Editable structure
Quotation field structure
Use this field structure as a starting point, then confirm the details required for your business and jurisdiction.
01
Quotation format in Word, Excel or PDF
Download the quotation format in Word to edit the wording and layout, or the quotation format in Excel to work through quantities, rates and the quoted total in a spreadsheet. Both files open in Microsoft Word or Excel and can be imported into Google Docs or Google Sheets.
For a quotation format PDF, complete the Word, Excel or printable HTML file, then save or print it as a PDF. The customer receives a fixed version, and you keep the editable file for the next revision.
- Word (.docx): edit the scope wording, terms and layout.
- Excel (.xlsx): keep line quantities, rates and the subtotal in one sheet.
- PDF: save the completed file as a PDF before sending it.
Prefer to fill it in online? Build the quote in the free estimate generator and save it as a PDF from your browser.
02
Quote template or quotation format: the same document
A quote and a quotation are the same document. In the US it is usually called a quote, so a quote template does the same job as a quotation format: it sets out a priced offer the customer can accept before work starts.
An estimate is often used differently. Many businesses send an estimate when the figure is indicative and may change as the work becomes clearer, and a quotation when they commit to a price for a stated period. Label the document so the customer knows which one they are accepting.
When the price is still indicative, start from the estimate template instead.
03
Describe the boundary of the offer
A customer should be able to see what is included, what is excluded and which assumptions affect the price. Vague scope creates billing disputes later, even when the total looked clear at acceptance.
Put this into practice with Use the invoice template.
04
Keep price and validity together
State the currency, tax treatment, payment schedule and how long the offer remains valid. If quantities or rates can change, explain the trigger rather than leaving an open-ended total.
Put this into practice with Manage project billing.
05
Simple quotation format: a sample filled in
A quotation sample makes the fields easier to follow than a blank page. The sample quotation format below uses illustrative values only; replace each one with your own details, tax treatment and terms.
| Field | Sample entry |
|---|---|
| Quotation number and date | QT-0107, 1 October 2026 |
| Valid until | 31 October 2026 |
| Line 1 | Website maintenance, 12 months at 8,000 = 96,000 |
| Line 2 | Content migration, fixed fee = 25,000 |
| Subtotal and estimated tax | 121,000, plus tax at the rate that applies, shown separately |
| Assumptions and exclusions | Hosting fees excluded; up to 40 pages migrated |
| Acceptance | Customer name, signature and date |
Put this into practice with Create invoices in Invoicera.
06
Carry accepted terms into billing
Accepted scope, milestones and rates should remain connected to the invoice they produce. This reduces manual reconstruction and gives reviewers the context behind each charge.
Some customers confirm an accepted quotation by raising a purchase order that quotes your reference. Keep the quotation number and the purchase order number together, because both usually appear on the invoice. In Invoicera, a quote or estimate converts into the invoice, so the accepted lines are not retyped.
See how the customer's side of the agreement works in what is a purchase order.
Step by step
Use the sequence, then check the exceptions.
- 01
Identify the seller, customer and quotation reference.
- 02
Describe each proposed item, deliverable or milestone.
- 03
State price, taxes, payment schedule, assumptions and validity.
- 04
Capture acceptance, then carry the agreed details into billing.
