Quote / Estimate template and PDF guide (General) | documentorium
Build and revise pricing online, then generate a client-ready quote PDF. Use this before work starts, after your site call or intake call, when a customer asks for exact pricing...
When to use this template
Build and revise pricing online, then generate a client-ready quote PDF. Use this before work starts, after your site call or intake call, when a customer asks for exact pricing and scope in writing.
What to include
- Client legal name, billing address, job site address, and the best contact person for approvals.
- Detailed scope line by line: task description, quantity, unit price, labor hours, and material cost for each item.
- Assumptions and exclusions: permit responsibility, site readiness requirements, and what is not included in the price.
- Pricing summary with subtotal, discount, tax, deposit amount, and final total due.
- Quote validity date and acceptance section (signature, printed name, and acceptance date).
Common questions
- Can I build and revise this Quote / Estimate online before sending it?
- Yes. Update scope, quantities, labor, and totals in your browser, then generate a polished Quote / Estimate PDF.
- Can I save this Quote / Estimate and reuse it for similar jobs?
- Yes. With an account, save it as a baseline, reopen it later, and adjust line items quickly for repeat work.
- Can I export this Quote / Estimate with finalized pricing and terms?
- Yes. Generate a clean PDF once details are final so clients receive a clear and professional quote.
- What is the difference between a quote and an invoice?
- A quote is a proposed price before work begins. An invoice is the final bill after work is completed.
- How long should a quote stay valid?
- Most teams set 7 to 30 days, based on material price volatility and scheduling capacity.
- Should I include optional add-ons in the same quote?
- Yes. Add an "optional" section so the customer can approve core work first and add upgrades separately.
- Do I need the customer signature on a quote?
- If you treat the accepted quote as binding, include signature acceptance to reduce disputes about scope and price.
- How do I make my estimates look professional?
- Use a structured online form with your company name, itemized pricing, and clear terms. A professional-looking estimate builds trust and makes customers more likely to approve the job.
- What if the customer says my price is too high?
- A detailed estimate with transparent line items shows exactly what they are paying for. Customers push back less when they can see labor, materials, and overhead broken out clearly.
- Should I email or text my estimates?
- Always send a formatted PDF rather than a text message. A PDF looks professional, can be printed, and creates a record both sides can reference if there is a dispute.