Documents · Quote
Quote template: fill it in, print it, get it accepted
Type the line items on the left and the quote lays itself out on the right, on the page exactly as it will print, with your logo, the quote number and the date it is valid until. It works as a quotation for services, for materials or for both: quantity, unit and price on each line, only the taxes you add, discounts per line or on the whole quote. When it is ready, print it, save it as PDF or send your customer a link to accept it. It is kept in this browser: nothing is uploaded.
Your company on the documents
Shown on every document you make here, and on the specification sheet and the schedule report: one set of details for all of them. Saved in this browser.
PNG, JPG, WebP or SVG, up to 900 kB.
What goes on a quote
From top to bottom, the way the page prints it: your business name, address and contact details; the customer and the job site; the quote number (Q-2026-001 if you leave it blank) with its date and a “Valid until” line; the work, in sections if you like, one line per item with quantity, unit, unit price and an optional discount; the subtotal, each tax with its rate, and the total; what is included and what is not; and your terms for payment, lead time and warranty. Optional items print on the quote but are not added to the total, so the customer sees the choice without the total changing behind their back.
A worked example
A glazier quoting a frameless shower door, with made-up prices and a made-up tax rate: Quote Q-2026-014, valid for 30 days.
| Item | Amount |
|---|---|
| 1 × frameless shower door, 3/8 in tempered glass, 36 × 72 in, at $1,150.00 | $1,150.00 |
| 1 × installation and silicone sealing, at $250.00 | $250.00 |
| Optional: brushed nickel hardware, $95.00 | not added |
| Subtotal | $1,400.00 |
| Sales tax 8 % | $112.00 |
| Total | $1,512.00 |
With “50 % on acceptance” in the terms, the deposit is $756.00. Once accepted, the quote is issued and frozen; if the customer then wants the nickel hardware, that is revision 2, and the comparison shows the line added and the total moving by $102.60: $95.00 plus 8 % tax.
Sales tax, VAT or GST
No tax is assumed: you add the ones that apply, with their rate, and a line can carry its own. The buttons bring the general rates, checked with each tax authority on 24 October 2026: VAT 20 % in the United Kingdom; GST 5 % in Canada, or HST 13 % in Ontario, 14 % in Nova Scotia and 15 % in New Brunswick, Newfoundland and Labrador and Prince Edward Island; GST 10 % in Australia. The United States has no national sales tax: the rate is your state's plus the local one, and whether labor is taxed depends on the state, so the “Sales tax” button adds the name and you type your rate. A quote is not a tax invoice.
Send it, get it accepted
“Send to the customer” puts the quote inside a link. Your customer opens it on their phone, reads it as it prints and accepts it with a message to your WhatsApp or e-mail that names the quote number, the revision, the total and a reference code, so you know which version they said yes to. If you add your own payment link, the deposit is paid there. The acceptance is a message, not a certified electronic signature, and nothing is stored on any server.
Issued means frozen
While it is a draft, the quote saves itself as you type. Issued, it is frozen: a change becomes revision 2, 3… and each revision can be compared with the one before, line by line, with what the total moved. When the job is done, “Make the delivery note”, under More, turns the accepted quote into a delivery note, and the materials and hours of a work order come back here as lines waiting for their price.
What is free
Quotes of up to 20 lines, with your logo and business details, printed or saved as PDF, and the link for your customer. A new quote counts toward the 10 new documents a month of the free plan, shared with work orders, survey sheets, delivery notes and purchase orders. The free version prints a small “Prepared with SyntaxFlow” line at the foot. Pro (€3.99 a month with the first 7 days not charged, or €29 once) removes that line and the monthly limit, and adds more lines, your library of materials and services, alternatives for the customer to choose from and the full revision history.
Prefer the word estimate? The estimate maker is the same tool, with the same documents.
Questions people ask
- What is the difference between a quote and an estimate?
- As the trades usually use the words, an estimate is an approximate price that may change once the work starts, while a quote is a fixed price for the work it describes, valid until a stated date: if the customer accepts in time and the job does not change, the price holds. Whether either one binds you depends on the law where you work. This template makes both; call it a quote when you commit to the price, and give it a valid-until date.
- What should a quote include?
- Your business details and the customer's, a quote number and the date, how long it is valid, each item with quantity, unit and price, the taxes with their rate, the total, what is and is not included, and your terms for payment, lead time and warranty. The template has a place for each, and the number fills itself in as Q-2026-001, Q-2026-002… when you issue the quote.
- How long should a quote be valid?
- As long as you can hold the prices: 30 days is common and is what the template suggests, shorter when material prices move fast. You type the number of days and the page prints the “Valid until” date.
- Do I add sales tax or VAT to a quote?
- Add the tax your customer will pay, so the total is the real one; the template assumes none. In the United States the rate is your state's sales tax plus the local one, and you type it. In the United Kingdom VAT is 20 %, in Canada GST is 5 % or HST from 13 to 15 % depending on the province, and in Australia GST is 10 %. With no tax added, the quote can print “Taxes not included” under the total.
- Can my customer accept the quote online?
- Yes: send it as a link. Your customer opens it on a phone or a computer and accepts with a message to your WhatsApp or e-mail that carries the quote number, the revision, the total and a reference code. It is a message, not a certified electronic signature; for a signature, print the quote and have it signed.
- Is this quote template free?
- Yes, for up to 10 new documents a month between quotes, work orders and the other documents, with quotes of up to 20 lines, the PDF and the link for your customer. Pro has no monthly limit.