Proposals & Quotes

Free Software & IT Proposal Template (PDF)

A software or IT services proposal is a business proposal for a development, integration, or technical services engagement — it covers the technical approach, milestones, and what happens after launch, not just price and timeline.

When to use it

Use this for custom software development, a system integration, a migration, or ongoing IT services — anywhere a client needs to understand the technical approach and what support looks like after go-live, which a generic proposal template doesn't address.

What's typically included

• Project overview
• Scope of work
• Technical approach
• Deliverables and milestones
• Timeline
• Fees and payment
• Support and maintenance terms
• Intellectual property
• Warranty and liability
• Governing law

How to fill it in

• Fill in the technical approach section with real specifics (platform, key architectural decisions, third-party services) — this is what separates a credible technical proposal from a generic one.
• State the post-launch support window explicitly (e.g. "30 days of bug-fix support included") — without a stated boundary, "support" can turn into unpaid ongoing work.
• Edit the pricing table's milestones to match your own project phases and billing schedule.

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

Frequently asked questions

Who owns the custom code once the project is delivered and paid for?

The intellectual property section covers this — typically, custom work built specifically for the client transfers upon full payment, while the developer retains rights to pre-existing tools and frameworks used to build it. Edit this to match your own arrangement.

Is an electronically signed IT services proposal legally binding?

Yes, under the U.S. ESIGN Act and state UETA laws, provided both parties consented to sign electronically.

Does this proposal cover ongoing maintenance after launch, or just the build?

Both, if you fill in the support and maintenance section — state clearly what's included at launch versus what becomes a separate, billed arrangement afterward.