Free Quotation Generator, send a professional quote today
Create a clean, professional price quotation and download it as a PDF, with your details, the client, itemised pricing, tax, an optional discount and a clear total. Fill in the form and watch the quote build live, set how long it stays valid, then download it. Everything runs in your browser, so your pricing and your prospects are never uploaded to anyone.
A quotation is the document that wins or loses the work, and it is often the first real impression a prospect has of how you operate. Send a vague number in the body of an email and you look like a hobby; send a clear, itemised, professional quote and you look like a business worth hiring. Yet producing one is the same chore as an invoice, made worse by the fact that a quote has its own rules. It is not a bill, so it must not read like one: nothing is owed yet, there is no balance due, and the crucial extra element is validity, the date after which the price may change, which protects you from being held to a number for months while your costs move. Most tools either treat a quote as an invoice with the title swapped, leaving payment language on it that confuses the client, or they hide the feature behind the same sign-ups and subscriptions as everything else. And the arithmetic risk is identical: a quote whose lines do not sum to the total undermines the professionalism it exists to project. This tool produces a proper quotation, with a validity date and no payment-owed language, from the same carefully-computed engine as the invoice tool, entirely in your browser, so your pricing strategy and your prospect list never leave your machine.
How a quotation differs from an invoice
A quotation and an invoice look similar and share most of their structure, but they do different jobs and must not be confused. A quotation is an offer: it tells a prospective client what you propose to do and what it will cost, before any agreement, and nothing is owed on the strength of it. An invoice is a demand: it is issued after the work is agreed or done and it requests payment of a specific amount by a specific date. The practical differences follow from that. A quote carries a validity period, the date after which the quoted price may no longer stand, rather than a payment due date. It has no balance due, no record of amounts paid, because there is nothing to pay yet. And its terms describe what happens next, such as a deposit to begin or the price holding for thirty days, rather than how to settle a bill. This tool produces a genuine quotation with the right labels and none of the payment-owed language, so the document reads correctly to the client as an offer, and later, when the work is agreed, you can raise a matching invoice with the invoice tool.
Why validity and clear scope win the job
Two things turn a quote from a number into a document that actually protects you and closes work. The first is validity. Prices move, your availability changes, and a quote you sent three months ago should not be a promise you are bound to honour today. Stating a validity date, such as valid for thirty days, is standard professional practice and gives you a clean reason to requote later without appearing to renege. The second is scope. A quote that lists exactly what is and is not included, line by line, is the single best defence against the scope creep that erodes a project's profit. When the deliverables are itemised, a client's later request for something not on the list is visibly an addition, to be quoted separately, rather than an argument about what was implied. A vague quote invites exactly that argument. This tool encourages both: an itemised list where each deliverable is its own line, and a validity date that sets a clear expiry, so the quote both wins the work and defines it.
Your pricing stays your business
How you price is competitive information. Your rates, the discounts you are willing to give, which prospects you are quoting and for how much, is exactly the kind of data a business should not scatter across free online tools that exist to collect it. A quotation tool that uploads your document is uploading your pricing strategy. This one does not: it runs entirely in your browser, the quote is assembled locally, and the PDF is generated on your own machine when you download it, so nothing you type is ever sent anywhere. Signing in with a free account is needed only to download the finished PDF, and even then the quote's contents stay on your device. That means you can quote aggressively, discount selectively, and pursue sensitive opportunities without your numbers ever passing through a third party. It is the same privacy guarantee as the invoice tool, for the same reason: the documents that describe your commercial position should stay under your control.
How to use it
- 1
Add your details and the client's
Fill in your business name and details in the From block and the prospect's in the Prepared for block. Set a quote number, the issue date, and a Valid until date that gives the client a clear window to accept. The preview builds live beside the form.
- 2
Itemise what you are proposing
Add a line for each deliverable or service, with a clear description, a quantity and a price. Itemising the scope is what protects you from later disagreement, so be specific about what each line includes. Line totals and the subtotal are calculated for you.
- 3
Set currency, tax and any discount
Choose the currency, add a tax rate and label if it applies, and apply a percentage or fixed discount if you are offering one. Use the notes to state your terms, such as a deposit to begin or how long the price holds, so the offer is unambiguous.
- 4
Download the PDF
Check the live preview, which matches the PDF exactly, then download a clean, professional quotation with no watermark. Downloading asks you to sign in with a free account, which is the only thing an account is for; building and previewing the quote are always free, and nothing is uploaded.
Common mistakes
No validity date on the quote
A quote with no expiry can be accepted months later, binding you to a price your costs have long outgrown. Always set a Valid until date, such as thirty days out, so the offer has a clear window and you can requote cleanly afterwards without appearing to go back on your word.
Wording it like an invoice
A quote is an offer, not a bill, so it should never show a balance due or ask for payment. Language that implies money is owed confuses the client and looks unprofessional. Keep it to a proposed total and a validity date, and raise a proper invoice only once the work is agreed.
A single vague line for the whole job
Quoting one lump sum for the entire project with no breakdown invites both price haggling and scope creep. Itemise the deliverables so the client sees the value in each part, and so any later request that is not on the list is visibly a new item to be quoted, not an assumed inclusion.
Not following up an accepted quote with an invoice
A quote does not request payment, so accepting one does not put money in your account. When the client agrees, raise a matching invoice with the same line items and numbers so there is a formal, payable document. Use the invoice tool for that, carrying the quote's details across.
Questions
- Is this quotation generator free, and is my pricing private?
- Yes, it is completely free with no limit on how many quotes you create, and there is no watermark on the PDF. It runs entirely in your browser: the quote is built on your own machine and the PDF is generated locally when you download it, so your rates, discounts and prospects are never uploaded. Signing in with a free account is required only to download the finished PDF.
- What is the difference between a quotation and an invoice?
- A quotation is an offer of what you propose to do and what it will cost, sent before any agreement, and nothing is owed on it. An invoice is a request for payment of an agreed amount, sent after the work is agreed or done. A quote carries a validity date instead of a payment due date and has no balance due. This tool makes a proper quotation; use the invoice tool once the work is agreed.
- How long should a quote stay valid?
- Thirty days is a common and reasonable default, though it is entirely your choice and depends on how stable your costs and availability are. The point of stating a validity date at all is to give the client a clear window to decide while protecting you from being held to the price indefinitely. Set the Valid until date to whatever window suits the job.
- Can I turn an accepted quote into an invoice?
- Yes, easily. When a client accepts a quote, open the invoice tool and re-enter the same line items, quantities and prices to produce a matching invoice that requests payment. Because both tools share the same layout and calculation engine, the invoice will look consistent with the quote the client already approved, which reads as professional and organised.
- Can I include tax and a discount on a quote?
- Yes. Add a tax rate with its label, such as VAT or GST, and it is shown as its own line calculated on the subtotal after any discount. You can also apply a percentage or fixed-amount discount, which is common when offering an introductory or bulk price. Everything is calculated in whole cents so the quoted total always adds up exactly.
- Does the client need any special software to open it?
- No. The quotation downloads as a standard PDF, which opens on any computer, phone or tablet without special software, and prints cleanly. The live preview in the tool matches the downloaded PDF exactly, so what you build is precisely what your prospect receives, presented as a clean, professional document with no third-party branding.
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