Free Quote Generator
Create professional quotes and estimates in minutes. Fill in your details, add your line items, and download a clean PDF instantly — completely free.
This is a quote generator, not an invoice
The form is pre-filled for a quote. Set your number to QUOTE-001, add an expiry date in the Notes field, and list your quoted prices. When the client accepts and work is done, create a fresh invoice referencing this quote number.
Free Invoice Generator
Create professional invoices in seconds. Download as PDF instantly. No signup required.
1Your Business Details
2Bill To (Client)
3Invoice Details
4Line Items
5Tax, Discount & Shipping
e.g. "VAT (20%)", "GST (10%)", "CGST + SGST (18%)"
e.g. "Early Payment (5%)", "Loyalty Discount"
6Notes & Terms
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Service or product description | 1 | $0.00 | $0.00 |
This quote is valid for 30 days from the date of issue. Prices are subject to change after this period. Please contact us if you have any questions.
To accept this quote, please reply in writing or pay the deposit. A 50% deposit is required before work commences. Final payment is due on completion.
What is a Quote?
A quote (also called a quotation) is a formal document sent to a potential client that states the exact price you will charge for a defined scope of work. Unlike an estimate, a quote is a fixed commitment — if the client accepts it, you are bound to deliver at that price.
Quotes are used by freelancers, contractors, agencies, tradespeople, and any service business where the scope and price should be agreed before work begins. A well-written quote protects both parties by clearly documenting what was agreed.
Quote
Fixed price commitment. Binding once accepted. Usually valid 14-30 days.
Estimate
Approximate price. Can change as scope becomes clearer. Less formal than a quote.
Invoice
Sent after work is complete. A formal payment request. Legally binding payment obligation.
What to Include in a Quote
6 Tips for Quotes That Win Business
Label it clearly
Write QUOTE or ESTIMATE at the top, not Invoice, so clients know this is not a payment request. Change the invoice number to QUOTE-001 to avoid confusion with your invoicing sequence.
Set an expiry date
Always state how long the quote is valid — typically 14 to 30 days. This protects you from price increases in materials or labour, and motivates clients to decide quickly.
Be specific
Vague quotes cause disputes later. Write exactly what is included, how many revisions, what deliverables are, and crucially what is NOT included. Clients often assume scope beyond what you meant.
Show your value
Break the quote into line items rather than a single lump sum. This shows clients where the value is and makes it harder to compare you on price alone against competitors with a single figure.
Include acceptance terms
State how the client should accept the quote — email confirmation, a signed copy, or a deposit payment. This creates a clear paper trail and prevents I did not officially agree to this situations.
Follow up
Send a polite follow-up if you have not heard back within 5-7 days. Most clients appreciate the reminder. A simple Just checking you received this, happy to answer any questions often seals the deal.
Quote vs Invoice — Side-by-Side
How to Send a Quote — Step by Step
Understand the scope
Before quoting, make sure you fully understand what the client needs. Ask clarifying questions. A quote based on misunderstood scope leads to a loss-making job or a disappointed client.
Fill in this quote generator
Enter your business details, client details, and line items. Set the quote number, add an expiry date in the notes, and list your quoted prices with descriptions specific enough to prevent scope creep.
Download and review
Download the PDF and read it as your client would. Check every figure, confirm the scope is clear, and make sure the terms are accurate before sending.
Send by email with a covering message
Attach the PDF and write a brief, professional email. Summarise what the quote covers, invite questions, and state clearly how to accept — reply by email, pay a deposit, or sign and return.
Follow up
If you have not heard back within 5-7 days, follow up once with a polite email. Most clients appreciate the nudge. Do not follow up more than twice.
Convert to invoice when done
Once work is complete, create an invoice referencing the original quote number. This closes the loop professionally and shows the client exactly what was agreed vs. what is now due.
Frequently Asked Questions
What is the difference between a quote, estimate, and proforma invoice?
A quote is a fixed-price commitment — if the client accepts, you are bound to that price. An estimate is approximate and can change. A proforma invoice looks like an invoice but is non-binding, used for customs or advance payments. For most service businesses, a quote is the most appropriate pre-work document.
Is a quote legally binding?
Yes — once a client accepts a written quote, it forms a binding contract. That is why it is important to be clear about what is included, payment terms, and an expiry date. If a quote is accepted after the expiry date without your confirmation, it may not be binding.
How do I convert a quote to an invoice?
Once the client accepts and the work is done, create a new invoice referencing the original quote number. Change the document title from Quote to Invoice, update the number, set a payment due date, and remove the validity and acceptance terms.
Should I charge GST or VAT on a quote?
If you are registered for GST or VAT, include it on your quote just as you would on an invoice. This avoids surprises when the invoice arrives. If you are not registered, leave tax at zero.
What should I do if my costs change after sending a quote?
If costs change before the client accepts, send a revised quote and communicate clearly what changed. If the client has already accepted, you are generally bound by the original price unless your terms include a material cost escalation clause.
Can I use this quote generator for free?
Yes, completely free. No account required, no watermarks, unlimited quotes. Fill in your details, download as PDF, and send to your client.