How to write a quote for a job
Updated
To write a quote for a job, name yourself and the buyer, list each task with a quantity and a unit price, set Valid until, and download a PDF titled QUOTATION. The quoted total is the firm price for that scope. If they sent an RFQ, put it in Reference. Write what is included, and what is not, in Terms so they can accept or decline.
Key takeaways
- A job quote needs both parties, line items, a quoted total, and a Valid until date.
- The PDF title is QUOTATION. Quote for is the buyer. There is no due date on a quote.
- Put their RFQ or your job ref in Reference so you can match the quote later.
- Anything outside the line items belongs in Terms. This form has no signature or deposit field.
What a job quote needs
A usable quote has your details under From, the buyer under Quote for, a QUO- number, a quote date, Valid until, and a Reference when they sent an RFQ or you have a job ref. Then the line items, with quantities and unit prices, tax if you collect it, an optional discount, and Terms. The total is labeled Quoted total. The form starts with terms that say the quotation is valid for 30 days and the price is firm for the scope listed. Edit that sentence so it matches this job.
Step by step
Open Quote Generator. Enter your business under From and the client under Quote for. Add a quote number, the quote date, and Valid until. Thirty days is the starting point; change it if you cannot hold the price that long. Put their request number in Reference if you have one. Add one line per task with a quantity and a unit price — the quoted total updates as you type. Add tax only if you charge it. Read Terms before you download. Preview the layout, then Download PDF. You send the file yourself.
Put the scope in the lines and in Terms
The quoted total covers only what the lines describe. If travel, materials, or a second visit are out, say so in Terms. The form has no signature line, no deposit box, and no start date. If you need the client to accept in writing, or you want a deposit before you begin, write that sentence in Terms. Do not leave it only in the email you attach the PDF to.
After they accept
When the work is done and you need a bill, use “Use these lines on an invoice.” The client, the lines, tax, and any discount copy onto the invoice. Valid until does not. The reference becomes the PO number, and you set the due date there. How a quote differs from an estimate — a firm price versus a price that can still move — is covered in the comparison guide linked below.
FAQ
Where do I put a deposit or a signature?
Terms. Quote Generator has no deposit field and no signature line. Write the deposit amount, and how the client accepts, in Terms, then download the PDF.
Does a job quote have a due date?
No. Valid until is when the price expires. A due date belongs on the invoice, after they accept and the work is done. We don't file taxes, send the quote, or give legal advice.
What if I am not ready to commit to the price?
Send an estimate instead. On this site a quote is the firm offer, with a quoted total for the lines you listed. An estimate is the rough price that can still change.