💬 Free Quote Template for Small Business

Below is the full structure of a professional price quote — every field a customer expects before they say yes.

A quote tells a prospect exactly what they will get and what it will cost. It is the document that turns a conversation into a sale. This template covers every field a service or trades business needs.

Header

Fields	Description
Quote Number*	Sequential, e.g. QUO-2026-001.
Date*	When the quote is issued.
Valid Until*	How long the price holds — typically 30 days.

Business & Customer

Fields	Description
From (Your Business)*	Name, address, contact.
To (Customer)*	Name, company, address.

Scope of Work

Fields	Description
Project Title*	Short name for the work.
Description*	What is included — be specific about deliverables.
Exclusions*	What is NOT included — prevents scope creep.

Pricing

Fields	Description
Line Items*	Each task or product, with quantity and unit price.
Subtotal*	Sum of line items.
VAT/Tax	Applicable tax rate.
Total*	Final price.

Terms & Conditions

Fields	Description
Payment Terms*	Deposit, milestones, due date.
Timeline*	Start date and expected completion.
Acceptance*	Signature line: "Accepted by, date".

How to use

1Copy the structure into a document.
2Be specific about what is included and excluded.
3Set a validity period — materials and labour costs change.
4Include a signature line so acceptance is unambiguous.

Or automate this

Writing quotes manually eats hours each week. Nika generates quotes from your price list, sends them, and tracks whether each one was accepted — from {price} per quote.

Questions

What is the difference between a quote and an estimate?

A quote is a fixed price — once accepted, you cannot charge more without the customer agreeing. An estimate is approximate — the final price may differ. Use a quote when you know the scope; an estimate when you do not.

How long should a quote be valid?

30 days is standard. If material prices are volatile (construction, imports), use 14 days. State the validity period explicitly on the quote.

Automate with Nika