BUSINESS

How to Write a Quote for a Client (With Template)

A well-written quote can be the difference between winning and losing a project. Here is what to include, how to price it, and what to do when the client says yes.

May 2026·5 min read

Quote vs invoice - what is the difference?

A quote tells the client how much something will cost before the work begins. An invoice requests payment after the work is done. A quote is not legally binding in the same way an invoice is, but once the client accepts it and you both sign a contract, the agreed price becomes the basis for billing.

What every quote needs

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Your details: Name, business name, email, and phone.
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Client details: Who the quote is for, including their company name if applicable.
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Quote date and expiry: When you sent it and how long it is valid. 14-30 days is standard. This creates urgency without pressure.
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Scope of work: Exactly what is included. Be specific. Vague quotes lead to scope disputes later.
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What is NOT included: Just as important as what is included. State clearly what falls outside this quote.
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Price breakdown: Itemised if possible. Clients who can see where the money goes are less likely to push back on price.
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Payment terms: Deposit required, when the balance is due, and how to pay.
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Next steps: Tell them exactly what to do to accept. "Reply to confirm and I will send the agreement and deposit invoice."

How to price your quote

The most common mistake is underpricing out of fear of losing the project. A few things to remember:

  • Your quote should cover your time, your expertise, and a margin for unexpected work
  • Add 15-20% buffer for projects that are likely to expand
  • Price based on the value to the client, not just your hours
  • If a client rejects your quote on price alone, they were probably not your client anyway

What to do when they say yes

Move immediately. Send the agreement and deposit invoice the same day they accept. The gap between "yes" and "signed contract with deposit paid" is where deals fall apart. The longer you wait, the more time there is for them to change their mind, find someone cheaper, or just go quiet.

Quote accepted - now get it in writing

Becflow sends the agreement and deposit invoice together in one link. Client signs and pays in 2 minutes.

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