Business quote template for the whole team
When several people send quotes, details drift. Lock in your registered name, tax ID, logo and terms once, and leave room for the buyer’s purchase order number and approver.
- Company name, tax ID, logo and standard terms built in
- A worked IT network refresh with an optional support plan
- Download Word, Excel or PDF at no cost
Who a company quote template is for
A business quote template carries your company’s identity onto every quote: registered name, address, tax ID, logo and the same terms every time, whoever in the team writes it. It also leaves room for what business buyers ask for, such as their purchase order number and a named approver. The sample is an IT network refresh with a 30% deposit and an optional support plan.
It suits any registered business that sends more than the odd quote: firms where several staff write quotes, companies whose customers are other businesses, and owners who want every quote to look and read the same. A sole trader pricing a homeowner’s job may want something lighter, but staff, accounts and purchase orders change that.
- Companies where two or more people write quotes and the wording has to match
- Suppliers to offices, schools, property managers and other firms
- Businesses that show a tax registration such as a VAT, GST or sales tax number on their paperwork
- Firms that bill against purchase orders and need the buyer’s reference on every document
What makes it a business quotation template
A business quotation template adds a handful of fields a homeowner never asks for but a company buyer usually does. Each one saves an email back and forth while the quote is being approved, and most of them carry straight across to the invoice once the customer accepts.
| Field | Why a business buyer wants it |
|---|---|
| Registered company name and address | Matches the supplier record in their accounts system |
| Tax ID (EIN, VAT, GST or ABN) | Their accounts team uses it to set you up as a supplier |
| Quote number | Both sides can find the right version quickly |
| Their purchase order or reference | Their accounts team matches your invoice against it |
| Named contact and approver | Shows who asked for the quote and who can sign it |
| Payment terms | Net 30 or similar, rather than payment on the day |
| Valid until date | Budgets and approvals take time, so allow enough days |
| Signature, name and job title | Confirms the person accepting can commit the company |
Keeping every company quote consistent
Consistency is the whole point of a company quote template. When the logo, colors, terms and numbering live in one master, a quote from a new hire looks exactly like one from the owner, and a customer comparing two of your quotes sees the same structure on both. That is what makes a small firm read as an established one.
- One master file with logo, company details and standard terms, kept read only, which staff copy for each quote.
- One numbering sequence for the company, with a prefix per branch or person if you need one (Q-NG-1042).
- Standard exclusions and terms written once and reviewed each year, not rewritten on every quote.
- A single accent color across quote, invoice and email signature. The sample uses the Band design, which runs your color across the header.
- In the online quote maker, business details and logo are remembered in the browser, so each person sets them up once.
Purchase orders, approvals and payment terms
Company customers rarely accept on the spot. Your quote goes to a manager or purchasing team, who may raise a purchase order and send it back. Write the quote so it survives that trip: a clear total, an expiry long enough for their approval cycle, and terms their accounts team can process without phoning you.
- Allow around 30 days of validity for company buyers if your costs allow it. Hardware prices may need a shorter window, or a note that equipment is priced on the day it is ordered.
- Leave a line for their purchase order number and copy it onto the invoice.
- When the purchase order arrives, check its total and description against your quote before ordering anything.
- If the order differs from the quote, settle it in writing before work starts. A change order records any later changes.
The sample business quote, explained
The sample is an office network refresh for a 12 person accounting firm, priced in two groups, Equipment and Labor, with managed support offered as an optional monthly line. The figures show the structure only, so swap in your own costs and margins before using it for a real customer.
| Line | Qty and rate | Amount |
|---|---|---|
| Firewall appliance | 1 x $780 | $780.00 |
| 24 port switch | 1 x $420 | $420.00 |
| Wi Fi access points | 3 x $210 | $630.00 |
| Equipment subtotal | $1,830.00 | |
| Installation and configuration | 10 hrs x $110 | $1,100.00 |
| Documentation and handover | 1 job | $250.00 |
| Labor subtotal | $1,350.00 | |
| Quote total | $3,180.00 | |
| Deposit to book, 30% | $954.00 | |
| Balance on completion | $2,226.00 | |
| Managed support, optional | 12 months x $240 | $2,880.00, not in the total |
Placing the support plan on the same page lets the buyer approve both together without asking for a second quote. The IT services quote template has more lines for this kind of work.
When to choose the business layout, and when not to
Choose it when the quote speaks for a company rather than one person, when the buyer is a business with its own approval steps, or when several staff quote and need one standard. For a quick price to a homeowner, the extra fields add length without adding much value for either side.
Good fit
- Sales and services to other businesses
- Several people quoting under one brand
- Customers who issue purchase orders
- Quotes that become invoices on account terms
Other options
- Small jobs for homeowners: the simple quotation format
- A full formal layout with scope and conditions: the professional quote template
- Work priced mainly by time: a quotation for services
- Billing once the quote is accepted: quote to invoice
Business quote questions
What should a business quote include?
Your registered company name, address, contact details and tax ID; the customer’s company, contact and any purchase order number; a quote number, date and valid until date; a scope, itemized lines and totals with tax; payment terms; and an acceptance block with name, job title, signature and date. The quotation format guide explains each part.
Is a company quote template different from an invoice?
Yes. A quote is an offer made before the work, with a validity date and acceptance lines. An invoice asks for payment once the customer has agreed, and needs a due date and payment details. Many lines carry across from one to the other; quote vs invoice lists the differences.
Should a business quote show a tax number?
Show it if you are registered for sales tax, GST or VAT, since business buyers often need it to set you up as a supplier. Whether it must appear on a quote depends on your country. Country pages such as the Australian quote template cover local rules like the ABN.
How do I add a purchase order number to the quote?
In the Word file, add a line to the customer box such as Your ref: PO 4471. In Excel, type it in a spare cell below the customer address. In the online quote maker, add it to the scope of work. Repeat the same number on the invoice so the buyer’s accounts team can match the two.
Who should sign a business quote?
Someone with authority to commit the customer’s company to the spend, who may not be the person who asked for the quote. Ask for a name and job title beside the signature. On your side any staff member can issue the quote, as long as prices and terms come from the approved master.
Can all my staff use the same template?
Yes. Keep one master with company details and standard terms, have each person copy it for every quote, and share one numbering sequence. If your team uses the online quote maker, each person enters the business details and logo once and their browser remembers them.
