Before a client pays you, they need to know what they are paying for — and how much. A professional quote does that clearly. Whether you are a freelancer, contractor, or small business owner, sending a well-structured quote protects you and reassures your client. This guide explains exactly what a quote is, what it must include, and how to create one for free in under two minutes.
A business quote (also called a quotation) is a formal document you send to a prospective client that states:
A quote is sent before work begins. It invites the client to accept your offer. Once the client accepts — by signing, replying by email, or paying a deposit — it becomes a binding agreement.
| Document | When sent | Price | Legally binding? |
|---|---|---|---|
| Estimate | Before work, exploratory stage | Approximate — subject to change | No |
| Quote | Before work starts | Fixed — locked in once accepted | Yes, once accepted |
| Invoice | After work is complete (or milestone) | Amount owed | Yes — it is a demand for payment |
The key distinction: an estimate says "it will cost roughly this much." A quote says "it will cost exactly this — if you accept." Send an estimate when you need to scope a project before you can commit to a price. Send a quote when you are ready to commit.
A complete, professional quote protects both parties. Include all of the following:
1. Your business details
Business name, address, email, phone number, and company registration or VAT number if applicable. The client needs to know who they are dealing with.
2. Client information
Client's name (or company name), address, and contact email. This establishes who the quote is for and prevents disputes later.
3. Quote number and date
A unique reference number lets you track quotes in your records. The date establishes when the offer was made — relevant for validity.
4. Itemised services or products
List each item with a description, quantity, unit price, and line total. Vague quotes like "web design — £2,000" invite scope creep. Specific quotes like "Homepage design (1 page) — 1 × £800" are unambiguous.
5. Validity period
Always state how long the quote is valid — typically 14 or 30 days. Without this, a client could come back six months later expecting the same price while your costs have increased. "This quote is valid for 30 days from the date above" is sufficient.
6. Payment terms
State your expected payment terms upfront. Common options: 50% deposit before work begins with 50% on completion; full payment within 30 days of invoice; net 14 days. Clients should not be surprised by your payment expectations on the invoice.
7. Terms and conditions
A short T&C section covers: what happens if the project scope changes (variation orders), your cancellation policy, and what rights transfer to the client upon payment. Even a few sentences protects you from the most common disputes.
Send a quote before any work begins. This is non-negotiable. Working without a signed quote leaves you unprotected if the client disputes the price or scope. Even for small jobs, a written quote — even accepted by email — creates a paper trail.
If a client asks for work urgently before you can prepare a formal quote, send a brief written confirmation of the agreed price and scope via email. Then follow up with the formal quote immediately. Email acceptance of a price is generally enforceable, but a formal quote is always stronger.
No account required. Nothing saved to a server. Your quote is generated entirely in your browser and downloaded as a clean PDF you can send directly to your client.
Always set a validity date. Quotes without expiry dates create no urgency. A 14-day validity encourages clients to decide promptly rather than letting your quote sit unanswered for months.
Follow up after 3–5 days. Most clients who do not respond to a quote are not uninterested — they are busy. A single brief follow-up email ("Just checking you received the quote — happy to answer any questions") often converts hesitant clients.
Include your cancellation policy. State what happens if a client cancels after work begins — typically a percentage of the quoted fee is retained. Without this clause, you have no legal basis to charge for work already done.
Be specific in your line items. Vague quotes invite negotiation on every line. Specific, itemised quotes communicate professionalism and reduce back-and-forth.
Match your quote to your brand. A quote with your logo, consistent fonts, and professional formatting signals to the client that working with you will be equally organised.
Do I need a quote or an invoice?
A quote comes first — it states what you will do and for how much, before work starts. An invoice comes after — it requests payment for work completed. If you are still in the pre-work discussion stage, you need a quote. Use Criply's invoice generator once the work is done.
How long should a quote be valid for?
14 to 30 days is standard for most services. If your costs fluctuate significantly (materials, subcontractors, currency), use a shorter validity period — 7 days. For stable service businesses (consulting, design, copywriting), 30 days is reasonable. State the validity period clearly on the document.
Is a quote legally binding?
Once the client accepts a quote — by signing it, responding by email confirming acceptance, or paying a deposit — it becomes a binding contract. The quote you sent is the offer; their acceptance closes the deal. If the client later disputes the price, your sent quote and their acceptance email are evidence of the agreed terms.
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