between a quote and an estimate?
What should a quote include?
How long should a quote be valid?
Is a quote legally binding?
Can I make a quote in Word or Excel instead?
Book a free automation audit
Thirty minutes. We look at one process you run every week and tell you exactly what an AI worker would take off your desk, and what it would not.