How to Make a Quote in 3 Simple Steps

The three main steps of creating a quote include: choosing a template, adding the right information, and reviewing it all.

The first important thing is to present your information in the right way. Choose a template that’s well-structured above anything else. Information needs to be organized appropriately, so that everything is clear just by quickly scanning the document.

Additionally, it should be recognizable as part of your brand.

Within the right template, the key design elements should include:

Smaller businesses may at first choose to create a quote in Excel, hide the borders, and print it as a pdf.

However, it’s easier to manage the quote creating process with designated software, so you can update different sections without fear of breaking your formatting, and manage templates from a single platform.

Of course, the design of your quote doesn’t mean much if the information isn’t accurate. The basics of what you need to include is:

Additionally, you can define some extra items in your quotes, such as payment methods and payment terms (for example, fees for late payments). This can be added as a note, so it doesn’t interrupt the flow of the main information.

Consider also the currency—if you’re working with international clients, consider displaying the information in their local currency, or using dual currencies to make the breakdown of costs clear to all parties.

You can also consider adding additional materials to your quote (as a separate attachment), such as detailed terms and conditions, or even a work plan.

One of the main challenges of this step is getting your services right, especially if you’re generating a large amount of quotes. Little errors can slip in easily when processes are manual. With software like Productive, you can manage your rate cards and use this information to simplify the quote creation process.

Once your quote is written and designed, the final step is quality control and timely delivery. Before sending, double and triple check the entire quote, including:

To send to quote, export it (as a pdf, for easier viewing) and send it via e-mail. If you’re using a CRM of some sort, you can now track your progress on the deal as “proposal sent”, to ensure that you’re up to date with your potential clients.

Having a good sales management process is crucial if you’re working with multiple potential clients and you want to make sure that you’re always on top of everything.

A quote is a formal document provided by a seller to a potential buyer. It outlines the pricing, product or services offered, and terms of the proposed sale. It’s typically used in B2B transactions.

A well-prepared template includes elements such as client and seller business details, quantities and pricing, additional costs, and payment terms.

The quote provides clients with a clear overview of your offer and sets basic expectations. Once the customer accepts the quote, it can serve as the basis for an official contract, invoice, or purchase order.

A quote is a formal, fixed-price offer that becomes legally binding when it’s accepted by the client. It includes specific details about the products or services offered, prices, and terms of sales.

An estimate is an approximate calculation of what a job or project might cost. It usually comes before the quoting phase, when you’re still in negotiations with a potential client. Estimates can change based on materials, labor, or unexpected challenges, and they are not legally binding.

One of the biggest challenges for a professional services business is how to set prices. Do you:

Striking the right compromise between the two can be a tricky thing, especially if you’re unsure how your labor costs and material costs affect your profit margins.

It can be easy to settle on a price that seems fair, only to realize that you’re doing more than you’ve bargained for.

One reason for this is bad estimation. In fact, according to research by PwC, this is the largest contributor (32%) to a project’s failure.

This refers mostly to misestimation of timelines, effort required from employees, and which employees and needed for the project. A great way to address this is to use scenario planning.

For example, Productive’s Scenario Builder lets you build different proposals (by combining different service and employee scenarios) and compare them side by side to see their financial impact.

This gives service providers the confidence that they’ve set accurate and profitable rates. Learn more about the Scenario Builder:

We’ve discussed the main steps for managing your current and future quotes. With the right software, everything from design, information, and sales management can be significantly streamlined.

With Productive’s professional services automation & CRM software, you can:

If you’re ready to start managing your quotes in a smarter way and optimize business operations, book a demo with Productive.

What Is the Difference Between a Sales Quotation vs Invoice?

A sales quotation is a document provided to a potential client detailing the estimated cost of requested services or products, while an invoice is issued to a customer after the sale, to request payment for completed work.

What Should Be Included in Quotation Terms and Conditions for Services?

Quotation terms and conditions should include scope of work, pricing, payment terms, validity period, cancellation policy, delivery timelines, and any warranties or liabilities. This ensures clarity and protects the service provider’s and customer’s business legally and financially.