Get Paid Faster! Why You Need a Quote Template
Picture this: A potential client reaches out, eager to work with you. They ask, “Can you send me a quote?” You scramble to create one from scratch—Googling “how to write a quote,” fumbling with numbers, and wondering if it looks professional enough. Sound familiar?
That’s where a quote template comes in—a total game-changer for small business owners, freelancers, and professionals who want to impress clients and secure deals without the stress.
What’s a Quote, and Why Should You Care?
A quote is like a friendly handshake before the contract—it outlines your pricing, services, and terms, giving clients a clear picture of what they’re getting. But here’s the twist: a quote isn’t an invoice! While an invoice is sent after the work is done to request payment, a quote is sent before the work begins to set expectations.
Why a Professional Quote Matters
A well-structured quote isn’t just about numbers; it’s about trust. Imagine getting two quotes—one is neatly formatted, with clear pricing and terms, while the other is a messy email with random figures. Which one would you choose? Exactly. A polished quote boosts your credibility, speeds up client decisions, and helps you close deals faster.
What You’ll Find in This Guide
Not all businesses operate the same way, so one-size-fits-all templates won’t cut it. That’s why we’re covering industry-specific quote templates—whether you’re a graphic designer, contractor, consultant, or run an e-commerce store, we’ve got you covered.
Quote Templates by Format: Choose the Right One for You
So, you’re ready to send out a professional quote—awesome! But before you dive in, there’s one important question: What format should you use?
Not all quote templates are created equal. Some formats are simple and sleek, while others offer powerful automation to make your life easier. Whether you’re a freelancer crafting a one-time proposal or a business owner sending out multiple quotes daily, picking the right format can save time, reduce errors, and impress clients.
Let’s break it down and find the best fit for you!
Quote Template for Word
Best for: Professionals who need a polished, easy-to-edit document
Microsoft Word is like a blank canvas for your business quotes—simple, familiar, and flexible. If you’re someone who loves a clean, professional layout but doesn’t need fancy calculations, Word is your best bet.
How to Format a Quote in Word
1. Start with Branding: Add your logo, business name, and contact details at the top.
2. Client Information: Clearly list your client’s name, company (if applicable), and contact details.
3. Quote Details: Include an itemized list of products/services, pricing, and any applicable taxes.
4. Terms & Conditions: Mention payment terms, validity period, and other important notes.
5. Signature & Approval: Leave space for both you and the client to sign (if necessary).
Pros & Cons of Using Word for Quotes
✅ Pros:
✔️ Easy to customize and format
✔️ Works on almost any device
✔️ Great for detailed descriptions
❌ Cons:
⛔ Requires manual calculations (no automation)
⛔ Formatting can be tricky for complex quotes
⛔ Not ideal for businesses sending large volumes of quotes
Best for: Freelancers, consultants, and small businesses that need customization over automation.
Quote Template in Excel
Best for: Businesses that calculate costs dynamically
If crunching numbers is a big part of your quoting process, Excel is your new best friend. With built-in formulas and automation, Excel makes sure your calculations are always spot-on—no more accidental pricing errors!
How Excel Formulas Can Automate Calculations
1. Auto-Calculate Totals: Use `SUM()` to add up item costs automatically.
2. Apply Taxes & Discounts: Use `IF()` functions to adjust pricing based on client type, location, or discounts.
3. Dynamic Price Updates: Link pricing cells to an external pricing sheet to update costs in real-time.
4. Error-Free Calculations: Protect formulas to prevent accidental edits that could mess up your pricing.
Pros & Cons of Using Excel for Quotes
✅ Pros:
✔️ Automates calculations, reducing human error
✔️ Customizable with formulas and conditional formatting
✔️ Ideal for businesses with variable pricing structures
❌ Cons:
⛔ Learning curve if you’re not Excel-savvy
⛔ Not as visually polished as Word or PDF quotes
⛔ Can get messy if not well-organized
Best for: Service providers, contractors, and product-based businesses that need accurate, automated pricing.
These two formats are just the beginning—next, we’ll explore even more options, from sleek PDFs to cloud-based solutions that let clients approve quotes in just one click! Stay tuned.
Quote Template for PDF
Best for: Sending secure, professional, and non-editable quotes
When you send a quote, the last thing you want is for someone to accidentally (or intentionally!) alter your pricing. That’s where PDFs shine! A PDF quote locks in your formatting, branding, and pricing, ensuring your document looks exactly as you intended—no surprises.
How to Convert Word/Excel Quotes into PDFs
If you’ve already created your quote in Word or Excel, converting it to PDF is simple:
1. In Word or Excel: Click File > Save As > Choose PDF format.
2. Using Print to PDF: Open your quote, click Print, and select Save as PDF as the printer option.
3. Online Converters: Use free tools like Smallpdf or Adobe’s online PDF converter.
4. Direct PDF Editors: If you want to create a quote from scratch, use software like Adobe Acrobat or Canva.
Pros & Cons of Using PDF Quotes
✅ Pros:
✔️ Uneditable & Secure – Clients can’t change pricing or terms.
✔️ Professional & Polished – Maintains formatting across all devices.
✔️ Easy to Share – Works on any device, no special software needed.
❌ Cons:
⛔ Not Editable Once Saved – Need to edit? You’ll have to go back to the original Word or Excel file.
⛔ No Built-in Calculations – Unlike Excel, PDFs don’t support automatic price updates.
⛔ Requires Extra Steps – Converting from another format takes time.
Best for: Businesses that need secure, professional-looking quotes that can’t be altered.
Quote Template for Google Docs
Best for: Businesses that collaborate online and need easy access from anywhere
If your team shares and edits documents frequently, Google Docs is a fantastic choice. It’s cloud-based, meaning you can create, update, and share quotes without worrying about version control or lost files. Plus, your clients can view and approve quotes in real time!
How to Create and Share a Google Docs Quote
1. Start with a Template: Use a pre-made Google Docs quote template or create your own.
2. Customize with Branding: Add your logo, business details, and client information.
3. Itemized Pricing: Use tables to clearly list products, services, and total costs.
4. Set Sharing Permissions: Click Share > Enter Client’s Email > Choose “View Only” (or “Comment” if you need feedback).
5. Export to PDF: Once finalized, save as PDF to prevent unwanted edits.
Pros & Cons of Using Google Docs for Quotes
✅ Pros:
✔️ Accessible Anywhere – Work on quotes from any device.
✔️ Great for Collaboration – Clients and team members can leave comments.
✔️ Free & Easy to Use – No software installation required.
❌ Cons:
⛔ Requires Internet Access – No connection? No edits.
⛔ Not Ideal for Automation – Lacks built-in formulas like Excel.
⛔ Formatting Limitations – More basic than Word or PDF in terms of design.
Best for: Remote teams, freelancers, and businesses that collaborate on quotes in real-time.
Construction Quotation Templates
Why Detailed Breakdowns Are Essential for Construction Projects
Construction projects aren’t simple “one-price” jobs. Clients need a clear, itemized breakdown of costs to understand where their money is going and avoid unexpected surprises. A well-structured construction quotation helps:
✔️ Set clear expectations on labor, materials, and timelines
✔️ Prevent cost disputes by outlining every expense upfront
✔️ Win more bids by looking professional and transparent
What to Include in a Construction Quote
A professional construction quote should cover:
1. Project Overview – Scope of work, location, and estimated timeline
2. Labor Costs – Breakdown of work hours and rates per worker
3. Material Costs – Itemized list of materials, quantities, and prices
4. Permit & Inspection Fees – Any required government approvals
5. Equipment & Rentals – Costs for machinery or tools used
6. Payment Terms – Deposit requirements, installment options, and due dates
7. Validity Period – How long the quote remains valid (e.g., 30 days)
Free Construction Quote Template Example
Looking for a ready-to-use construction quote template? Download our free construction quote template with pre-filled sections for labor, materials, and pricing—just customize and send!
Best for: Contractors, builders, and renovation specialists who need a detailed, professional estimate.
Painting Quotation Templates
How Painters Should Structure Their Quotes
A well-structured painting quotation helps clients understand pricing and makes your business look more professional. Your quote should include:
✔️ Paint Type & Quality – Specify brands, finishes, and number of coats
✔️ Surface Area & Preparation – Measurements, repairs, and priming costs
✔️ Labor & Equipment – Hourly rates, scaffolding, or special tools needed
Free Painting Quote Template Example
Need a quick-start template? Our free painting quotation template is pre-formatted with spaces for surface measurements, paint details, and pricing breakdowns—just fill in your rates and send it to clients!
Best for: Residential and commercial painters who need clear, itemized estimates.
Photography Quote Templates
Why Photographers Should Include Licensing Terms & Session Fees
Photography pricing isn’t just about shooting time—it also covers editing, rights, and usage. A strong photography quote should include:
✔️ Session Fees – Time, location, and number of edited photos included
✔️ Licensing & Usage Rights – Define how clients can use the photos (e.g., commercial vs. personal)
✔️ Additional Services – Extra edits, prints, albums, or rush delivery options
Free Photography Quote Template Example
Our free photography quote template makes it easy to outline session costs, licensing terms, and add-ons—helping you secure bookings with clarity. Download it, customize it, and start impressing clients!
Best for: Freelance photographers, wedding photographers, and commercial photography services.
Design Quote Templates
What Graphic Designers and Web Designers Should Include
Whether you’re designing a logo, a website, or marketing materials, a clear and detailed quote helps clients understand your pricing and ensures there are no surprises later. Your design quote should include:
✔️ Project Scope – Outline exactly what you’re designing (e.g., branding package, website layout, social media graphics).
✔️ Pricing Breakdown – Charge per hour or per project? Specify costs for revisions, additional assets, or premium fonts/images.
✔️ Timeline & Milestones – Estimated delivery dates for drafts, revisions, and final files.
✔️ File Formats & Deliverables – Specify what the client will receive (e.g., PNG, PSD, AI, PDF, website prototype).
✔️ Payment Terms – Deposits, installment options, and due dates.
Free Design Quote Template Example
Want a hassle-free way to create professional design quotes? Download our free design quote template, pre-formatted with sections for scope, pricing, and deliverables—just personalize and send!
Best for: Freelance graphic designers, web designers, and creative agencies that need structured, professional quotes.
Request for Quotation (RFQ) Templates
What an RFQ Is and When Businesses Should Use It
A Request for Quotation (RFQ) is a formal document businesses use when they need detailed pricing from suppliers or service providers. Unlike a simple price inquiry, an RFQ provides specific requirements so vendors can submit accurate bids.
When to Use an RFQ:
✔️ When purchasing bulk materials or equipment
✔️ When comparing pricing for a specific service (e.g., IT support, manufacturing)
✔️ When working on a strict budget and timeline
Key Elements of a Request for Quotation Template
A professional RFQ should include:
1. Company Information – Name, contact details, and RFQ reference number.
2. Product/Service Description – Detailed specifications (size, quantity, materials, features).
3. Pricing Structure – Ask for unit prices, bulk discounts, and shipping costs.
4. Delivery Requirements – Expected timeline, shipping details, and penalties for late delivery.
5. Submission Deadline – When and how vendors should send their quotes.
6. Payment Terms – Preferred payment methods and credit terms.
Free RFQ Template Example
Need to send out an RFQ? Grab our free RFQ template, designed for easy customization—just fill in your requirements and send it to potential suppliers!
Best for: Businesses sourcing bulk products, contractors, or long-term service providers.
Quote Follow-Up Templates: Closing the Deal
So, you’ve sent out a professional quote—great! But what happens next? Do you wait and hope the client responds, or do you follow up and increase your chances of closing the deal?
Studies show that businesses that follow up on quotes within 24–72 hours see significantly higher conversion rates. Many potential clients are interested but simply get busy, need a nudge, or want a little extra incentive to say yes. A well-timed follow-up can be the difference between landing a sale or losing a lead.
Best Timing for Follow-Ups
Timing is everything. Here’s a simple follow-up schedule:
✔️ 24–48 hours after sending the quote – A friendly reminder to check in and answer any questions.
✔️ 3–5 days later – If there’s no response, offer an incentive (such as a discount or added value).
✔️ One week later – A final follow-up to let them know the quote is expiring soon.
Now, let’s look at email templates for each situation.
Polite Reminder Follow-Up
📩 Subject: Quick Follow-Up on Your Quote
Hi [Client’s Name],
I hope you’re doing well! I just wanted to follow up on the quote I sent on [date] for [product/service]. Let me know if you have any questions or need any adjustments—I’d be happy to help.
Looking forward to your thoughts!
Best,
[Your Name]
[Your Business Name]
Why this works: Short, polite, and non-pushy. It keeps the conversation open without pressuring the client.
Discount Offer Follow-Up
📩 Subject: Special Offer on Your Quote – Limited Time!
Hi [Client’s Name],
I wanted to check in and see if you had any questions about the quote I sent on [date]. To make the decision easier, I’m offering a [X]% discount if you confirm by [deadline].
Let me know if this works for you—I’d love to help you with [product/service]!
Best,
[Your Name]
[Your Business Name]
Why this works: A discount creates urgency and encourages the client to act quickly.
Final Follow-Up Before Closing the Quote
📩 Subject: Last Chance: Your Quote Expires Soon
Hi [Client’s Name],
I just wanted to give you a quick heads-up that the quote I sent on [date] will expire on [expiration date]. If you’re still interested, let me know—I’d love to work with you!
If you’ve decided to go in a different direction, no problem—just let me know so I can update my records.
Thanks, and hope to hear from you soon!
Best,
[Your Name]
[Your Business Name]
Why this works: It creates urgency while keeping things professional and respectful.
Following up doesn’t mean being pushy—it’s about staying on the client’s radar and making it easy for them to say yes. With the right timing and approach, you’ll close more deals and grow your business effortlessly!
Conclusion & Final Thoughts
A well-structured, professional quote is more than just a price estimate, it’s a powerful tool for building trust and winning clients. Whether you’re a freelancer, small business owner, or contractor, using the right quote template ensures your pricing is clear, professional, and persuasive.
Different industries require different approaches:
✔️ Construction and painting businesses need detailed breakdowns of labor and materials.
✔️ Photographers and designers should include licensing terms and project scope.
✔️ Service providers and suppliers often rely on RFQs to collect competitive bids.
By choosing the right format—Word for quick edits, Excel for automated calculations, PDF for secure sharing, or Google Docs for collaboration—you can streamline your quoting process and improve your chances of closing deals faster.
Ready to simplify your quoting process? Download and customize the perfect quote template for your business today!
FAQs
Q1: What is the best format for a business quote?
A: It depends on your needs:
- – Word: Best for easy editing and customization.
- – Excel: Ideal for automatic price calculations.
- – PDF: Great for security and preventing edits.
- – Google Docs: Perfect for online collaboration.
Q2: How do I make my quote look professional?
A: Use a well-designed template with:
✔️ Clear branding (logo, company name, contact info)
✔️ A structured format (itemized list of services/products)
✔️ Transparent pricing and payment terms
Q3: Can I convert a Word or Excel quote into a PDF?
A: Yes! Simply:
- – In Word/Excel, click File > Save As > PDF
- – Use Print to PDF or an online converter for easy exporting
Q4: How often should I follow up on a quote?
A: The best follow-up timing is:
- – 24–72 hours after sending for a polite check-in
- – 3–5 days later with a discount or added value
- – 1 week later as a final reminder before the quote expires