Free template
Free Quote Template
A quote is a firm price for a defined job, and a clear one builds trust and closes the sale. This free quote template presents your fixed price professionally, with a validity window and deposit terms so the client knows exactly what they are getting. Download it as Word or PDF, or copy it into Google Docs, fill it in, and send.
Click any field to fill it in. Line-item totals, discount and tax update automatically, and your work is saved in this browser as you type. Draw your signature at the bottom, then print, download, or copy.
| Quote # | |
| Date | |
| Valid until |
| Item / service | Description | Price | |
|---|---|---|---|
| Subtotal | $0.00 |
| Discount | $0.00 |
| Tax (%) | $0.00 |
| Total quoted price | $0.00 |
How to use this quote template
- 1
Add your business and the client's details, plus a quote number and dates.
- 2
List each service with a short description of what it includes and a fixed price.
- 3
Confirm the total and add tax if you charge it.
- 4
Set a validity window and deposit so the price does not stay open indefinitely.
- 5
Send it promptly. A fast, clear quote signals reliability and wins the job.
What a quote should include
- Your details, the client's, and the fact that the figure is fixed
- A quote number and date
- Each service with a fixed price and what it includes
- The total quoted price
- A validity period (for example, 30 days)
- Deposit terms and how the client accepts
Common quote mistakes to avoid
- Confusing a fixed quote with a flexible estimate
- No validity window while your costs keep rising
- Leaving out what the price does and does not cover
- No clear way for the client to accept the quote
- Slow delivery after the lead first comes in
What happens after you send it
A quote does its real work after it leaves your hands, and that part is not on the document.
A quote you cannot withdraw is a quote you must date
Because the figure is fixed, the expiry is doing real work. Material and labor move, and a number given in spring should not be enforceable in autumn. The date on the document is what lets you re-price without it looking like you changed your mind.
Acceptance is the moment your exposure starts
The second a client accepts a fixed price, the risk of the job costing more than you thought is entirely yours. That is worth pausing on before you send it, because a quote is a commitment in a way an estimate is not, and clients treat it that way.
Anything extra needs a new document, not a conversation
Work that appears after acceptance goes on a change order with its own price and its own approval. Agreeing it on site and adding it to the final invoice is the single most common way a fixed-price job ends in a dispute about what was promised.
Stop filling in templates
Retyping a quote for every prospect is slow and inconsistent. Smarfle builds quotes and estimates from your service list, sends them for online acceptance and deposit payment, and turns an accepted quote into a booked job, so your pricing is consistent and your follow-up is instant.
Frequently asked questions
How do I write a quote for a job?
What is the difference between a quote and an estimate?
How long should a quote be valid?
Can I charge more than the quoted price?
When should I quote a fixed price instead of estimating?
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