A quote is a fixed price for a defined job. Use this free quote generator to list the work, show what is included and what is not, set how long the price holds and how you will be paid, then download a PDF or Word file. There is no account to create.
What it is
A quote, also called a quotation, is a written offer to do a job for a fixed price. Once the customer accepts it, the price is generally agreed and should only change if the work does. That is different from an estimate, which is a best guess that can go up or down. Government consumer guidance in places such as Western Australia and New Zealand draws the same line, and both suggest getting quotes in writing. Because a quote is a commitment, it should say exactly what the price covers, what it leaves out, and how long it stays open. This page works as a free quote template and a quotation template in one: fill in the form and the document builds itself.
What to include
- Your business details, and your tax number if you have one.
- The customer's name and the job address.
- A plain description of the scope of work.
- Itemised labor, materials and other costs.
- Anything uncertain, marked as an allowance.
- Whether the prices include or exclude tax.
- The total fixed price.
- Optional extras priced separately.
- What is not included.
- How you will be paid, and when.
- How long the price is valid.
- A place for the customer to accept.
How to fill it in
- Choose your region so the tax wording fits, and pick Quote or Quotation.
- Add your business details and the customer.
- Describe the scope in plain words.
- Add the line items. Mark anything uncertain as an allowance.
- Say whether your prices include tax.
- Add optional extras the customer can choose.
- List what is not included. The chips help with common items.
- Set how long the price is valid and add payment stages.
- Check the preview, download the file and send it. The customer signs and returns it.
Common mistakes
- Calling it a quote when the scope isn't settled. Use an estimate instead.
- Giving a fixed price with no list of exclusions.
- Not saying whether the prices include tax.
- Hiding uncertain costs inside the fixed price instead of marking them as allowances.
- Leaving off the valid-until date.
- Payment stages that don't add up to 100%.
- Giving the customer no clear way to accept.
Need something else?
How the numbers work
The discount comes off the subtotal first. If your prices exclude tax, tax is added on the taxable items after the discount. If your prices include tax, the tax amount is worked out from the total instead. Payment stages are shares of the total.
Frequently asked questions
What is the difference between a quote and an estimate?
A quote is a fixed price for a defined job. An estimate is an educated guess that can go up or down. Consumer protection guidance in Western Australia and New Zealand explains the difference, and both suggest getting quotes in writing. Use the estimate maker if the price could change.
Is a quote legally binding?
Once a customer accepts a quote, it is generally treated as an agreement at that price, unless the work changes. The exact rules depend on where you live, so check local law or get advice for large jobs.
How long should a quote be valid?
Many businesses use 30 days, and some use longer for jobs with steady costs. Put the date on the quote so the price doesn't stay open for ever.
What is an allowance?
An allowance, sometimes called a provisional sum, is a placeholder amount for something that hasn't been chosen or measured yet, such as floor tiles. Mark it as an allowance so the customer knows that part of the price may change.
Should a quote include tax?
Say clearly whether the prices include or exclude tax. This page lets you choose, and it shows the tax amount either way.
What are optional extras?
They are items you price separately that the customer can choose to add. They are not in the total unless the customer picks them.
Quote or quotation?
They mean the same thing. Quotation is common in the UK, Canada and Australia, and quote is common in the United States. Choose the word your customers use.
Can the customer sign it?
Yes. Leave the acceptance section on, and ask the customer to sign and return it before the valid-until date.
Official sources
- Consumer Protection WA: Estimates and quotes(opens in a new tab)
- Consumer Protection NZ: Quotes and estimates(opens in a new tab)
Last reviewed October 5, 2026
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This page gives general information and a template. It is not legal or tax advice.
Quicklet provides general document templates, not legal advice. Laws vary by location.