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Quotation Generator

Price the job line by line and send the customer a quotation they can say yes to. It carries an expiry date rather than a due date — because a quote is an offer, and an offer with no end on it is a price you have promised to hold forever. When they accept, switch to the invoice and your lines come with you.

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Your business

Logo (optional)

Stays on this device. It is never uploaded anywhere.

Bill to

Document

Valid for:

The date is printed with a named month — 25 Sep 2026, never 25/09/2026, which is a different day to half the world.

Items

VAT, discount, delivery and deposits

Your rate, not a rate we look up. Change what it is called in the settings chip in the header — VAT, GST, sales tax.

Taken off before VAT and split across the lines, so a document with two rates still charges the right tax on each.

Whether delivery is taxed, and at what rate, depends on where you trade and what you are sending. You decide it; nothing here assumes.

Comes off the total and leaves a balance due.

Put it on the document rather than in the covering email — the email is the thing most likely to be lost.

Saved on this device as you type. Nothing is uploaded.

QUOTATION

Quotation no.
not set
Date
no date

FROM

Your business name

BILL TO

Your customer's name

DESCRIPTIONQTYUNIT PRICEAMOUNT
Website design1£2,400.00£2,400.00
Copywriting8£95.00£760.00
Printed leaflets, A5500£0.42£210.00
Quoted total
£3,370.00

This is a quotation, not a request for payment. It is an offer to supply the items above at these prices, and it stands until the date shown.

Prepared with calculatorpro.co

Show the working
  • Website design: 1 × £2,400.00 = £2,400.00
  • Copywriting: 8 × £95.00 = £760.00
  • Printed leaflets, A5: 500 × £0.42 = £210.00
  • Subtotal: £3,370.00
  • VAT at 0% on £3,370.00 = £0.00
  • Total: £3,370.00

Check this before you rely on it. A free everyday calculator, provided as a guide — not tax, accounting, financial or legal advice. The working is shown above so you can verify it against your own figures. See our terms of use.

How it works

STEP 1

Break the job into lines

One line per part of the work, priced the way the customer will read it. A quotation that says “Building work — £4,200” gets negotiated; one that shows the materials, the labour and the days does not, because there is nothing left to argue with.

STEP 2

Set how long it stands

Valid for 7, 14 or 30 days in one click, or pick a date. This is the field that protects you: once a customer accepts a quotation it is generally binding on you at that price, and materials, wages and exchange rates will not hold still indefinitely.

STEP 3

Send it, then turn it into the invoice

Download the PDF and send it. When the job is agreed, open the invoice builder and the same lines are there waiting, with a fresh number in your invoice sequence rather than your quotation one.

What this doesn't cover

Knowing where a calculator stops is what makes the rest of it trustworthy.

  • A quotation is not an estimateA quotation is a fixed price you are offering to hold. An estimate is your best guess at what the work will come to, and it is expected to move. If the price genuinely might change, say estimate in the notes and say why — calling a guess a quotation is how a job ends up being done at a loss.
  • It does not ask for paymentNothing on a quotation is due. It is an offer, and it says so on its own face. If you need money before you start, send a proforma invoice for the deposit once the quote is accepted.
  • It does not track acceptanceThere is no accept button, no signature and no record of who has seen it. When the customer says yes, that agreement lives in your email, not here.
  • It does not price the job for youThe figures are yours. If you want to work backwards from a margin, the margin calculator and the cost of goods sold calculator do that part, and then the number comes over here.
The guideHow to write an invoice, a proforma and a quotationAn invoice needs the word "invoice", a unique number, the date, both businesses’ names and addresses, a line for each item with its price, the tax charged, and the total due with a date to pay it by. Everything else on the page is convention.Read it

Common questions

What is the difference between a quotation and an invoice?

A quotation is sent before the work is agreed and offers to supply at a price. An invoice is sent after the work is done and demands payment for it. The arithmetic on the two is identical, which is why the same builder makes both, but only one of them is a debt: nothing on a quotation is owed, and nothing on it can be chased.

How long should a quotation be valid for?

Thirty days is the usual choice, and shorter if your own costs move. The expiry exists to protect you, because an accepted quotation is generally binding on you at that price — so one with no end date is an open-ended promise against materials and wages that will not stay still. Put the date on the document itself rather than in the covering email.

Is a quotation legally binding?

On you, generally, once the customer accepts it within the time it was offered for — that is the point of it. On the customer, not until they accept. This is why the wording matters: a document headed “quotation” with a fixed total is treated very differently from one headed “estimate”, and the difference is the one most likely to be argued about later.

Should I show tax on a quotation?

Show it if you charge it, and say clearly whether the prices are inclusive or exclusive. A business customer wants the net figure because they reclaim the tax; a consumer wants the figure they will actually hand over. A quotation that leaves it ambiguous is one where the final invoice arrives 20% higher than the customer expected, and that conversation costs more than the job.

Can I take a deposit against a quotation?

Show the deposit on the quotation so the customer knows what starting the work will cost them, then send a proforma invoice to actually collect it. A quotation is not a request for payment, so asking for money on the face of one is a mixed message — the proforma is the document that exists for exactly that job.

What should a quotation include?

Your details and the customer’s, a unique quotation number, the date, what you will supply broken into lines with prices, the tax if you charge it, the total, how long the offer stands, and what happens next. Anything conditional — access, materials at today’s price, work outside the scope charged separately — belongs in the notes, in plain words, where it can be pointed at afterwards.

How do I turn an accepted quotation into an invoice?

Switch to the invoice builder using the tabs at the top. The lines, the customer and your own details come across, and the number restarts in your invoice sequence rather than continuing the quotation one — which is what you want, since the two series are counted separately and only the invoices belong in your sales records.

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