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Quotation template: free in Word, Excel and PDF
A one-page A4 quotation: your details and the customer’s, quotation number, issue date and validity, lines with prices, tax and total, payment and delivery terms, and a box for the customer to sign “accepted”. Price the job, send it, get it back signed.
- Free, no sign-up
- A4, one page
- Updated 22 October 2026
Preview of the quotation template, one A4 page.
What a quotation is
A quotation tells a customer what you would supply and at what price, for a limited time. It creates no debt and no tax. Once the customer accepts it, it is the basis of the order; the proforma invoice and the invoice follow.
From the template to the app
Quotations online: the accepted one becomes an invoice in one click.
What the template contains
- Header: the word “Quotation”, its number, the issue date and the date until which it is valid
- Supplier: name, address, tax ID or VAT number and company registration number
- Customer: name, address and tax ID if a business
- Ten lines with description, quantity, unit, unit price and amount; currency and tax rate to fill in
- Subtotal, tax and total; the Excel version calculates them
- Payment terms, delivery or completion time, and what the price includes
- Acceptance: your stamp and signature, and the customer’s “accepted” with date, stamp and signature
Quotation, proforma invoice, invoice: the order of documents
| Document | When | What it does |
|---|---|---|
| Quotation | Before the order | Offers a price for a limited time; the customer compares and accepts |
| Proforma invoice | Once the deal is agreed, before payment or shipment | Sets out the final terms in invoice form, for an advance, a letter of credit or an import licence |
| Invoice | After delivery | Asks for payment and goes into the accounts |
For a sale inside one country, a quotation followed by an invoice is often enough. Buyers abroad, and their banks, usually ask for a proforma invoice as well. More in proforma invoice vs quotation.
How to fill it in
- Number quotations in their own series, for example QT-2026-001, so that the customer can refer to one precisely.
- Validity: an exact date after which you may change the price, for example 30 days, or less when material costs or exchange rates move fast.
- Lines: specific enough to compare with other quotations: model, size, quantity, and what is included.
- Tax: the rate you would apply on the invoice, so that the customer sees the full price; none if you are not registered for VAT or GST.
- Terms: deposit, delivery or completion time, and anything not included in the price.
- Acceptance: ask the customer to sign and date “accepted”. That signed copy is your order confirmation.
When the customer accepts
The signed quotation, or the customer’s purchase order that refers to it, generally makes the quoted terms the terms of the sale; the rules vary by country. Then come, depending on the deal: a proforma invoice if the customer pays an advance or arranges financing, a delivery note with the goods, the invoice, and a payment receipt.
Faster online
In InvoiceProforma, a quotation has its number, issue date and expiry date, and a status: draft, sent, accepted, refused or expired. Once it is accepted, it becomes an invoice in one click, with the same lines and currency. 52 currencies, your logo, stamp and signature, sent by email or WhatsApp.
Questions
Quotation Template: your questions
Is this quotation template free?
Yes, in Word, Excel and PDF, without sign-up, for your own quotations.
What is the difference between a quotation and an invoice?
A quotation offers a price before the sale; an invoice asks for payment after it. Only the invoice goes into your accounts.
How long should a quotation be valid?
As long as your prices can hold: often 15 to 30 days, less when material costs or exchange rates move fast. Write the exact date.
Is a quotation legally binding?
It is an offer. Once the customer accepts it within its validity, its terms generally become the terms of the sale; the rules vary by country.
Quotation, quote or estimate?
Quotation and quote are the same document, with a firm price. An estimate is an approximate price that may change.
Read next
Related guides
Quotation or proforma invoice? What each one commits you to, what buyers and banks expect, and when to send one after the other. With a comparison table.
Free purchase order template in Word, Excel and PDF: PO number, delivery date and address, lines, tax, total, payment terms and supplier confirmation.
Free invoice template in Word, Excel and PDF: tax IDs, invoice number, due date, lines, tax, total and bank details. For any country and currency. No sign-up.
Six documents, one app
From the quote to the receipt
One customer file, one product list and your own layout serve all six documents. An accepted quote or proforma becomes an invoice without retyping.
1. The price
Quote
QUO-2026-0012
Your price for the job, with a validity date and space for the buyer to accept it.
2. The firm offer
Proforma invoice
PI-2026-042
What your buyer’s bank, their forwarder or their purchasing team asks for before the order.
3. The order
Purchase order
PO-2026-0007
What is ordered, how many and for which delivery date, signed by the buyer.
4. The delivery
Delivery note
DN-2026-0007
It travels with the goods; the consignee signs it and writes down any reservation.
5. The sale
Invoice
INV-2026-0031
The accepted proforma or quote becomes the invoice, with the same lines and currency.
6. The payment
Payment receipt
REC-2026-0019
Proof of a payment, linked to its invoice, with the method and the balance still due.
Your next proforma invoice, already in your colours
Three free documents, no card required. Your tax IDs, bank details and payment terms are typed once, then printed on every PDF.