Quote Template
The quote is where your terms are accepted. Get the scope and terms right here and every later collection step is easier.
What's included
- Set out scope and price so there is nothing to dispute later
- State payment terms before the work, not after it
- Add a validity period so prices do not bind you forever
- Capture written acceptance you can rely on
- Make the quote convert cleanly into an invoice
6 min read
Why this template matters
Most payment disputes are really scope disputes in disguise, and most scope disputes trace back to a vague quote. The quote is the moment your customer agrees what they are buying, what it costs, and on what terms — so it is the cheapest place in the whole process to remove ambiguity. Terms only bind a customer if they accepted them before the work, and the quote is where that acceptance happens.
A precise quote pays you back twice: it wins the right work at the right price, and it gives you a clean reference to point back to if anyone later claims the deal was something else. Treat it as the foundation document, not a rough number scribbled to win the job.
The template
QUOTE
[Your trading name] ABN: [11 22 333 444]
To: [Customer name]
Quote number: Q-0042
Date: 14 March 2026
Valid until: 13 April 2026
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Scope of work
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[Specific, itemised description of what is — and is not —
included. List inclusions, exclusions and assumptions.]
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Item Qty Unit price Amount
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[Line item] 1 8,000.00 8,000.00
[Line item] 1 1,000.00 1,000.00
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Subtotal (ex GST) 9,000.00
GST (10%) 900.00
TOTAL (inc GST) 9,900.00
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Payment terms: 30% deposit on acceptance; balance Net 14
from completion. Interest may apply to
overdue amounts per our terms.
Acceptance: Signed ______________ Date __________
(Acceptance confirms these terms.)How to use it
Write the scope the way the customer thinks about the job, and be explicit about exclusions and assumptions — what is not included is as important as what is. A 'valid until' date stops an old quote being accepted at last year's prices, and signals that the offer is considered, not open-ended.
State your payment terms in full on the quote: any deposit, the balance terms, and whether interest or recovery costs may apply to overdue amounts. Because the customer accepts the quote, those terms are then accepted too. When the job is agreed, the same line items convert straight into a tax invoice with no re-keying.
Securing acceptance
An accepted quote is worth far more than a quote that was merely sent, so make acceptance easy and recorded. A signature line is the clearest evidence, but an emailed 'yes, go ahead' that references the quote number is also valuable — keep it. The point is to be able to show, later, that the customer agreed to this scope at this price on these terms.
Always confirm any variation in writing before doing the extra work, referencing the original quote. 'Just add a bit more' on a verbal nod is how scope creeps and invoices get disputed. A short follow-up email confirming the change and its price keeps the paper trail intact and the final invoice unarguable.
Tips
- State exclusions and assumptions, not just what is included.
- Add a 'valid until' date so prices do not bind you indefinitely.
- Put all payment terms on the quote, where they are actually accepted.
- Confirm every variation in writing before doing the extra work.
FAQ
Is a quote legally binding?
Once accepted, a quote generally forms the basis of the agreement on scope, price and terms. That is exactly why you put your full payment terms on it — acceptance binds the customer to them.
Quote or estimate?
A quote is a fixed price for defined scope; an estimate is an indicative figure that may move. Use a quote where you can, and if you must estimate, say so clearly and explain what could change the figure.
How long should a quote stay valid?
Long enough for a genuine decision but short enough to protect you against cost rises — 14 to 30 days is common. State the date explicitly with 'valid until'.
Templates are a head start — not legal advice
Customise to your business and have important documents reviewed. Need to recover a debt? We can help.