Free Quote Generator — Create a PDF Quote or Estimate
Write a professional quote or estimate with line items, tax and a valid-until date, and download it as a PDF. No account, nothing uploaded.
Remembered in this browser for next time.
Your Company Inc. 802 Stonehaven Ave Newmarket, ON L3X 2G2 billing@yourcompany.com HST # 123456789 RT0001
Client Name Client Company 123 Main Street Toronto, ON M5V 1A1
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Website design and development | 1 | $4,500.00 | $4,500.00 |
| Content migration (per page) | 12 | $60.00 | $720.00 |
This quote is valid until the date above. Prices are fixed for the scope described; changes in scope are quoted separately. To accept, reply in writing or sign below.
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This free quote generator turns a price into a document a client can say yes to: your details, theirs, numbered line items with quantity and rate, tax, any discount, a valid-until date and your terms, downloaded as a clean PDF. Switch to Estimate when the price is a best guess rather than a fixed offer; the title, number prefix and total label change to match.
It is the same engine as our invoice generator, so when the client accepts you switch the type to Invoice, keep every line, and send the bill. Nothing is uploaded: the PDF is built in your browser and only your own sender details are remembered, on this device. The tool does not track acceptance or collect signatures; for that you still need email or an e-signature service.
How to use
- Pick Quote for a fixed price or Estimate for an approximate one.
- Enter your business details in From and the client's in Prepared for.
- Set the number, the date and the Valid until date (30 days by default).
- Add a line for each deliverable with quantity and rate, then the tax rate and any discount.
- Edit the terms in Notes: what is included, what is not, and how to accept.
- Download the PDF or print it. When the client accepts, switch to Invoice and send the same lines as a bill.
Frequently asked questions
What is the difference between a quote and an estimate?
A quote is a fixed price for a defined scope: if the client accepts it within the validity period, that is the price. An estimate is an informed approximation that can change as the work becomes clearer. Using the right word matters when a job runs over: a client who accepted a quote can reasonably hold you to it, while an estimate sets an expectation rather than a promise.
Is a quote legally binding?
A quote is an offer. Once the client accepts it (in writing, by email, or by paying a deposit) it usually forms a contract on those terms in common-law jurisdictions such as Canada, the US and the UK. That is why the scope, exclusions and validity date belong on the quote itself. For large or unusual jobs, a signed contract that references the quote is safer. This is general information, not legal advice.
How long should a quote be valid?
Thirty days is the common default and what the tool pre-fills. Shorten it when your costs move quickly (materials, exchange rates, contractor availability), and lengthen it for public-sector bids that need weeks of approval. Always show an actual date rather than "30 days", so there is no argument about when the clock started.
Should a quote include tax?
Yes, show it. Business clients need to see the tax to budget and to claim input tax credits later, and consumers need the total they will actually pay. Enter the tax name and rate (HST 13 percent in Ontario, GST 5 percent in Alberta, VAT 20 percent in the UK) and the quote shows subtotal, tax and total separately.
Can I turn the quote into an invoice?
Yes. Switch the document type to Invoice at the top: every line item, the client details, tax and discount stay, the number prefix changes from QUO to INV, and the date label becomes Due. Give the invoice its own number in the invoice sequence and set the due date.
What a good quote contains
• Scope in plain words: each deliverable as its own line, so the client can see what they are paying for and you can point to it later.
• Exclusions: what is not included (hosting, travel, third-party licences, revisions beyond two rounds). Most disputes start with what was assumed, not what was written.
• Assumptions the price depends on: the client supplies content by a date, site access during working hours, materials at current prices.
• A valid-until date, payment terms (deposit, milestones) and how to accept.
• Tax shown separately, and the currency if you work across borders.
Pricing a quote without underpricing
Estimate the hours per deliverable, then add a contingency for the unknowns you can name (15 to 25 percent is common for custom work) rather than padding each line invisibly. Quote fixed prices for well-understood work and hourly or estimate-based prices for discovery-heavy work. If the client wants a lower number, cut scope, not rate: remove a line rather than discounting all of them, which keeps your rate intact for the next job.
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