A Quotation template is a blank format used by vendors to outline the products or services they are going to offer to their clients at a specific price. Quotation plays a very important role as it is the first touchpoint of any business. Before sending the invoice, contract or agreement, it is the quotation that is sent by the vendor to grab the opportunity of getting work from the client, so having a great quotation template is necessary.
A quotation is the first document accessed by your potential clients, so it becomes important for you to create a great-looking professional quotation. For example, Let's say a client wants a developer who can design and develop his website. So the client will start looking for developers.
Now, after doing some research or from any other references he gets the list of 5 vendors, and now one-by-one he explains the project to all vendors. And in return, he asks them to quote the price and the estimated time to complete the project.
He gets the quotation from all his vendors and chooses the one, that looks more professional, clean, budget-worthy, and time-efficient.
So here in this case, on looking at the quotation, the client assigns the project to the vendor. So creating a professional and good-looking quotation is no more a choice. If you don't, then your competitors will take over you. So this is the reason you must use quotations for your business.
Not just using the quotation, but knowing the proper format of the quotation is also important which will be discussed in the next section. As soon as, the client accepts your quotation the first thing you should do is sign a contract or use an escrow system just to safeguard your funds. Once the work is done and the project is reviewed by your client, send the invoice.
You don't have to create an invoice from scratch as you can use convert quotation to invoice features which will create the invoice with one click and make your invoicing easy and simpler.
In today's competitive world just creating a quotation is not enough, it is also important to know the proper format of the quotation before making one. So here is the list of elements you must have in your quotation form or you can directly use or quotation maker to create online quotations for free.
It is a good practice to add "Quotation" at the top of the document as a title.
Add a quotation number, so that when creating an invoice it can be used as a reference number.
Quotation date and due date.
Sellers company information with name, address, email, phone number, and all other relevant information.
Buyers information like name, address, email, and phone number.
Product or service name you are going to offer to the client.
After adding the name of the product, give a detailed description of the product so that it becomes easy for your client to understand.
Detailed breakdown of the amount as per the project so that you can client can analyze and compare it with others.
Total cost to complete the project.
Also mention on the quotation that pricing is not constant and it may vary depending on various factors.
Terms and conditions. Here you can add the terms related to the project like the payment mode you will accept or any other conditions.
Additional Notes: you can add extra notes if you want to like how many revisions you will provide in case of any changes needed by the client.
Signature of the authorized person.
Here you can check out how to make a quotation easily without any hassle.
Sample Quotation Template
Business Quotation Template
Company Quotation Template
Price Quotation Template
Work Quotation Template
Using Refrens quotation format, you can easily start creating the quotation using the above blank format. Add all the essential elements in the quotation as mentioned above. If you want to add any additional information then you can easily use our custom column feature which helps you to add extra columns anywhere on the quotation.
Once the quotation is created, you can select a quotation template as per your need and can also change the color of your quotation. If you want a more professional-looking quotation then don't forget to add your company letterhead at the top of the quotation.
Once the template is customized, you can send the quotation directly to your potential client using Refrens emailing system. The advantage of using the mail here is you can track your quotation and can check whether the client has opened your quotation or not, same you can also schedule your quotation for future dates.
You can create an unlimited number of quotations for an unlimited number of clients, there are no restrictions for creating or adding the client. manage all your quotations, invoice, and can use proforma invoice format, and other documents in one place.
An estimate is similar to a quotation but here the catch is the "pricing" of the product or services you offer to the client. When creating an estimate, the price is quoted approximately and not the exact amount as we do in a quotation. A reckon value or cost of the job that is likely to incur at the time of the project is quoted at the time of generating the estimate.
An estimate is not a true invoice, the cost may change at the time of issuing the final invoice.
Many times it becomes a crunch for the business to evaluate the proper cost of a project. Businesses like construction, website development, photography, marketing firms, etc. use estimates for their business, as they don't know the exact amount to cost for the job. So they calculate the risk, labor, and materials required, the delivery scope of the project, and offer a rough costing of the project.
So creating an estimate is not an easy task, it takes a lot more in-depth research and considers many indirect factors that can hinder your project value. Unfortunately, most of the businesses don't even bother to issue a proper estimate to the client and they end up making a loss on the project.
If you are unaware of the pricing that is going to cost for the work then it is important to plan and create an estimate. If you know the proper costing of the project, then you should create a quotation using any quotation software or you can also use a quotation template or you can also our online quotation maker for free.
Calculating the cost of the project is not a very complicated process, you simply have to list down the materials, a task list, a milestone to complete at a definite time, an approximate budget of all these lists, and proper planning, you can write an accurate estimate.
You can use our estimate template to make an estimate. Refrens offer multiple templates with total control of branding and customizing the estimate in your own way.
There are some important elements that must be used when generating an estimate. The list of the elements is as follows:
Always use the title "Estimate" at the top of the estimate template.
Estimate a number that can be used as a reference number when creating an invoice in the future.
Creation date and due date of the estimate.
Add your company logo, name, information, and all other important information.
Buyer's information like name, address, email, and phone number.
Properly define your work with a detailed description like requirements of materials, and labor.
Estimated cost of the project.
Estimated timeline of the project.
Terms and conditions which will showcase the conditions of the project and also mention the mode of payment.
Additional Notes: add some relevant or extra information about the project so that it becomes clear to the client.
And also mention on the estimate that, the price of the project is not accurate and may vary as per the requirements or any other internal or external factors.
Signature of the authorized person.
Project Estimate Template
Classic Estimate Template
Printable Estimate Template
Cost Estimate Template - Modern Version
Work Estimate Template - Business Version
Other template includes invoice templates, proforma invoice templates, purchase order templates, quotation templates.
With multiple estimate templates on board, you can create your own unique template by customizing as per the need which will keep you ahead of your competitors. As with increasing competition, you also know that your client will be in touch with other businesses to get the work done so they will be in search of the company that will suit them the best so it becomes crucial for you to look superior from your competitors. Using the same old generic estimate template is of no use now so, use Refrens template which is specially developed for the businesses who are bound with estimate documents.
All the templates are pre-formatted so you don't have to create the estimate from the scratch, just add the necessary information on the estimate template and your document is ready for delivery. However, you can still customize the template as per your wish by adding custom fields, columns or by hiding the redundant column. Moreover, you can also change the color, fonts, add letterhead and footer with one click and build your brand.
Unlike others, Refrens never use its logo or name anywhere in the estimate nor run any advertisement. The estimate will completely carry your branding with your company name and logo. Once the estimate is created, you can save it on Refrens website so that you don't have to search for the documents on your computer which eventually saves your time. Easy to send the estimate directly to the client via mail and can track whether the estimate is opened by the client or not.