Fillable PDF

Free fillable price quote template (PDF)

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We built this quote template so you can send a clear offer before any work starts: what you will deliver, what it costs, how long the price holds and what deposit you need. A good quote answers the client's questions before they ask, and it becomes the basis for your invoice later.

Download the fillable PDF or fill it in with our Fill PDF form tool. Both of you can sign it with Sign PDF, which turns an accepted quote into a simple written record of what was agreed.

How to fill it in

  1. Download the fillable PDF or open it in our Fill PDF form tool.
  2. Enter a quote number, today's date and how long the offer is valid.
  3. Fill in your details and the client's details.
  4. List each item with quantity and price, then the subtotal, tax, total and deposit.
  5. Write your terms: what is included, what is not, and when payment is due.
  6. Sign it with Sign PDF, send it, and ask the client to countersign to accept.

Writing a quote clients can say yes to

Be specific in the items table. "Website" invites arguments; "Five-page website, two rounds of revisions, launch on your hosting" does not. If something is clearly not included, such as copywriting or travel, say so in the terms. The valid-until date protects you when material prices or your schedule change; 14 to 30 days is common.

The deposit field lets you state up front how much you need before you begin. Clients rarely object to a deposit they saw in the quote; they often object when it appears for the first time on an invoice.

Common mistakes

We see the same few problems again and again.

  • No expiry date, so a client accepts a six-month-old price.
  • Tax left out, so the final invoice looks higher than the quote.
  • Vague scope with no limit on revisions or hours.
  • No signature, so nobody can show which version was accepted.

Sending, accepting and keeping quotes

Send the quote as a PDF so the figures stay fixed. If you have a portfolio, a brochure or a detailed specification, join it to the quote with Merge PDF. When the client signs, keep the signed copy with the project and refer to the quote number on your invoice. Signed-in users can save both in My files, which are stored encrypted. If a client wants to edit the wording, our PDF to Word tool gives you an editable copy to work from.

Frequently asked questions

What is the difference between a quote and an estimate?

People use the words loosely. Usually a quote is a fixed price for a defined scope, while an estimate is a best guess that may change. If your figure may change, say so in the terms.

Is a signed quote a contract?

In many places a signed quote can form part of an agreement, but rules differ. For larger projects we suggest a separate service agreement, which we also offer as a template.

Can I attach a specification or drawings?

Yes. Save them as PDF and combine them with the quote using Merge PDF so the client gets one file.

How long should a quote stay valid?

There is no single rule. Two to four weeks is common; shorter if your costs move quickly.