Quote template UK: free Word, Excel and PDF downloads
A quote that says "£600" and nothing else is an argument waiting to happen. The customer thinks it covers the materials. You thought it did not. Whether you fit bathrooms, mow lawns or photograph weddings, the fix is the same: say what the price covers, in writing, before the work starts.
This page gives you a quote template for UK businesses in Word, Excel and PDF, free to download with no account. Below it, what a good quote says, a worked example and the email to send with it.
Download the quote template
The same layout in 3 formats. Pick the one you already use.
A good quote answers 6 questions before the customer asks
A quote tells the customer what the job will cost, so it should leave little to guess. The template has a box for each of these:
- • What the price covers. The work and the materials, line by line
- • What it does not cover. Extra visits, repairs you cannot see yet, changes to the job
- • Price type. A fixed price, or an estimate that may change
- • How long it stands. A valid until date
- • How you get paid. A deposit, if you take one, and when the balance is due
- • How the customer says yes. A signature and a date, or a reply by email
Leave none blank.
Quote or estimate?
Plenty of people use the two words for the same thing. What matters is that your document says whether the price is fixed or may change. In EasyInvoice the document is called an estimate, and you can send it to the customer as a PDF. Fixed or flexible. Say which.
What a £255.00 plumbing quote looks like
A plumber quotes for a new tap and shower valve. The business is not VAT registered, so no VAT is added.
| Description | Qty | Unit price | Amount |
|---|---|---|---|
| Remove old tap and fit new mixer tap (labour, hours) | 2 | £40.00 | £80.00 |
| Mixer tap, supplied | 1 | £55.00 | £55.00 |
| Fit new shower valve (labour, hours) | 3 | £40.00 | £120.00 |
| Total price | £255.00 |
- • Price type: fixed price, valid for 30 days from the quote date
- • Not covered: repairs to existing pipework found during the job
- • Payment: a 30% deposit of £76.50 books the job, and the balance of £178.50 is due on completion
The customer knows the price, what it includes and what happens if the plumber finds a problem. The plumber has something to point to if the job changes. Everything is in writing.
4 sentences are enough for the email
Hi Sam,
Thanks for asking about the bathroom work. The quote is attached.
The price is fixed at £255.00 and stands for 30 days. If you would like to go ahead, reply to this email and I will send a deposit invoice for £76.50.
Best wishes,
Alex
Change the names and the numbers, keep the order: what is attached, the price, how long it stands, what happens next.
When the customer says yes, the quote becomes the invoice
Treat the accepted quote as the first draft of the invoice. Copy the lines across and keep the wording, so the customer sees what they agreed. In EasyInvoice, you turn an accepted estimate into an invoice in one tap. See how estimates work in EasyInvoice, or use the invoice template if you prefer files. Same lines. New document.
Send the quote from your phone, then turn it into the invoice.
Create a professional estimate in EasyInvoice, send it by email, WhatsApp, Messenger or SMS, and turn it into an invoice in one tap when the customer says yes. Free trial for 14 days, no card needed.
Keep quotes and invoices in one place
A spreadsheet of quotes works until you cannot remember which ones the customer accepted. EasyInvoice keeps your customers and items saved, so a new quote starts from a list, and you can reuse an estimate for the next customer who asks for the same job. Write it once. Invoices and estimates have no limit, and Basic costs £6.99 a month. Read more about plans and prices.
Quote the job. Then invoice it.
Try EasyInvoice on your next quote: free for 14 days, no card needed.
FAQ
What should a quote include?
A quote should include what the price covers, what it does not cover, whether the price is fixed or an estimate, how long it stands, how and when you want to be paid, and how the customer accepts. Add your name and address, the customer’s details, a quote number and the date.
Is a quote the same as an estimate?
People often use the words for the same thing. What matters is that your document says whether the price is fixed or may change. EasyInvoice calls the document an estimate.
How long should a quote be valid for?
Choose a period that matches how quickly your own costs change. 30 days is a simple place to start. Write the date on the quote as "valid until", so nobody has to guess.
Can I turn a quote into an invoice?
Yes, you can turn a quote into an invoice. Copy the lines from the quote into your invoice template. In EasyInvoice you turn an accepted estimate into an invoice in one tap.
Do I charge VAT on a quote?
A quote should make clear whether the price includes VAT. If you are VAT registered, show the VAT amount and the total the customer will pay. If you are not VAT registered, you cannot charge VAT, so leave it out. GOV.UK explains what an invoice shows when VAT applies.
How do I write an email to send a quote?
Keep it short: say what is attached, give the price, say how long it stands and what happens next. The example on this page does that in 4 sentences.
Is this quote template free?
Yes, the quote template is free to download in Word, Excel and PDF, and you do not need an account. EasyInvoice itself has no free plan. It has a 14-day free trial with no card needed, then Basic costs £6.99 a month.
