Free Quotation Template: Essential Fields and Practical Guide

Why Does the Quotation Format Matter?

A quotation is a document that informs a potential client about expected costs before a deal begins. Think of it as a first impression — the quality of your quotation directly reflects your professionalism.

If the format is sloppy or essential items are missing, clients will wonder, "Is this business reliable?" On the other hand, a well-organized quotation directly contributes to higher conversion rates.

Essential Quotation Fields

1. Document Information

• Quotation number: A unique ID (e.g., QT-2025-001)
• Issue date: Date the quotation was created
• Validity period: Expiration date for the quote (usually 15-30 days from issue)

Without a validity period, clients may demand the same price months later.

2. Supplier Information

• Company or business name
• Tax ID or business registration number
• Address, phone, email
• Contact person's name

3. Client Information

• Company or recipient name
• Contact person's name
• Contact details

4. Line Items

List each item in detail:

Field	Description
Item name	Product or service offered
Specifications	Detailed specs (if applicable)
Quantity	Units, hours, days, etc.
Unit price	Price per unit
Amount	Quantity x Unit price

5. Amount Summary

• Subtotal: Total of all line items
• Tax: Sales tax or VAT (if applicable)
• Discount: If applicable
• Total quoted amount: Final price

6. Terms and Conditions

• Delivery timeline or project schedule
• Payment terms (deposit percentage, payment method, etc.)
• Conditions for additional charges
• Other notes

Limitations of Spreadsheet Quotations

Many people create quotations in Excel or Google Sheets. But in practice, this causes several problems:

Problems with spreadsheet quotes:

• Creating a new file or copying an existing one each time
• Formulas breaking or formatting getting misaligned
• Manually entering client/supplier information every time
• Difficult version control with files scattered everywhere
• Nearly impossible to create on mobile

With a dedicated tool:

• Save client/supplier info and load it instantly
• Automatic calculations when entering items
• Consistent, professional design
• Instant PDF download
• Create from anywhere

Industry-Specific Quotation Tips

IT / Development

• Clearly define the scope of work
• Separate items by development phase (planning, design, development, testing)
• Pre-specify costs for additional requirements
• List maintenance fees as a separate item

Design

• Specify the number of revisions included (e.g., "up to 3 rounds of revisions")
• State per-revision cost for additional changes
• Note what source files are included
• Address copyright transfer terms

Manufacturing / Distribution

• Specify minimum order quantity (MOQ)
• Clarify whether shipping is included
• Include delivery schedule and inspection terms
• Note volume discount conditions

Services / Consulting

• Specify hourly or project-based rates
• List project duration and team allocation
• Define deliverables and report scope
• Address travel and incidental expenses

Quotation Checklist

Final checks before sending:

• [ ] Is the quotation number unique?
• [ ] Is the validity period specified?
• [ ] Are supplier and client details accurate?
• [ ] Are all items and amounts correct?
• [ ] Is tax inclusion/exclusion clearly stated?
• [ ] Are terms and conditions included?
• [ ] Is it saved as a PDF?

From Quotation to Invoice

Once a quote is approved, you'll issue an invoice after completing the work. Understanding this flow makes document management much easier:

1. Issue quotation -> Provide cost estimate
2. Quote approved -> Sign contract, begin work
3. Work completed -> Issue invoice (request payment)
4. Payment received -> Issue receipt

AutoInvo lets you create both quotations and invoices using the same format, making it easy to convert a quote into an invoice with the information already entered.