WorkbamiSales & purchasing
Free Quotation Template with a Filled Quote Example
A quotation tells a prospective customer exactly what you will supply, at what price, by when and on which terms, before any work starts. Buyers usually compare several quotes side by side, so a clear, complete quote often wins over a slightly cheaper one that leaves questions open.
On this page you will find a free quotation template in Excel and Word, a field-by-field guide, a filled example for an IT equipment order, a step-by-step routine for writing quotes quickly and the mistakes that cause disputes later. The Excel file adds up the line items for you.
What is a quotation?
A quotation (or quote) is a document a seller sends to a buyer listing the products or services offered, quantities, unit prices, the total price and the conditions of sale, such as delivery time, payment terms and how long the price is valid. The buyer uses it to get internal approval and, if they agree, replies with a purchase order or a signed acceptance.
People often use "quote" and "estimate" interchangeably, but there is a useful difference. An estimate is an approximate price that may change once the work is better understood. A quotation is a fixed price for a defined scope, valid for a stated period. Saying clearly which one you are sending avoids arguments when the final invoice arrives.
When do you need a quotation?
- A prospect asks for pricing before raising a purchase request
- You are responding to a request for quotation (RFQ) or competitive bid
- The price depends on scope, such as installation, design or consulting work
- You are announcing a price change or new product to an existing customer
- A proposal or contract needs a priced schedule attached
How to fill in the quotation template
The downloadable files contain exactly these fields. Fill every one so the customer can forward your quote for approval without coming back with questions.
Header
| Field | What to write | Example |
|---|---|---|
| Quote number | A unique number with a simple rule; add a revision suffix when you change it. | Q-2026-1031-01 rev. 2 |
| Date and valid until | Issue date and the last day the price is guaranteed. | Oct 31, 2026, valid until Nov 30, 2026 |
| Customer | Company name, contact person and billing address. | Brightline Design LLC, attn. Emily Carter |
| Your company | Legal name, address, phone, email, and tax or VAT number where relevant. | Northgate IT Services Inc., Austin, TX |
Line items
| Field | What to write | Example |
|---|---|---|
| Item and description | Product name plus model or specification, or a clear description of the service. | Business laptop, 14-inch, 16 GB RAM, 512 GB SSD |
| Quantity and unit price | How many and the price per unit (each, hour, project). | 4 × $1,149 |
| Amount | Quantity × unit price. Show discounts as a separate line. | $4,596 |
Terms
| Field | What to write | Example |
|---|---|---|
| Subtotal, tax and total | Subtotal, sales tax or VAT if applicable, and the grand total. Say whether tax is included. | Subtotal $5,732, sales tax added at invoicing |
| Delivery | Lead time and place of delivery or installation. | Within 7 business days of PO, on site |
| Payment terms | Deposit, due date and accepted methods. | Net 30 from invoice, ACH or card |
| Warranty and exclusions | What is covered and what is not included in the price. | 1-year manufacturer warranty; data recovery excluded |
| Acceptance | How the customer accepts: signature, PO reference or reply email. | Sign below or send a PO quoting Q-2026-1031-01 |
Quotation example
A small IT services company quotes four new laptops for a design studio, including docking stations and setup. Tax is not shown per line because US sales tax depends on the delivery state and is added on the invoice.
| Quote number | Q-2026-1031-01 |
|---|---|
| Customer | Brightline Design LLC, attn. Emily Carter |
| Valid until | November 30, 2026 |
| Total | $5,732 before sales tax |
| Delivery and payment | 7 business days after PO, Net 30 |
Quoted items
| Item | Specification | Qty | Unit price (USD) | Amount |
|---|---|---|---|---|
| Business laptop | 14-inch, 16 GB RAM, 512 GB SSD | 4 | 1,149 | $4,596.00 |
| Docking station | USB-C, dual monitor support | 4 | 189 | $756.00 |
| Setup and data migration | Per device, on site | 4 | 95 | $380.00 |
| Subtotal | $5,732.00 |
Subtotal: $4,596 + $756 + $380 = $5,732. Applicable sales tax (US) or VAT (UK and EU) is added on top; say clearly on the quote whether prices include tax.
Free download
Free, no sign-up. Opens in Excel, Google Sheets, Numbers, Word, Google Docs and LibreOffice.
Open the downloaded file in Nobami, our web office, to edit it right away.
How to write a quotation in six steps
- Confirm the requirements. Ask about quantities, deadlines, delivery location and budget before pricing, so you send one quote instead of three revisions.
- Describe each item precisely. Include model numbers or a scope description so the buyer can compare your quote fairly with competitors.
- Calculate amounts and subtotal. Amount = quantity × unit price. Put any discount on its own line rather than silently lowering unit prices.
- Handle tax explicitly. State whether prices include or exclude VAT or sales tax, and show the tax amount where the buyer needs it.
- Add validity and terms. Validity date, delivery time, payment terms, warranty and exclusions turn a price list into a quote you can stand behind.
- Review, send as PDF and track it. Check totals, export to PDF, and log the quote number, date sent and outcome so you can follow up before it expires.
Tax and contract notes
In the UK the standard VAT rate is 20%, and VAT-registered businesses selling to other businesses usually quote prices excluding VAT while stating that VAT will be added. Many EU countries follow the same practice with their own standard rates. In the United States there is no federal sales tax; state and local sales tax depends on where the goods are delivered, so quotes often show a subtotal and add tax on the invoice.
In many legal systems a quote that states a fixed price and is accepted by the customer can form a binding contract, while an estimate generally does not. Including a validity date, your terms and a clear acceptance method protects both sides.
Keep issued quotes in a shared, searchable place. They are the reference when a purchase order or invoice does not match what was agreed.
Sources
- GOV.UK: VAT rates (checked October 31, 2026)
- Your Europe: VAT rules and rates (checked October 31, 2026)
General information, not legal or tax advice. Tax rules depend on your country, state and what you sell; check with your accountant.
Common quotation mistakes
- Not saying whether prices include VAT or sales tax
- Leaving out a validity date, so an old price is accepted months later
- Vague items such as "4 laptops" with no specification
- Forgetting delivery, installation or disposal costs and adding them to the invoice later
- Sending revised quotes without a revision number, so nobody knows which is final
- Typing totals by hand instead of using formulas, so the numbers do not add up
Quotation FAQ
What is the difference between a quote, an estimate and an invoice?
An estimate is an approximate price that may change. A quote is a fixed price for a defined scope, valid for a set period. An invoice is the request for payment sent after you have delivered the goods or services.
How long should a quotation be valid?
Fifteen to thirty days is common. Use a shorter period when your costs move quickly, for example with exchange rates or raw materials, and always write an actual date.
Is a signed quotation a contract?
Often it can be, especially when it states a fixed price and terms and the customer accepts it in writing or with a purchase order. The rules vary by country, so for large deals use a proper contract or terms and conditions.
Should I include tax on a quote?
State clearly whether tax is included. Business buyers usually prefer prices excluding VAT; consumer-facing prices in many countries must show the tax-inclusive price.
Can I use this template in Google Sheets or Google Docs?
Yes. The Excel file opens in Google Sheets with its formulas, and the Word file opens in Google Docs, Pages or LibreOffice.