Free quote generator for business quotations

What to include in a business quotation

“Website work — 500” leaves too much open. Describe the deliverables and the limits: two pages of copy, one review call and one revision round, for example. The customer can then see what the price covers and which changes need another agreement.

Who the quote is for

Your business identity and contact details, the customer’s correct entity and the job or project reference.

Reference and date

A quote reference checked against your records and a clear issue date. Use a revision reference when replacing a previous proposal.

Specific scope

Deliverables, quantities, units, rates and what is excluded. Identify any assumptions, customer inputs and included revision rounds.

Price and currency

The agreed currency code, itemised prices, applicable tax and adjustments, and a clear total. Check local requirements for how tax must be shown.

Validity and timing

A written validity date, proposed schedule and dependencies. The current editor has no dedicated quote-expiry input or automatic expiry check.

Acceptance and changes

How the customer should confirm the proposal, the proposed payment terms, and how additional work will be agreed. Retain acceptance evidence separately.

This is a preparation checklist. Australia’s official quote guidance discusses written scope, costs, terms and acceptance. Check local requirements and any industry-specific contract rules before sending your proposal.

Create and review your quotation PDF

1. Open Quote mode and check the intended customer and business details. Choose the agreed currency before entering prices; changing the display currency does not convert amounts.
2. Add a quote reference, issue date, specific items, quantities and rates. Use Branding for an optional logo and inspect the selected template.
3. Write scope, exclusions, validity, schedule and proposed payment terms in notes or terms. The editor has no dedicated quote-expiry field or customer-acceptance workflow.
4. Review the preview and downloaded PDF for the QUOTE heading, references, prices and written terms. Send it through your chosen channel, keep a copy and record the customer’s response separately.

The shared editor has document-level Tax, Discount and Shipping adjustments. Percentage adjustments each use the item subtotal; Tax is not recalculated after the separate order discount. It does not determine taxability or provide every required tax breakdown. Review the applicable treatment rather than relying on the example’s no-tax setting.

Quote, estimate and invoice: make the intended document clear

An indicative budget and a defined price proposal serve different needs. Business Queensland’s guidance distinguishes estimates from quotes and discusses scope, exclusions and written changes. Those are Australian references; contract effects depend on your terms, acceptance, circumstances and applicable law.

Invoodle’s available modes are Quote, Invoice and Receipt. There is no dedicated Estimate or Proforma export mode. Putting “estimate” or “proforma” in notes does not change the QUOTE or INVOICE heading. Read the document-type guide before choosing the required workflow.

A quote PDF does not establish that an invoice has been issued or money has arrived. The UK invoicing overview distinguishes a payment request from a receipt acknowledging payment. Use the appropriate document and check local issue requirements.

When the customer says yes

Keep the accepted quote version and evidence of the agreed scope. The app does not capture customer approval or signatures; a branding signature image is not a customer acceptance record. If the scope or price changes, send a clearly identified revision and agree the changes before relying on it.

1. Save the quote in this browser and open Saved documents.
2. Choose Convert to Invoice on the intended quote. This creates an invoice draft with a suggested new reference and a link to the source quote.
3. Review the copied customer, items, prices, tax, scope and terms. Update or remove quote-only validity wording, check the issue date and set the invoice’s payment due date.
4. Check the number against your own register, review the PDF and issue it using the workflow required for the transaction. Conversion neither sends the invoice nor records a payment.

The conversion keeps copied notes and terms, so expiry wording does not disappear automatically. A saved source link does not prove acceptance. For the next stage, use the small-business invoice checklist or the freelance billing example.

Keep proposal versions and pricing records safe

Guest drafts and saved quotes stay in this browser. Clearing storage or changing devices can make them unavailable. Download independent copies of the proposal and accepted version, and retain the related correspondence. The suggested reference is local to this browser and uses a calendar year; check your own numbering and revision records.

Optional account, API and sharing features have different data handling, and signing in does not automatically sync guest documents. A PDF or full share link can reveal its included pricing and customer details. Check the recipient and read the storage and sharing explanation before sharing.