What is a quote?
A quote, or price quote, is a document you send a potential customer before any work starts. It lists what you will provide and what it will cost. The customer reviews it, asks questions, and accepts it if it works for them. The accepted quote then sets the price you invoice when the job is done.
A good quote does more than state a number. It shows exactly what is included, how long the price holds and how you want to be paid. That way the conversation about money happens once, up front.
Quote vs. estimate vs. invoice
| Quote | Estimate | Invoice | |
|---|---|---|---|
| When you send it | Before the work | Before the work | After the work, or at a milestone |
| The price | A set price for the listed items, valid until a date | A best guess that can change as the job develops | The final amount due |
| What it is for | Winning the job at an agreed price | Giving the customer a ballpark to plan with | Getting paid |
The words get used loosely, so say on the document which one it is. If the price may change, call it an estimate. If you will stand by it, call it a quote and give it an expiry date.
What to include in a quote
- Your business details: name, logo, phone, email and address.
- Customer details: name, company and contact information.
- Quote number and date, so you can both refer to it later.
- Valid until: how long the price holds. 30 days is common. Use less if your material costs move quickly.
- Line items: a description, quantity, unit price and total for each product or service.
- Subtotal, discount, tax and total, each on its own line.
- Payment terms: any deposit to book the work, when the balance is due, and how you accept payment.
- Scope notes: what is included and what is not, such as permits, travel or extra revisions.
- Acceptance: space for the customer's name, signature and date.
Quote example
Here is a quote from a painter for an interior job. It is valid for 30 days:
| Description | Qty | Unit price | Total |
|---|---|---|---|
| Walls, two coats: living room and hallway | 420 sq ft | $2.75 | $1,155.00 |
| Ceilings, one coat | 180 sq ft | $1.50 | $270.00 |
| Trim and baseboards | 120 ft | $2.00 | $240.00 |
| Paint and supplies | 1 | $320.00 | $320.00 |
| Total | $1,985.00 | ||
The terms read: "30% deposit ($595.50) to schedule the work, balance of $1,389.50 due on completion. Furniture moving and wall repairs not included." Once the customer signs, the painter books the job. When it's finished, the painter sends an invoice for the $1,389.50 balance.
Types of quotes
- Price or sales quote: for products, with quantities and unit prices.
- Service quote: for time-based or project work, such as design, cleaning or IT support.
- Job or contractor quote: for trades, usually with separate labor and materials lines. See our painting estimate and landscaping estimate templates.
Make a quote online with Invoice Candy
- Pick a design above and click Fill in online, or open the free quote maker.
- Change the heading from "Estimate" to "Quote" and add your logo and business details.
- Add your line items. Subtotal, tax, discount and total are calculated as you type.
- Put the valid-until date, deposit and payment terms in the notes.
- Download it as a PDF. No sign-up needed.
With a free account you can also email the quote from Invoice Candy and see when your customer opens it. Once they say yes, Make invoice turns the quote into an invoice with the same customer and line items in one click.
Need a different format? Browse all estimate and quote templates.
