Quote template: what to put in it and how to export the PDF
A quote is an offer, not an accounting document. Its whole value is in being unambiguous — what is included, what is not, how long the price holds and how the customer accepts it. A well-written quote shortens negotiations and prevents the arguments that turn into unpaid invoices.
What it must contain
- Your full details: legal name, address, VAT or tax number, contact details.
- The customer's details, written exactly as you would use them on an invoice — an accepted quote is usually converted into one.
- A number and a date, so both of you can refer to it later.
- Line items: description, quantity, unit price, discount if any, tax rate.
- Net, tax and gross shown separately. A single lump sum always triggers questions.
- A validity date ("valid until"). Without it the offer stays open forever.
- Payment terms, delivery times, and what the price excludes.
- Somewhere to accept: a signature, a date, or a plain "accepted" line.
Mistakes we see most often
- No expiry date, so you are held to a price you quoted before your costs moved.
- Vague descriptions ("miscellaneous work") — the single biggest cause of disputes at handover.
- Forgetting what is NOT included: travel, disposal, special materials, a second revision.
- Leaving delivery times out, then agreeing them verbally after the customer has accepted.
- Sending an editable file that can be altered before it is passed on to someone else.
Typical structure
| Header | Your logo, legal name, VAT number, contacts |
| Recipient | Customer name, address, tax number |
| References | Quote no. 2026/014 — 11 Sep 2026 — valid until 11 Oct 2026 |
| Subject | One line saying what this is about |
| Lines | Description · Qty · Price · Discount · Tax · Line total |
| Totals | Net · Tax · Document total |
| Terms | Payment, lead time, exclusions, validity |
| Acceptance | Customer date and signature |
Frequently asked questions
Is a quote legally binding?
Until it is accepted it is a proposal. Once accepted in writing it becomes an agreement on the scope and price stated in it — which is exactly why validity, exclusions and lead times are worth writing carefully.
Should a quote show tax?
Yes, if you charge it. Showing net and tax separately stops the customer comparing your gross total against a competitor's net one. If you operate under a scheme that does not charge tax, say so explicitly at the bottom.
How long should a quote stay valid?
It depends on how volatile your costs are. Thirty days is the norm for services; for work involving materials that move in price, fifteen days is safer, with a note that the price must be reconfirmed after that.
How can a customer sign a quote remotely?
With Workio Pro you generate a shareable link: the customer opens the PDF in a browser, signs on the touchscreen, and you get a notification with the date and time of acceptance. It is a simple electronic signature, suited to commercial agreements.