Quote template

How to use the template

Fix sections 1, 2 and 6 for your company first; in each quote fill in only sections 3, 4 and 5.

Start with the need. A paragraph written close to the customer’s own words makes the reader think “they understood us”. In companies where several people approve a quote, this paragraph gives the decision maker the context.

Separate scope from out of scope. List the work item by item, then list what is not included right after.

Price line by line. Give each line its own quantity, unit price and VAT rate. A single “package price” looks short but blurs which item to discount in a negotiation. To check the VAT, use the VAT calculator.

Date the payment plan. Instead of “three installments”, write each installment’s date and amount. After acceptance these dates become due-date reminders.

Give a validity date. A quote without one can be accepted months later at an old price.

Record the acceptance. A signed acceptance or an approval from the link is the basis for the contract and invoice that follow. For the service contract signed after acceptance, see the contract checklist.

After the quote

Knowing when the quote was sent, viewed and accepted lets you call at the right time. In the quotes module these states show on the quote record; a reminder goes out before the quote expires, and an accepted quote becomes a sale with its installments on the due-date calendar.