Free · No signup · PDF download
Use this free quotation generator to create a price quote in minutes: your details, the customer, itemised lines with unit prices, tax, a valid-until date and the deposit to proceed. Add your logo, choose the currency, and download the quotation as a PDF or print it. No account, no login, no watermark.
Fill in the quotation below — your details, the customer, the items and the price — then download the PDF or print it. This online quote maker calculates the totals, tax and any deposit for you, and nothing you type is sent to us.
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Quotation settings
Quote on site, invoice when done?
Quotations, invoices, receipts and waybills on your phone, with your details saved.
Get the Android app| $0.00 |
Quotation meaning
Quotation meaning: a quotation (or quote) is a document a seller gives a prospective customer stating the price of specified goods or services, what that price includes, and how long the offer stands. When the customer accepts it, the quotation becomes the basis of the contract — which is why it must be specific about scope, exclusions and validity.
A quotation has to survive being read next to two competitors’ quotes by someone who is not an expert in your trade. Clarity wins more often than the lowest number.
The seller, after the enquiry, site visit or brief — ideally the same day, while the conversation is fresh.
The price and scope on it, until the valid-until date. A customer who accepts can hold you to both, so exclusions matter.
Acceptance by email, signature or purchase order; then the invoice, quoting the quotation number, once the work is done.
Not an invoice (which asks for payment), not a receipt, and not an estimate — an estimate is a likely cost, a quotation is a fixed one.
Anatomy
Every field below is on the quotation maker above. The right-hand column is why the field is there.
| Field | Why it is there |
|---|---|
| The word “Quotation” | So it is never mistaken for an invoice. Editable — use Estimate when the price may move, Proforma Invoice for advance payment. |
| Quote number | Unique and sequential, in its own QUO- series. The reference the customer quotes when accepting, and the invoice quotes later. |
| Quote date and valid-until date | When the offer was made and when it lapses. The expiry protects your margin and prompts a decision. |
| From | Your business name, address, contact details and tax number if registered. |
| Prepared for | Who is being quoted — the decision-maker, with the company and site or delivery address. |
| Enquiry or project reference | Ties the quote to the customer’s request, RFQ or project name. |
| Itemised lines | Description, quantity, unit price and amount. A single figure invites a single objection; lines let the customer adjust scope rather than walk away. |
| Tax | Net, tax and gross shown separately, so a customer comparing quotes knows whether the headline includes tax. |
| Deposit to proceed | What is payable to book, as a percentage of the total. Stated up front, it is never a surprise. |
| Scope, inclusions and exclusions | What the price covers and — the single most useful line on most quotes — what it does not. |
| Terms and how to accept | Payment terms, lead time, and the sentence that tells the customer how to say yes. |
Step by step
Here is how to make a quote with the online quotation creator above. It takes a few minutes for a typical job.
Upload your logo and fill in your business name, address, contact details and tax number under From. The tool remembers them in this browser for the next quote.
Give the quote a unique number, set the date, and choose how many days it is valid for — the valid-until date fills in for you. Quote the enquiry or project reference.
The decision-maker under Prepared For, with their company and the site or delivery address.
One line per item or stage with quantity and unit price. Use the detail line to say what each one includes.
Switch tax on and name it; add a discount if you are offering one; tick deposit to proceed and set the percentage. The totals update as you type.
What is included, what is excluded, lead time, payment terms and how to accept. Two short paragraphs prevent most disputes.
Download the quotation PDF and email it the same day, or print it to hand over. When it is accepted, create the invoice with the same lines.
Six editable quotation templates in .docx — standard, job estimate, price quotation, construction, project and options — are just below.
Download the templatesFree · Editable · No signup
Six customisable quotation and estimate templates as Word files: a standard quotation, a job estimate, a product price quotation, a construction quotation, a project quotation with phases and a quotation with three options. Download, add your logo and details, fill in the price, and print or save as PDF.
Template 1 · Word .docx
Products or services, one tax rate, a validity date, scope and terms, and an acceptance line. The layout most businesses need.
Template 2 · Word .docx
For plumbers, electricians, builders and repairers: labour and materials in separate tables, with a basis-of-estimate note.
Template 3 · Word .docx
For wholesalers and suppliers answering an RFQ: product codes, units, delivery terms, lead time and minimum order.
Template 4 · Word .docx
A schedule of works with item numbers, quantities and rates, plus preliminaries, contingency and retention.
Template 5 · Word .docx
For designers, developers and consultants: phases or milestones with what each includes, timing and a deposit to start.
Template 6 · Word .docx
Three priced options — essential, recommended, complete — each with its own lines and total, and a tick box to accept one.
Customising in Word
Full walkthrough, and the template-vs-generator comparison, on the quotation templates page.
Types
The same document, adapted to how you sell. The quotation maker above covers every type below; change the title and the lines.
A fixed price for specified goods or services, valid for a period. The default here, and what most customers mean by “send me a quote”.
A likely cost when the scope depends on what you find — repairs, renovations, restoration. Title it Estimate and say what would change the price.
Labour and materials for a plumber, electrician, builder or mechanic, with a start date and duration. Often given the same day as the site visit.
Consulting, design, cleaning, events: the service described by outcome and by hours or units, with what is excluded.
Phases or milestones, each with deliverables, timing and an amount, and a deposit to start. For developers, agencies and consultants.
A schedule of works with quantities and rates, preliminaries, contingency and retention. See the construction invoicing guide for what follows.
Good, better, best. Three priced options let the customer choose a level instead of saying no to a single figure.
The invoice as it will look, issued before the sale to request advance payment or support an import. See the proforma invoice generator.
Know the difference
Four documents that get confused with each other. The important line is the first one: only an invoice asks for payment of a debt.
| Feature | Quotation | Estimate | Proforma invoice | Invoice |
|---|---|---|---|---|
| Asks for payment | No | No | Advance payment, no debt | Yes |
| Price is | Fixed until expiry | Approximate | Fixed, as the invoice will be | Final |
| Issued when | Before the work, as an offer | Before the work, when scope is uncertain | Before delivery, to secure payment or customs | After delivery or completion |
| Carries | Valid-until date | Valid-until date and basis | Validity and payment required | Due date |
| Numbering | QUO- series | EST- series | PI- series | INV- series |
| Created here | Yes | Yes — change the title | Yes — proforma generator | Yes — invoice creator |
Full comparisons: quotation vs estimate · invoice vs quotation · what a proforma invoice is
Practical
Quotations sent the same day as the site visit are answered far more often than ones sent a week later. The tool is built for that: your details are already in, the totals do themselves, and the PDF is ready in a click.
How to write a quotation · Create the invoice when it is accepted
Invoice & Quotation Generator creates quotations and invoices in the same place on Android, so the details you captured at the survey are still there when it is time to bill, and every document is saved and exported as a PDF.
Questions
A quotation is a formal offer to supply goods or services at a stated price, under stated conditions, for a stated period. Once the customer accepts it, both sides have agreed what will be done and what it will cost. It is also called a quote, a price quotation or a sales quotation.
Yes. This quotation generator is free and runs in your browser: fill in your business, the customer, the items and the price, then download an A4 PDF or print it. There is no account, no login, no watermark, no limit, and nothing you type is uploaded.
Yes. Change the title to Estimate and the tool becomes a free estimate maker: the layout, the validity date, the totals and the PDF are the same. Say on the document that it is an estimate and what would change the price. See quotation vs estimate.
A quotation is a fixed price you are offering to stand behind until the valid-until date. An estimate is your best assessment of a likely cost, which may change as the work is understood. Say which one you are giving — the difference is what a customer will hold you to.
Long enough for the customer to decide, short enough to protect you from price movements. Seven to thirty days is common. The tool sets the valid-until date for you from the number of days you choose. See how long a quote is valid.
Show the net price, the tax and the gross total separately, exactly as you would on an invoice. A customer comparing quotes needs to know whether the headline figure includes tax. Switch tax on in the settings and name it VAT, GST or sales tax.
Yes. Tick Ask for a deposit to proceed, set the percentage, and the quotation shows the deposit amount under the total and in the summary strip, so the customer knows what is payable to book.
Yes. Once the customer accepts, create the invoice with the same line items and quote the quotation number on it. Together the two tools work as an invoice quote generator: the same business details, the same currencies and tax settings, so the estimate and invoice match line for line.
A proforma invoice is laid out like an invoice but issued before the sale completes — commonly to request advance payment or to support an import. Use the proforma invoice generator, which is this tool with proforma defaults, or read the proforma invoice guide.
This page is one: the quote generator runs in the browser on Windows, Mac, Linux and Chromebook with nothing to install, and works the same on a tablet or phone. Your business details are kept in the browser you use, so a quotation maker on your PC at the office and on your phone on site each start with them filled in.
The web tool works on any phone, tablet or PC. For a quotation maker app that saves customers and turns an accepted quote into an invoice, Invoice & Quotation Generator does that on Android. Get it on Google Play.