Quotation Maker (2026) — Free Online Quote Generator
Client Said “Send Me a Quote” — Now What? Use This Free Quotation Maker 2026
The prospect is interested. The price is in your head. But they want it in writing —professional, itemized, with a valid-until date — before they commit.
This free quotation maker does the job in minutes. Add your business details, list your services or products line by line, set your validity period, download the PDF. No account, no subscription, no Excel formula that breaks when you add a row.
What Is a Quotation Maker?
A quotation maker is a tool that helps businesses create professional price quotes by organizing items, pricing, taxes, and validity terms into a clear, ready-to-send document.
The Moment Every Business Owner Dreads
A potential client just called. The project sounds good, the budget seems right, and they’re ready to move forward — but they want a formal quote before they commit. You hang up, open your laptop, and stare at a blank Word document. Where do you put the quote number? What should the valid-until date be? Did you include tax? Twenty minutes later you’re still formatting a table that won’t align properly, and the client’s momentum is cooling.
That’s the problem a quotation maker solves. It’s a free online tool that generates professional, PDF-ready price quotations in minutes — no Word, no Excel, no spreadsheet formulas to break. Fill in your business details, add your line items with quantities and rates, set a validity date, and download a clean PDF that’s ready to email or print on the spot.
Why a Dedicated Quotation Tool — Not Word or Excel
Most businesses start with Word or Excel for quoting because it’s free and familiar. The problem shows up fast: formulas break when you add rows, formatting shifts when you print, every quote takes 15–20 minutes of manual effort, and nothing looks consistent across clients.
What competitors offer — Refrens, Invoicer.ai, Wave, Jotform — all require you to create an account or sign up for a subscription before you can generate a quote. Our quotation maker works directly in your browser. No account, no subscription, no trial period. Fill in the details, download your PDF, send it to the client. That’s the entire workflow.
How to Use This Free Quotation Maker
Step 1 — Enter Your Business Information
What Goes in the “From” Section
Your business name, address, city, ZIP, phone, and email — fill these in the “Your Business Info” panel on the left. If you have a company logo, upload it using the Add Logo area. A logo makes an immediate difference: a branded quotation looks like it came from an established business, not a freelancer with a template.
For sole traders and freelancers, use your full name as the business name and your personal contact details. For registered companies, use your legal business name exactly as it appears on your registration.
Adding Your Logo
Click the logo upload area and select your image file. PNG or JPG both work. Your logo appears at the top of the PDF preview on the right side of the screen — you can see exactly how it will look before you download.
Step 2 — Add Client Information
Filling In the “To” Section
Enter the client’s name (or company name), address, city, ZIP, phone, and email in the Client Info panel. For B2B quotes, add the company name on the first line and the contact person’s name below it — this matters when your quote lands in an accounts payable department and needs to reach the right person.
Project Name and Location Fields
These two fields are unique to our tool and matter more than they look. The Project Name field (e.g., “Kitchen Renovation” or “Website Redesign — Phase 1”) appears prominently on the PDF and tells the client exactly what this quote covers. The Project Location field is useful for contractors, landscapers, and trades — it identifies the job site separately from the billing address, which matters for multi-site clients and commercial accounts.
Step 3 — Set Your Estimate Details
Quote Number, Date, and Valid Until
The Estimate # auto-fills as EST-001 but you can edit it to match your own numbering system. Use a consistent format — EST-2026-047 or Q-047 — so you can reference quotes in follow-up emails without confusion.
The Date field defaults to today. The Valid Until date is where most quotation templates fall short — they either don’t include this field or leave it blank. Always set a validity period. The standard is 14–30 days for most service and product quotes. Why it matters: once a client accepts a quote, the prices on it are binding. A validity window protects you if material costs or your rates change before the client responds.
Currency Selection
The Currency field lets you set your billing currency — USD, GBP, EUR, AUD, CAD, and others. This is particularly useful for freelancers and agencies working with international clients. The currency symbol appears on every line item and the total, so the client’s finance team can process it without ambiguity.
Step 4 — Add Your Line Items
The Work / Item Table
This is the heart of your quotation. Each row in the table represents one charge — a service, a product, a phase of work, or an expense. The table has four columns:
- Work / Item: Description of what you’re charging for
- Qty: Quantity (hours, units, days, pieces)
- Rate: Unit price in your selected currency
- Amount: Auto-calculated (Qty × Rate)
Click + Add Item to add more rows. There’s no limit on the number of line items.
How to Write Good Line Item Descriptions
This is where most quotes win or lose the client. Vague descriptions create questions; specific descriptions build confidence.
| Weak Description | Strong Description |
|---|---|
| Design work | Brand identity design — logo, color palette, typography guide |
| Labour | Framing labour — 2-person crew, 16 hrs total |
| Materials | Treated pine framing timber — 90×45mm, 120 linear metres |
| Consulting | Project scoping session — 2 hrs, includes written brief |
The extra 30 seconds spent writing a clear description eliminates the “what does this include?” email that delays your payment by a week.
Adding Tax and Discount
Below the line items, the tool shows a Subtotal with expandable + Tax and + Discount fields.
Tax: Click + Tax to add a tax line. Enter your applicable rate — GST (10% in Australia, New Zealand), VAT (20% UK, various EU rates), or US sales tax (varies by state and service type). The tool calculates and displays the tax amount separately so clients can see the pre-tax and post-tax figures clearly.
Discount: Click + Discount to apply a discount before tax. You can enter a flat dollar amount or a percentage. Showing a discount as a visible line item — rather than simply reducing your rates — demonstrates the value you’re offering and gives clients a reference point when comparing your quote to competitors.
Step 5 — Add Notes and Terms
The Notes / Terms Section
The notes field at the bottom of the form is where you put everything that protects your business and sets client expectations. Don’t leave this blank. A well-written notes section prevents the three most common post-quote disputes:
Scope boundary: State clearly what the quote does and does not include.
“This quote covers installation only. Supply of fixtures by client. Any additional work outside listed scope requires a separate written quote.”
Price validity note: Reinforce your valid-until date in plain language.
“Pricing valid until [date]. Material costs subject to market changes after this date.”
Payment terms: State when and how you expect payment.
“50% deposit required before work begins. Balance due within 14 days of completion. Accepted: bank transfer, PayPal.”
Assumptions: For complex projects, list your assumptions.
“Quote assumes standard site access during business hours. Work requiring out-of-hours access will incur additional charges.”
Step 6 — Preview, Download, and Send
Using Quick Preview and Download PDF
The right panel shows a live preview of your quote PDF as you fill in the form. Click Quick Preview to open a full-size version and check everything looks right — layout, line item alignment, totals, and your logo placement.
When you’re satisfied, click Download PDF. The file saves instantly to your device — no email required, no account created, no data sent to a server. You own the PDF immediately.
Print Option
The Print button sends the quote directly to your browser’s print dialog. Select your printer or use “Save as PDF” to save a second copy. Useful for on-site quotes when you want to hand a physical copy to a client before you leave.
Quotation Format — What Every Professional Quote Must Include
Required Fields for a Valid Quotation
Header and Identification Fields
A professional quotation needs these identification elements so both parties can reference it accurately in emails, approvals, and eventually the invoice:
- Your full business name and contact details
- Client name and company (if applicable)
- A unique Quote Number — not just a date
- Issue Date — when the quote was created
- Valid Until Date — when the quoted prices expire
Missing a quote number is the most common formatting error. Without it, your follow-up email has nothing specific to reference, and your accounting records have no link between the quote and the eventual invoice.
Itemized Line Items — The Core of the Document
Every quotation needs a clear table showing exactly what the client is being charged for. The minimum columns are: description, quantity, unit rate, and line total. Optional but recommended: unit of measure (hours, days, m², units).
Never write a single-line quote like “Project cost — $4,500.” Even if your pricing is simple, break it into at least 2–3 line items. A single number invites the client to negotiate without reference. An itemized breakdown justifies the total and makes acceptance easier.
Validity Date and Payment Terms
The validity date is legally significant — it’s the window during which your quoted prices are binding if the client accepts. After the valid-until date, you’re free to requote at updated rates.
Payment terms on a quotation are your pre-commitment to how the invoice will be structured. Include:
- Deposit requirement (if any)
- When the balance is due after job completion
- Accepted payment methods
- Late payment fee (if applicable)
Getting these in the quote means they’re agreed upon before work starts — not negotiated after the invoice arrives.
Terms and Conditions
Your T&C section protects you from scope creep, cancellation losses, and payment disputes. At minimum, include:
- What’s included and explicitly what’s excluded
- What happens if the client requests changes mid-project (change order policy)
- Cancellation terms and any deposit retention
- Warranty or guarantee terms if you offer them
Free Quotation Templates (PDF, Word, Excel)
You can use quotation templates in Word, Excel, or PDF format. However, templates require manual calculations and formatting.
This quotation maker automatically calculates totals, tax, and discounts — making it faster and more accurate than templates.
Quotation vs Estimate vs Invoice — The Difference That Matters
These three documents are often confused, and the confusion can create real business problems:
Estimate: An approximate cost provided early in the sales process, often before full scope is defined. Not binding. Tells the client roughly what to expect.
Quotation: A fixed-price formal offer with specific line items, valid for a defined period. Becomes binding when the client accepts it in writing. Our Estimate Maker is purpose-built for the estimate stage; this tool is for the formal quote stage.
Invoice: Sent after work is complete (or at billing milestones) to request payment. The invoice amount should match the accepted quotation unless scope changes were documented. Our Invoice Maker handles this final step.
Typical flow: Estimate → Quotation (accepted) → Work → Invoice. Using the right document at each stage gives you legal clarity, sets client expectations, and protects your pricing.
Quotation Templates by Business Type — What to Include
Service Business Quotation
Line Items for Service-Based Quotes
Service businesses — consultants, designers, marketers, IT professionals, cleaners — bill primarily for time and expertise. Your quotation should break down exactly what service is being delivered, at what rate, and for how many hours or units.
For project-based services, break the work into phases:
| Service / Phase | Qty | Rate | Total |
|---|---|---|---|
| Discovery & scoping session | 4 hrs | $150/hr | $600 |
| Brand strategy document | 1 | $800 flat | $800 |
| Logo design (3 concepts + revisions) | 1 | $1,200 flat | $1,200 |
| Brand guidelines PDF | 1 | $400 flat | $400 |
| Subtotal | $3,000 |
For retainer or ongoing services, specify the billing period:
“Monthly social media management — 20 posts, scheduling, reporting — $1,200/month”
Contractor and Trades Quotation
Labour and Materials — Always Separate
For builders, electricians, plumbers, carpenters, landscapers, and other tradespeople, the single most important formatting rule is: never combine labour and materials into one line. Clients who can see labour and materials separately understand the quote and accept it faster. Clients who see a lump sum negotiate it.
Use our Trade Invoice after the job is done to bill consistently with how you quoted — same line item structure makes the invoice feel like a natural progression of the approved quote.
Structure your contractor quote like this:
| Line Item | Qty | Unit | Rate | Total |
|---|---|---|---|---|
| Electrical rough-in labour | 12 | hrs | $95/hr | $1,140 |
| Final fit-off labour | 6 | hrs | $95/hr | $570 |
| 10mm² cable — main run | 40 | metres | $4.80 | $192 |
| GPO outlets | 8 | units | $28 | $224 |
| Safety switches (RCD) | 2 | units | $65 | $130 |
| Materials markup (15%) | — | — | — | $81.90 |
| Subtotal | $2,337.90 |
Always add a notes line: “Quote includes standard site access. After-hours work or restricted access charged at 1.5× labour rate.”
Product Sales Quotation
SKU, Quantity, and Unit Price
Product-based businesses — suppliers, wholesalers, manufacturers — need a different line item structure. Include product SKU or part number, description, unit price, quantity, and total. If you’re quoting a bulk order, show the per-unit price and the quantity discount clearly.
| Product | SKU | Qty | Unit Price | Total |
|---|---|---|---|---|
| Ergonomic office chair | ERG-2024-BLK | 20 | $340 | $6,800 |
| Standing desk converter | STD-L-WHT | 10 | $185 | $1,850 |
| Monitor arm, single | MON-ARM-01 | 20 | $95 | $1,900 |
| Bulk order discount (8%) | — | — | — | −$844 |
| Subtotal | $9,706 |
For product quotes, also state: delivery terms (FOB, CIF, ex-works), lead time, minimum order quantity if applicable, and whether quoted prices include or exclude shipping.
Freelancer Quotation
Hourly vs Fixed Price — How to Present Both
Freelancers often quote a mix of hourly and fixed-price work within the same project. The key is clarity — the client should be able to see exactly what they’re committing to and what might change based on hours.
For fixed-scope deliverables, use a flat rate per deliverable. For open-ended tasks (revisions, support hours, research), use an hourly rate with an estimated cap:
| Deliverable | Type | Rate | Total |
|---|---|---|---|
| Website copywriting — 5 pages | Fixed | $250/page | $1,250 |
| SEO keyword research | Fixed | $350 flat | $350 |
| Monthly blog posts (4 × 800 words) | Hourly | $75/hr est. 16 hrs | $1,200 est. |
| Subtotal | $2,800 est. |
Add a note: “Hourly estimates are best-effort. Actual hours billed at $75/hr with weekly updates provided.” This sets expectations without locking you into a fixed price for variable work.
How to Write a Quotation — Step-by-Step Guide
Writing Your First Professional Quote
Start With the Scope, Not the Price
The most common quoting mistake is to calculate a price first, then figure out how to justify it. Work in the opposite direction. Define the full scope of what you’re delivering — every deliverable, every phase, every included item — and price each element independently. When you add them up, the total is defensible because every number has a source.
For trades and construction, walk the site before quoting. For service businesses, hold a scoping call. For product sales, confirm current stock and lead times. A quote built on assumptions creates surprises that damage client relationships.
Use the “Valid Until” Date as a Sales Tool
Most businesses treat the validity date as a formality. Smart businesses use it as a gentle urgency mechanism. A 14-day validity window with a note like “Prices valid until [date]. Reach out to extend if you need more time” creates a natural follow-up touchpoint without being pushy. After the date passes, you have a reason to check in: “Your quote expired on [date] — happy to reissue at the same rates if you’re still interested.”
Follow Up Professionally
A quote without a follow-up converts at roughly half the rate of one with a single follow-up call or email. Send the quote, then follow up 48 hours later with a brief email: “Just checking you received the quote for [Project Name] — happy to answer any questions or adjust any line items.” This one step significantly improves close rates for freelancers and small businesses.
Frequently Asked Questions
What is a Quotation?
A quotation is a formal document that outlines the price of products or services before work begins. It includes itemized costs, validity period, and payment terms.
What is the difference between a quotation and an invoice?
A quotation is sent before work begins — it’s your formal price offer, valid for a set period. An invoice is sent after work is complete, requesting payment. The amounts should match unless you documented and agreed to scope changes. Use our Estimate Maker before quoting, this quotation maker during the sale, and our Invoice Maker to collect payment at the end.
How do I create a quotation for free?
Use the quotation maker above — fill in your business details, client details, line items, and validity date directly in your browser. Click Download PDF. No signup, no account, no watermark. Completely free.
What should a quotation include?
Every professional quotation needs: your business name and contact details, client name and address, a unique quote number, issue date and valid-until date, itemized line items with descriptions and unit prices, subtotal, tax (if applicable), discount (if applicable), total, and payment terms. The Notes field is where you add scope boundaries, assumptions, and any conditions.
How long should a quotation be valid?
The standard validity period is 14–30 days for most service businesses and contractors. For material-heavy trades where prices fluctuate (construction, landscaping, manufacturing), 7–14 days is safer. For product quotes where pricing is stable, 30 days is common. Set the valid-until date in the Estimate Details panel before downloading.
Can I add GST or VAT to my quotation?
Yes. Click the + Tax field below the line items and enter your applicable rate. For Australian businesses, enter 10% for GST. For UK businesses, enter 20% for standard-rate VAT. For US businesses, add your applicable state sales tax rate. The tool calculates the tax amount and displays it as a separate line on the PDF so clients can see the pre-tax and post-tax totals clearly.
What is a formal quotation?
A formal quotation is a written, itemized price offer sent to a potential client before work begins. It includes your business details, the client’s details, a quote number, an expiration date, itemized pricing, and payment terms. When a client accepts a formal quotation in writing, it typically becomes a binding agreement — you’re committed to the quoted price for the validity period.
How is a quotation different from an estimate?
A quotation is a fixed-price commitment — the price doesn’t change once accepted. An estimate is an approximation, usually issued before full scope is defined, and may change as the project develops. If you’re at the early stage and still defining the scope, use our Estimate Maker. When the scope is defined and you’re ready to make a firm price offer, use this quotation maker.
Can I use this for both product and service quotes?
Yes. The line item table works for any combination of products, services, labour, materials, or expenses. Add as many rows as you need with the + Add Item button. Use the description field to clearly label each row — product code for physical goods, service description for professional services, phase name for project-based work.
Related Tools
After the client accepts your quotation, use our free Invoice Maker to create the final bill — same line item structure makes converting a quote to an invoice a two-minute job. For jobs where scope isn’t fully defined yet, the Estimate Maker lets you issue an approximate cost before you commit to a fixed price. When you need to order materials or products from a supplier, our Purchase Order generator creates a formal PO document that commercial suppliers and vendors accept.
Create your quotation now — it takes less than 2 minutes.