A quote is an offer, not a bill
A quote tells a client what a defined piece of work will cost before you do it. You are making an offer the client can accept or decline — not demanding payment, which is what an invoice does after the work is done.
Get a quote right and you win the job at a price that works for you, with the scope agreed in writing. Get it wrong — vague scope, no expiry, no change rule — and you either lose the work to someone clearer or win it and bleed margin on unpaid extras.
Decide first: fixed quote or estimate?
Before you write a number, decide which document this is. A fixed quote is a firm price for clearly defined work. An estimate is usually indicative rather than a fixed price, but local consumer law or the contract may limit how far the final price can move — label it clearly and state what could change the price.
The choice is about risk. If you understand the job well enough to price it confidently, quote a fixed price. If there are real unknowns, estimate it, label it clearly, and say what could move the figure. For a deeper comparison of the three document types, see our guide on invoice vs quote vs estimate.
What every quote should contain
A professional quote has a predictable anatomy:
You can build a quote with all of these fields on our quote templates, then download it as a PDF.
Write the scope so it defends itself
Vague scope is where quotes go wrong. "Build website — $4,200" gives the client nothing to hold you to. List what is included as concrete items: "5-page responsive site, CMS setup, contact form, two rounds of revisions per page."
Just as important, state what is not included. A short "out of scope" line is often the single most valuable sentence on a quote. It turns "while you're at it..." into a paid change order instead of an argument.
Validity, deposits, and change orders
Always put an expiry on a quote. Your costs and availability change, so 14 to 30 days is normal.
Deposits are common for many B2B or freelance projects. For consumer, home-improvement, or regulated trades, deposit caps and refund rules may apply; keep any cancellation fee tied to work done or direct loss and state the refund rule clearly.
Write the change rule: "Any work outside the agreed scope will be priced in a written change order and approved — signed where local law or the contract requires — before the work proceeds."
Getting it accepted
An e-signature or typed approval is usually enough for ordinary commercial jobs, provided local law and the contract do not require a specific form, witness, or wet-ink signature. Keep a dated record of the acceptance — it is your evidence if anything is disputed later.
A quote usually works as a commercial offer; if the client accepts it and the essential terms are clear, it will usually form the agreed price and scope, subject to local contract and consumer-law rules.
Turning an accepted quote into an invoice
Once the work is done, use the accepted quote as the basis for a separate invoice or tax invoice. For deposits, progress payments, or retainers, issue the required invoice and account for VAT/GST/HST/sales tax under local timing rules.
Keep the numbers consistent: a fixed quote should invoice line-for-line unless an approved change moved it. Practically, you change the heading from "Quote" to "Invoice", swap "Valid Until" for a payment due date, give it a fresh sequential invoice number, and apply your tax treatment. Reference the original quote number on the invoice. Our guide to writing an invoice covers the invoice side, and the invoice generator produces the matching document.
Disclaimer
This guide is general information to help you create a quote — it is not legal, tax, or accounting advice. Rules differ by country and change over time. Confirm requirements with your local tax authority or a qualified professional before relying on a quote as a binding agreement.