Template
UK Quote Template
Use this free quotation template to outline prices, scope, VAT if applicable, and payment terms before creating an invoice. 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: 7 August 2026
Valid until: 6 September 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 — side-by-side
| Aspect | Quote / Quotation | Invoice |
|---|---|---|
| Purpose | Offer a price before work | Request payment for work delivered |
| Timing | Before work begins | During or after work |
| Reference number | Quote number (e.g. Q-2026-014) | Unique sequential invoice number |
| Legally binding? | Once accepted in writing, yes | Yes — payable per terms |
| Validity | Limited window (e.g. 30 days) | Payable by due date |
| Payment terms | Indicative | Required (e.g. 14 or 30 days) |
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.
What to include in a quote
- Your business name and address
- Client name and address
- Quote number (unique)
- Date issued
- Valid until date
- Description of the work or goods
- Price for each line and grand total
- VAT rate and amount, if VAT registered
- Payment terms once accepted
- Acceptance note (how the client confirms)
Set the rate behind the quote with the Freelance Rate Calculator and check VAT amounts with the VAT Calculator. For pricing method, see How to price freelance work.
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
What is a quote template?
A quote template is a reusable document layout for sending a client a fixed-price offer before work is agreed. This one includes business details, client details, line items, VAT if applicable, validity and payment terms.Is a quote the same as an invoice?
No. A quote is an offer sent before work is accepted. An invoice is a request for payment sent after work is agreed or completed. They serve different stages of the same job.Is this a quote template or an invoice template?
This is a quote template (also called a quotation template). Use it before work is agreed. For a request for payment after work is agreed, use the PoundKit Invoice Generator or UK Invoice Template instead.What is the difference between a quote and an invoice?
A quote is sent before work is accepted and confirms scope and price. An invoice is sent after work is agreed or completed and asks for payment. Quotes are not requests for payment.Can I use this as a quotation template?
Yes. "Quote" and "quotation" mean the same thing in the UK. This template works for both — edit the fields, add line items, and download as PDF.Can I convert a quote into an invoice?
Yes. Once the client accepts the quote in writing, copy the line items into the PoundKit Invoice Generator, assign the next sequential invoice number, and add payment terms and bank details.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.