Quotation Template & Online Quote Generator
A quotation sets out what you will provide and what it will cost before the customer commits. Use the free template below, or fill the online generator to produce a numbered PDF quote in a few minutes.
Make a quotation online — free Download blank template
What a quotation needs to contain
- Your business name —
- Tax / VAT / ABN / GST number — Add this if you are registered for tax
- Quote number — e.g. Q-0001
- Quote date —
- Prepared for (customer) —
- Tax / VAT rate (%) — Leave 0 if not applicable
A written quote stops misunderstandings about scope and price. Stating how long the price is valid protects you from rising costs, and a signed acceptance line makes it easier to turn the quote into work and an invoice.
Required details by country
| United Kingdom | There is no fixed legal format for a quotation. A quote is not a VAT invoice; the VAT rules apply to the invoice you issue when the work or goods are supplied. Official source: GOV.UK: VAT Notice 700 (invoices) |
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| United States | No federal rule sets a quote format. Quotes that become contracts are governed by contract law, and state rules may apply to certain consumer or home-improvement work. Official source: IRS: Recordkeeping |
| Canada | No federal format applies to a quotation. Provincial consumer protection rules may apply to some services. GST/HST rules apply to the invoice when it is issued. Official source: CRA: RC4022 General Information for GST/HST registrants |
| Australia | No fixed format applies to a quote. A quote is not a tax invoice. If a quote is accepted and a taxable sale follows, the tax invoice rules apply when you invoice. Official source: business.gov.au: Australian Consumer Law and your business |
How to fill it in
- Add your details and the customer — Your business information, then who the quote is prepared for and the project reference.
- Set the validity date — Choose how long the price holds, so you are not bound to an old price forever.
- Itemise the work — List each item with quantity and unit price. Subtotal, tax and estimated total update automatically.
- Send it for acceptance — Download the PDF. Once the customer accepts, you can issue an invoice referencing the quote number.
Questions people ask
Is a quotation legally binding?
It can be, once accepted, depending on its wording and the local contract rules. Make the scope, price and validity clear, and state any exclusions.
How long should a quote be valid?
Many businesses use 14 to 30 days. Shorter periods help when material prices change quickly.
Can I change the price after the customer accepts?
Only if the quote allowed for it or the customer agrees. Otherwise issue a revised quote for their acceptance.
Is the quote generator free?
Yes. The generator and PDF export are free, with no signup. The PDF carries a small Kitzone footer.
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Quotation template (PDF & printable) · Quotation generator · Guides