Quote / Estimate Builder

Win the work with a clear, professional quote

A good quote does two jobs: it tells the client exactly what they’ll get and what it costs, and it protects you with a validity period and acceptance terms. This builder lets you list each service with quantities and unit prices, apply a discount and tax, set how long the quote stays valid, and spell out how the client accepts — all formatted into a clean document you can copy or print.

How it works

Each line contributes quantity × unit price to the subtotal. The tool then applies an optional discount and tax in the standard order:

line total = quantity × unit price
subtotal   = sum of all line totals
taxable    = subtotal − discount
tax        = taxable × (tax rate ÷ 100)
total      = taxable + tax

The valid-until date is computed from your quote date plus the validity period you choose, so clients see a concrete deadline. Acceptance terms and notes are free-form so you can match your usual contract language. Every figure is formatted in your selected currency.

Example: quoting a website project

Three-line quote with a deposit discount and VAT:

Subtotal: £6,300. 10% early-payment discount: −£630. Taxable amount: £5,670. VAT at 20%: £1,134. Total: £6,804. Valid for 30 days.

The notes field would restate the scope — CMS platform, number of templates, mobile responsiveness — so that when the client signs, there is a written record of what the price covers, reducing scope creep disputes later.

Quote vs estimate: choosing the right label

Whether you call the document a quote or an estimate matters legally and commercially:

• Quote (fixed price): You commit to the stated total if the client accepts within the validity period. Any deviation from scope requires a change order and additional price agreement. Use when the scope is fully defined and you are confident in your numbers.
• Estimate (approximate): A good-faith projection that may change as work progresses. Typically used for time-and-materials work or when scope has not been fully defined. Clients expect some variation; the actual invoice may be higher or lower.

This builder works for both — choose the label that matches how you intend to price the work, and make sure the notes or acceptance terms reflect the difference.

Setting the validity period

The validity period is not just administrative — it is a commercial lever. A 7-day validity creates genuine urgency and encourages fast decisions, which is useful for competitive bids. A 30-day validity is more appropriate for large projects with multi-stakeholder approval processes. A 90-day validity is rarely appropriate because material costs and labour rates may change materially over that window.

Typical validity periods by project type:

• Small freelance work (under £1,000): 14 days
• Mid-size projects (£1,000–£20,000): 30 days
• Large enterprise projects: 30–60 days with a price-escalation clause for longer periods

When a quote expires, always reissue with updated pricing rather than honoring the old price, especially in periods of rising costs.

Tips for quotes that close

• Lead with the headline total but keep line items detailed — clients trust quotes that show their working
• Restate scope in the notes so an accepted quote doubles as a scope agreement
• Include a payment schedule in the acceptance terms to avoid cash-flow surprises
• Add a line for travel, expenses, or third-party costs if they apply — unexpected invoice additions after acceptance damage trust