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.
UK Quote Template
A UK quote template helps businesses provide customers with a clear breakdown of proposed work, prices and terms before an agreement is made. A professional UK quote should include:
- Business name and contact details
- Customer details
- Quotation number
- Issue date
- Validity period
- Itemised services or products
- Prices
- VAT details if applicable
- Payment terms
Free UK quote template
Download a simple UK quote template designed for freelancers, sole traders and small businesses. Edit it below and download a PDF, or grab the ready-made Word and Excel versions — all free to use, no sign-up required.
Word template
Sample .docx you can brand and edit in Word or Google Docs.
Excel template
Sample .xlsx with line items, VAT and totals laid out.
Free usage
Use the templates for your business at no cost.
Your business
Client
Quote details
Line items
Quote
No. QUO-2026-0001
Date: 27 September 2026
Valid until: 27 October 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.
UK quote example
Website Design Project
Business
Example Studio Ltd
Client
ABC Company
| Services | Amount |
|---|---|
| Website redesign | £2,000 |
- Quote valid for
- 30 days
- Payment terms
- Net 30
Example figures are for illustration only.
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: What's the Difference?
- Quote: a quote provides an estimated price before work begins.
- Invoice: an invoice requests payment after goods or services are provided.
| 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.
Common UK invoice payment terms
Choose appropriate payment terms for your quotations and invoices using PoundKit's UK Invoice Payment Terms Dataset 2026.
Due on receipt
Payment on receipt · Small one-off jobs
Payment expected as soon as the invoice is received.
Net 7
7 days · Short projects
Keeps cash flow tight on small engagements.
Net 14
14 days · Recurring small business work
A common middle ground between speed and flexibility.
Net 30
30 days · Standard business default
Most widely referenced commercial payment term in the UK.
Net 60
60 days · Enterprise and public sector
Long terms can strain small business cash flow.
Payment terms are reference guidance compiled by PoundKit, not official requirements. Agree terms with your client in writing before work begins. Last reviewed: August 2026.
View UK Invoice Payment Terms Dataset →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 UK quote template
- Business information
- Your trading name, address, email and phone so the client can reach you.
- Customer information
- The client's name and address, so the quote is unambiguous about who it covers.
- Quotation details
- A unique quotation number and the issue date for your records and reference.
- Pricing breakdown
- Itemised services or products with quantities, unit prices and a grand total.
- VAT information
- The VAT rate and amount shown separately if you are VAT registered.
- Terms and conditions
- Payment terms once accepted, plus any assumptions or exclusions that affect price.
- Expiry date
- How long the quote is valid — 30 days is a common default.
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.
How PoundKit tools are built
PoundKit publishes transparent formulas, datasets and business tool methodology to make calculations and templates easier to understand.
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 should be included in a UK quote?
A UK quote should include business details, customer information, a quotation number, issue and validity dates, itemised pricing, VAT details where applicable and payment terms.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 provides pricing before work begins, while an invoice requests payment after goods or services are provided. 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.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 quotation be valid?
Many businesses set a validity period such as 14 or 30 days, depending on the service and market conditions. State the validity period clearly so prices can change for orders accepted after that date.Should a quote include VAT?
If a business is VAT registered, VAT details should be clearly shown where applicable. If you are not VAT registered, do not mention VAT on the quote.
More free templates
Related guides
Real-world examples
Related tools
Invoice Generator →
Turn an accepted quote into a UK invoice.
UK Invoice Template →
A simpler, copy-friendly invoice template.
UK Invoice Payment Terms Dataset →
Pick the right payment terms for your quote.
PoundKit Data Library →
Open UK business datasets with methodology and citations.
Freelance Rate Calculator →
Set the rate that goes in the quote.
Freelance Project Price Calculator →
Calculate a project quote before you write it up.
Profit Margin →
Check the margin before you quote.