Free template · Quotes
Line items, discounts, tax and totals that calculate themselves, plus the terms that stop arguments later. The layout and the rules are below, free. The kit adds the Excel quote with automatic totals and a Word version.
Quote Template Kit
A professional quote with totals, discounts and tax worked out for you.
Every total is a formula: change a quantity, a discount or the tax rate and the quote updates. Nothing to add up by hand.
A quote is a promise: this work, at this price, until this date. Get it clear and the client can say yes the day they receive it. Get it vague and you'll negotiate the same line items twice, once before the job and once when you invoice.
The template below covers the eight things every quote needs, in the order a client reads them.
Clarity wins more quotes than discounts do.
A unique quote number and an expiry date, usually 30 days, on every quote.
One line per deliverable, with quantity and unit price. A single lump sum invites haggling.
The client should see the full price, the discount and the tax as their own lines.
Materials, travel, extra revisions: if it isn't in the price, say so.
Tell them exactly how to say yes: sign and return, reply 'accepted', or pay the deposit.
In the order a client reads them. The example is for a fictional business.
Top left
[Your business name] · [Address] · [Phone] · [Email] · [Website]
[Tax or registration number, if you have one]
Example · a fictional company
Harbor Lane Landscaping · 14 Harbor Lane, Portland, ME · (207) 555-0142 · hello@harborlane.example
Top right
Quote [number]
Date: [date]
Valid until: [date, usually 30 days later]
Example · a fictional company
Quote Q-2026-041
Date: 6 April
Valid until: 6 May
Who it's for
Prepared for: [Client name], [Company]
[Address]
[Email] · [Phone]
Example · a fictional company
Prepared for: Jordan Lee, Lee Family Dental
220 Commercial Street, Portland, ME
One line per deliverable
Description · Quantity · Unit price · Discount · Amount
[Deliverable] · [qty] · [price] · [0%] · [qty × price, less discount]
Example · a fictional company
Spring clean-up, front and rear beds · 1 · $480.00 · 0% · $480.00
Mulch, installed (cubic yards) · 6 · $85.00 · 0% · $510.00
Weekly mowing, April to October (visits) · 28 · $55.00 · 5% · $1,463.00
Subtotal, discount, tax, total
Subtotal: [sum of line items before discounts]
Discounts: [total discount]
Tax at [rate]%: [tax on taxable items]
Total: [amount due]
Example · a fictional company
Subtotal: $2,530.00
Discounts: $77.00
Tax at 5.5% on materials: $28.05
Total: $2,481.05
Payment, validity and exclusions
Payment: [deposit]% to book, balance due [terms, such as 14 days after completion].
This quote is valid until [date]. Prices after that may change.
Not included: [exclusions].
Example · a fictional company
Payment: 25% to book, balance due 14 days after each month's invoice.
This quote is valid until 6 May.
Not included: tree work, irrigation repairs, disposal of large debris.
One clear instruction
To accept, [sign below and return it / reply 'accepted' to this email / pay the deposit at [link]].
Example · a fictional company
To accept, reply 'accepted' to this email and we'll book your first visit.
For quotes that need a signature
Accepted by: [name] Signature: ____________ Date: ____________
They're often confused, and the difference matters when the price changes.
| Document | What it says | When to use it |
|---|---|---|
| Quote | A fixed price for a defined scope, valid until a date | When you know exactly what the job involves |
| Estimate | An approximate price that may change as the work becomes clearer | When the scope isn't fully known yet |
| Proposal | The problem, your approach and priced options | For custom or complex work that needs a decision |
| Invoice | A request for payment for work done or goods sold | After the sale, or at agreed milestones |
AutomateNexus CRM has quote templates for the most common ways to price: a basic product quote, monthly and annual SaaS subscriptions, an enterprise annual licence, a professional services project and a monthly retainer.
See every proposal and quote templateYour business details, a quote number, the date and an expiry date, the client's details, itemised line items with quantities and unit prices, the subtotal, any discount, tax and the total, your payment terms and exclusions, and clear instructions for accepting.
Thirty days is common. Choose a period that protects you from rising costs, state it on the quote, and re-quote rather than honour an expired price by default.
A quote is a fixed price for a defined scope, valid until a stated date. An estimate is an approximate price that can change as the work becomes clearer. If the client needs certainty, give a quote; if you can't define the scope yet, give an estimate and say so.
Show it as its own line so the client sees the price before and after tax. Which items are taxable, and at what rate, depends on where you and your client are, so check your local rules.
Use the Excel file in this kit: enter your details once on the Settings tab, then fill in the client and line items on the Quote tab. Line amounts, the subtotal, discounts, tax and the total are formulas, so they update as you type.
Quote Template Kit
A professional quote with totals, discounts and tax worked out for you.
Templates only work when someone sends them. AutomateNexus CRM keeps every deal's next step in front of you, with Karrie and eight AI agents on every plan.