Template
UK Quote Template
A professional UK quotation template for freelancers, agencies and small businesses. Edit in the browser, then copy as text or HTML, or download a PDF.
Your business
Client
Quote details
Line items
Quote
No. QUO-2026-0001
Date: 23 June 2026
Valid until: 23 July 2026
From
Your Business Name
123 High Street London SW1A 1AA
hello@yourbusiness.co.uk
Quote for
Client Ltd
456 Market Square Manchester M1 2AB
| Description | Qty | Unit | Disc | Line total |
|---|---|---|---|---|
| Discovery & scoping | 1 | £750.00 | 0% | £750.00 |
| Design (per day) | 4 | £500.00 | 0% | £2,000.00 |
This quote is valid for 30 days from the date above.
PDF uses your browser's print dialog — choose "Save as PDF" as the destination.
Quote rules at a glance
- Quotes are not invoices. A quote is an offer; an invoice is a request for payment for work already agreed.
- Prices are valid for a limited window — 30 days is a common default. State it clearly on the document.
- Add VAT if you're registered. Show VAT separately at the rate that applies. If you're not VAT registered, don't mention VAT.
What is a quote?
A quote is a written, fixed-price offer for a piece of work or a set of goods. It tells the client exactly what you'll deliver, how much it will cost, and how long the price holds. Once the client accepts the quote in writing, it usually forms a contract — so be specific about scope and assumptions.
Quote vs invoice
Quote
Sent before work begins. Confirms scope and price. Not a request for payment.
Invoice
Sent after (or during) work, when payment is due. Carries a unique sequential number and payment terms.
When the quote is accepted, turn it into an invoice with the PoundKit Invoice Generator or the UK Invoice Template.
When to send a quote
- The client asks for a fixed price before committing.
- The scope is well-defined and you're confident on cost.
- You want to lock in a price before material or rate changes.
- The project is large enough that a verbal estimate isn't appropriate.
How to convert a quote into an invoice
- Get written acceptance — an email reply is usually enough.
- Copy the agreed line items into a new invoice.
- Assign the next sequential invoice number (e.g.
INV-2026-0014). - Set the invoice date and due date, add payment terms and bank details.
- Send the invoice and keep a PDF copy with your records.
Before quoting, check the numbers with the Profit Margin Calculator to make sure your price holds margin.
Common mistakes to avoid
- Leaving the validity period off the quote — clients return weeks later expecting the same price.
- Vague scope ("a website") instead of specifics ("5 pages, 2 rounds of revisions, CMS not included").
- Quoting without checking margin — see the Profit Margin Calculator.
- Forgetting VAT when you're registered, or adding VAT when you aren't.
- Reusing the same quote number for different clients — keep them unique, like invoices.
FAQ
Is a quote legally binding in the UK?
A written quote is generally treated as a firm offer. Once the client accepts it in writing, it usually forms a contract — so be precise about scope, price and validity.How long should a quote be valid for?
30 days is a common default. State the validity period clearly so prices can change for orders accepted after that date.Should a quote include VAT?
If you are VAT registered, show VAT separately on the quote. If you are not VAT registered, do not mention VAT.What's the difference between a quote and an estimate?
A quote is a fixed price. An estimate is an educated guess that can change once the work is scoped in detail.How do I turn an accepted quote into an invoice?
Copy the line items into the PoundKit Invoice Generator, set a new invoice number (sequential), and add payment terms and bank details.