Proposals & Quotes

Free Sales Quote Template (PDF)

A sales quote (or estimate) is an itemized price document that tells a customer exactly what something will cost before they commit — line items, a subtotal, tax and shipping if applicable, and a validity window for the pricing.

When to use it

Use a quote whenever a customer needs a concrete, itemized price before they'll say yes — selling physical products, one-off services with variable scope, or any situation where "it depends" isn't an acceptable answer and a firm number is.

What's typically included

• Quote number and date
• Validity window
• Itemized pricing (quantity, unit price, line total)
• Subtotal, tax, and shipping
• Payment terms
• Delivery/fulfillment terms
• Acceptance signature

How to fill it in

• The pricing table is the actual content of this document — edit every line item, quantity, and price to match the real order rather than leaving the example rows in place.
• Fill in a validity period (e.g. "30 days") — without one, a customer could try to accept outdated pricing months later.
• State delivery or fulfillment terms even briefly ("ships within 5 business days of payment") so acceptance doesn't leave timing ambiguous.

This template is a general starting point, not legal advice — customize it and have it reviewed for your situation.

Frequently asked questions

Is a signed quote the same as an order confirmation?

Once signed, yes — this document is built so that signing it counts as accepting the price and terms, functioning as the order confirmation rather than a separate, later step.

Is an electronically signed quote legally binding?

Yes, under the U.S. ESIGN Act and state UETA laws, an electronic acceptance is just as binding as a signature on paper.

What happens if the customer wants to accept after the validity window expires?

This template treats the validity window as the cutoff for the quoted price — if it expires, send an updated quote reflecting current pricing rather than relying on an expired one.