You did the site visit. You know what the job needs. And then the quote sits on your kitchen table for three days because writing it feels like paperwork.
Meanwhile, the customer is talking to someone else. Companies that reply to a new inquiry within an hour are nearly 7 times more likely to turn it into a real sales conversation than those that wait longer (Harvard Business Review, 2011).
This free quote template helps you send a clear, professional quote the same day. The Excel and Google Sheets versions do the math for you: line totals, discount, sales tax, total and deposit.
Download the free quote template
No email required. In the Excel file, everything in blue is yours to fill in. Everything in black calculates on its own.
What's in this quote template
- Your business details and the customer's, at the top.
- Quote number, date and "valid until" date, which fills in automatically (30 days by default).
- A short job description, so the customer knows exactly what they're paying for.
- Up to 10 line items with quantity, unit price and line total.
- Subtotal, discount, sales tax and total, calculated for you.
- Deposit to start the job, as a percentage of the total.
- Terms: payment, what's not included, how changes are handled and how to pay.
- A signature line, so a "yes" becomes a clear agreement.
It works for contractors, cleaners, landscapers, electricians, designers, caterers and most service businesses.
How to write a quote for a job (step by step)
- Write the job in one sentence. "Replace kitchen faucet and fix the leak under the sink." If you can't say it in one sentence, the customer won't understand it either.
- List the work as separate lines. Labor, materials and any extras each get their own line. Customers trust a quote they can read line by line.
- Price each line. Use your real costs plus your margin. Don't round down to win the job; you'll pay for it later.
- Add tax and any discount. Check your local sales tax rules. The template's 8% is only an example.
- Set a deposit and an expiry date. A deposit (often 20% to 50% for bigger jobs) filters out customers who were never going to book. An expiry date protects you when material prices change.
- Write what's not included. One line here prevents most arguments later: permits, disposal, drywall repair, travel outside your area.
- Send it the same day, as a PDF. In Excel or Google Sheets, use File, then Download or Save as, then PDF.
Quote example
Here's what the template looks like filled in for a small plumbing job:
| # | Description | Qty | Unit price | Line total |
|---|---|---|---|---|
| 1 | Replace kitchen faucet (install) | 1 | $180.00 | $180.00 |
| 2 | Labor (hours) | 2 | $95.00 | $190.00 |
| 3 | Parts and supplies | 1 | $45.00 | $45.00 |
| Subtotal | $415.00 | |||
| Tax (8%, example) | $33.20 | |||
| Total | $448.20 | |||
| Deposit to start (30%) | $134.46 |
Clear lines, a clear total and a clear next step. That's all a good quote needs.
Write your quote faster with AI
You don't need to type every quote from scratch. After the site visit, record a 2-minute voice note in your truck or car, turn it into text, and paste it into an AI assistant (ChatGPT, Claude, Gemini or Copilot) with this prompt:
Turn my notes into a clear, friendly quote for [client name]: a one-sentence job description, a list of line items with quantity and price, what's not included, and a timeline. Plain English. My notes: [paste]
Check every price and promise, then copy the lines into the template. AI drafts, you decide.
After you send it: follow up
Most quotes that go quiet aren't a "no." People get busy. Send two short, friendly follow-ups:
After 2 days:
Hi [name], just checking you received the quote for [job]. Happy to answer any questions or adjust anything. [your name]
After 7 days:
Hi [name], I have a spot open on [day] if you'd like to go ahead with [job]. The quote is valid until [date]. Just reply and I'll book it in. [your name]
Write them once, save them, and send them to every quote. It's the easiest money you'll ever make.
Quote vs estimate: which one is this?
A quote is a fixed price for a clearly defined job. An estimate is your best guess when you can't know the full scope yet, like a repair you haven't opened up. If the price might change, call it an estimate and say what could change it. This template works for both: just change the title at the top. Or use the free estimate template, which also shows a likely price range. More on the difference in estimate vs quote.
Frequently asked questions
Is a quote legally binding?
Once the customer accepts it, a quote can be treated as an agreement in many places, so only quote what you can deliver. Rules differ by state and province; for big jobs, a short written contract is worth having. This is general information, not legal advice.
How long should a quote be valid?
Most small businesses use 14 to 30 days. Shorter if your material prices change often. The template is set to 30 days, and you can change it.
Should I charge for quotes?
For most small jobs, quotes are free. For complex work that takes hours to plan, many businesses charge a design or assessment fee and credit it back if the customer books.
What's the difference between a quote and an invoice?
A quote is sent before the work, to agree on a price. An invoice is sent after (or during) the work, to ask for payment.
Can I use this quote template in Google Sheets?
Yes. Use the Google Sheets link above to make your own copy, or upload the Excel file to Google Drive and open it with Google Sheets. The formulas work in both.
Want to win more of the jobs you quote?
This template comes from Close More Deals, book 2 of the AI for Small Business series. It shows you how to reply to new inquiries fast, write quotes from a voice note, follow up without being pushy and bring past customers back, with ready-to-copy messages and a Sales Tracker spreadsheet.
See the full kit · or start with the free 5 Quick Wins guide