Quote and estimate template, with the tax already worked out
Price the job line by line, set how long the price holds, and send a PDF that shows the customer the real total.
From: your business
Prepared for: your customer
Number, dates and terms
Total due
$4,650.00
no tax added
Juniper Lane Studio LLC
418 Congress Ave, Suite 200
Austin, TX 78701
billing@example.com
Estimate
| Estimate no. | Q-2026-0001 |
| Date | October 17, 2026 |
| Valid until | November 16, 2026 |
Prepared for
Bluebonnet Coffee Co.
2200 S Lamar Blvd
Austin, TX 78704
| Description | Qty | Unit price | Amount |
|---|---|---|---|
| Garden landscaping, design and planting | 1 | $3,400.00 | $3,400.00 |
| Plants and materials (estimate) | 1 | $1,250.00 | $1,250.00 |
| Subtotal | $4,650.00 |
| Total | $4,650.00 |
This is a quote, not a request for payment.
Payment details
ACH: routing 000000000, account 0000000000 Please include the invoice number with your payment.
This quote is valid for 30 days. Prices are firm for the scope described.
Quote or estimate
All required details present
A quote or a pro forma invoice is not a VAT, GST or tax invoice.
- Present: A reference number
- Present: Your name and address
- Present: Customer name
- Present: A description of each item
- Note: Marked as a quote, not a demand for payment
Made in your browser. Nothing you type is sent to a server; your business details are kept on this device only, for the next invoice.
Total due
$4,650.00
A quote or estimate is the price you offer before the work starts, and it is not a request for payment: the generator titles it "Estimate" in the United States and "Quote" in the UK, Canada and Australia, replaces the due date with a "valid until" date, and prints a line saying it is not a demand for payment. What makes this template more useful than a blank one is that the tax is already on it. A landscaper in Texas quoting $3,400 of design and planting plus $1,250 of plants shows the customer $4,940.63 at the state rate alone, before any local rate is added; the same job priced in Bristol at £4,650 before VAT becomes £5,580.00 with 20% VAT. Customers compare totals, not net prices, so a quote that leaves tax out often loses to one that includes it, or causes an argument when the invoice arrives. When the customer accepts, switch the document to "Invoice", give it an invoice number and the figures carry over unchanged.
Checked by Radif Partners · Editorial policy · Methodology
What a good quote puts in writing
A quote prevents a dispute only if it says what you will do and what you will not. Each line should name a deliverable a customer can check: "two coats of exterior paint on the front elevation" rather than "painting". Separate labor from materials when the customer may want to buy the materials, and when the tax treatment differs, as it can for materials and installation in US states. Add the assumptions behind the price in the notes: access to the site, who removes waste, how many rounds of revisions a design includes. The generator keeps the notes on the PDF under the totals.
The quote number matters less than an invoice number, because no tax authority asks for a sequence of quotes, but a reference such as Q-2026-0001 lets the customer quote it back when accepting. Keep quotes in their own series so they never take a number your invoices need.
Estimate or quote: the word on the page
The generator prints "Estimate" when the country is the United States, where the word is usual for trades and services, and "Quote" elsewhere. Both are the same document in the tool. If your agreement uses one word with a specific meaning, for instance a fixed quote and an estimate that may vary by a set percentage, write that rule into the notes so the PDF carries it.
| Country | Title on the PDF | Date shown instead of a due date | Tax line |
|---|---|---|---|
| United States | Estimate | Valid until | State + local sales tax on taxable lines |
| United Kingdom | Quote | Valid until | VAT at 20%, 5% or 0% per line |
| Canada | Quote | Valid until | GST/HST, plus PST or QST where it applies |
| Australia | Quote | Valid until | GST at 10%, or GST-free |
Deposits on accepted quotes
Many trades ask for a deposit once a quote is accepted. The deposit is invoiced on its own, with its share of the tax, and the final invoice shows it as already paid. The deposit invoice guide works through the two invoices, and the "Deposit paid" field of the generator subtracts it from the balance due.
When the job changes
If the customer adds work, issue a revised quote with the same reference and a suffix, such as Q-2026-0001-B, rather than editing the accepted one. The revised total and the original are then both on file. For prices that depend on time spent, the hourly invoice template is a better final document than a fixed quote.