Quote and estimate builder
Send a professional quote before the work starts.
Set expectations before work begins. Add line items, expiry dates, and terms, then download a quote PDF ready to send.
From / To
Line items
Subtotal $0.00. Tax $0.00. Total $0.00.
A quote — also called an estimate — is the document you send before any work begins. It sets the price, scope, and time limit so both sides agree on the deal in writing before money or effort is committed. A good quote protects you from scope creep and reassures the client that there will be no surprises on the final invoice. This builder produces a professional quote PDF with line items, an expiry date, and your terms.
Quote vs. estimate vs. invoice
A quote is a firm price you commit to for a defined scope. An estimate is a best-guess figure that may change as the work is clarified. An invoice comes last and requests payment for work already delivered. Using the right word sets the client's expectations correctly and avoids arguments later.
Always give a quote an expiry date. Material costs, your availability, and your rates change; 'valid for 30 days' means a client cannot accept a six-month-old price and hold you to it.
What makes a quote convert
Break the price into line items rather than showing one lump sum. When a client can see what each part costs, they trust the total and can approve it faster — or trim scope instead of walking away.
Spell out what is included and what is not. A one-line 'Excludes third-party licences and printing' saves a difficult conversation once the project is underway.
How to use it
- 1Add your business and client details at the top.
- 2List each deliverable as a line item with quantity and price.
- 3Set an expiry date so the quoted price has a clear shelf life.
- 4Add terms: what is included, deposit required, and next steps to accept.
- 5Download the quote PDF and send it for approval.
- 6When accepted, convert the same line items into an invoice.
What to include for the US, Canada, the UK, and Australia
- A quote is not a tax document, so tax registration numbers are optional — but showing the expected tax gives the client an accurate final figure.
- In the UK, make clear whether prices include or exclude VAT; ambiguity here is a frequent source of disputes.
- In Canada and Australia, note if GST/HST or GST will be added on the final invoice so the accepted total is not a surprise.
- Keep the accepted quote on file; it is your evidence of the agreed scope if the project changes later.
This is general information, not legal or tax advice. Tax registration numbers, mandatory wording, and retention periods differ by country and by state or province — confirm the rules that apply to you before sending a document to a client.
Worked example
A contractor quotes a bathroom refit: 'Labour — 40 hours at $65', 'Materials — $2,400', and 'Waste removal — $300'. The subtotal is $5,300. The quote notes 'Valid for 30 days' and 'Excludes tiling, quoted separately'.
The client accepts within the window, the contractor converts the line items into a deposit invoice for 40% up front, and the remaining balance is billed on completion. Because the scope exclusion was written down, the later tiling job is quoted and billed cleanly on its own.
FAQ
Is a quote legally binding?
It can become part of a binding agreement, but the result depends on the jurisdiction, wording, acceptance, later communications, and conduct such as paying a deposit. Record scope, price, expiry, exclusions, and acceptance clearly, and obtain legal advice when enforceability matters.
Should I include tax in a quote?
Show expected tax if you will charge it, so the client sees the expected final cost. If you are not registered or authorized to collect a particular tax, do not describe the transaction as tax-free; state accurately that the quoted amount does not include that tax and verify your obligations.
How long should a quote stay valid?
Choose an explicit period that matches price volatility, supplier commitments, and scheduling capacity. Thirty days is a common business choice, not a universal legal default.
What if the work ends up costing more than the quote?
If the scope changes, issue a revised quote or a change order before doing the extra work. Never surprise a client with a final invoice higher than an accepted quote for the same scope.
Can I turn a quote into an invoice?
Yes. Once the quote is accepted, reuse the same line items in the invoice generator so the numbers match exactly.
Do I need a deposit?
For larger projects a deposit protects you from doing significant work unpaid. The deposit invoice tool on this site handles the upfront percentage and remaining balance.
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