Free, editable, and ready to print

Free Quotation Template for Small Businesses

Use this professional quotation template to organise customer details, line items, pricing, validity, terms, and acceptance. Edit the highlighted fields directly on this page, then print the result or save it as a PDF—no account required.

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  • Edit every highlighted template field
  • Use a complete quotation structure
  • Print a clean customer copy
  • Save a local PDF through your browser

Your editable template

Click the highlighted fields to replace the example text

Calculate and enter totals manually, then print when ready. Your edits stay only in this browser tab and are not sent to or stored by QuoteVia.

Quotation

Your Business Name

email@example.co.za · 012 345 6789

Company / registration / VAT details (optional)

Quotation number
QUOTE-001
Issue date
DD MMM YYYY
Expiry date
DD MMM YYYY

Prepared for

Customer or Company Name

customer@example.co.za · 012 345 6789

Customer address, suburb, city, province, postal code
DescriptionQuantityUnit priceAmount
Service or product description1R 0.00R 0.00
Additional service or product1R 0.00R 0.00
Optional third line item1R 0.00R 0.00
Subtotal
R 0.00
Discount
- R 0.00
Tax / VAT
R 0.00
Total
R 0.00

Notes

Add a short customer message, scope clarification, or delivery note.

Terms

Add payment terms, lead times, exclusions, and conditions that apply.

Acceptance

To accept this quotation, sign below or confirm acceptance in writing.

Customer name

Name

Signature

Signature

DD MMM YYYY

Date

This quotation is subject to the terms shown above.

In the print window, choose your printer or select Save as PDF. The resulting file is saved by your browser to the location you choose; QuoteVia does not upload or keep it.

Quotation checklist

What a professional quotation should include

A useful quote makes it easy for the customer to understand who is quoting, what is included, what it costs, how long the price is valid, and what happens next.

Your business details

Add the business name, contact details, and any registration or VAT information that is relevant to your business.

Customer details

Identify the person or company receiving the quote, with useful contact and address information.

Quote reference and dates

Use a unique quotation number, an issue date, and a clearly stated expiry or validity date.

Scope and line items

Describe each service or product, then show its quantity, unit price, and line amount.

Commercial totals

Show the subtotal, any discount, applicable tax or VAT, and the final total in a consistent currency.

Terms and acceptance

Explain important payment, lead-time, scope, and acceptance conditions before work begins.

How long should a quotation remain valid?

There is no single validity period that suits every business. Choose a period that reflects price stability, supplier costs, workload, and how long you can reasonably hold the quoted terms. Always state the expiry date clearly.

7 days

Useful when material costs, availability, or scheduling may change quickly.

14 days

A practical middle ground for many routine service quotations.

30 days

Useful where pricing is stable and customers need a longer approval process.

These periods are practical examples, not rules. Adjust the validity period to suit the quote, your commercial terms, and any professional or contractual requirements that apply.

Tax and VAT fields

Show tax separately when it applies

A quotation should make the relationship between the subtotal, discount, tax or VAT, and final total easy to follow. If tax applies, state whether line prices include or exclude it and show the amount consistently.

Important

This template does not determine whether your business must charge VAT or which rate applies. Use the field only when appropriate and confirm your obligations with SARS guidance or a qualified tax professional. This is general template guidance, not tax or legal advice.

Quotation vs invoice

Similar details, different purpose

Quotation

Sets out proposed scope, pricing, validity, and terms before the customer decides whether to proceed. It is not itself a request for payment.

Invoice

Requests payment for agreed or supplied work and normally includes payment instructions and a due date.

Your contracts, industry, and local requirements may affect when each document is issued and what it must contain.

When a reusable template is no longer enough

Create, send, and track quotations with QuoteVia

Templates are useful when you are getting started. If you send quotations regularly, QuoteVia lets you create them online, email secure customer links, track when they are viewed, and collect accept or decline responses.

Create your first quote

Related resources

Learn more about online quotations