Price quote template that answers how much
Your buyer wants to know how much, in what quantity and until when. Quantity, unit price and extended price lead the layout, with a trade show print run as the sample.
- Flyers, banners and business cards priced with a 50% deposit
- Quantity breaks and express turnaround shown as options
- Ready in Word, Excel or PDF, all free
What a price quote is, and how it differs from a full quote
A price quote answers one question fast: how much for this, in this quantity, until when. This price quote template is built around quantity, unit price and extended price, with the total printed large at the top. The sample is a trade show print run (flyers, banners and business cards) with a 50% deposit and express turnaround as an optional extra.
A price quote is a short, priced offer for goods or a clearly defined job, where the customer already knows what they want and mainly needs the number. It drops the long scope and conditions of a building quote and puts the weight on unit prices, quantities, what the price includes and how long it holds.
Price quote
- Customer names the item and quantity
- Unit price times quantity on each line
- Short notes on delivery, setup and lead time
- Validity often short, tied to supplier prices
Full job quote
- You define the work after a site visit
- Labor and materials built up from measurements
- Detailed scope, exclusions and conditions
- Deposit, stage payments and variations
When a job needs everything in the second column, start from the professional quote template instead.
Price quote format: the columns that matter
The price quote format comes down to five columns: item with its specification, quantity, unit, unit price and amount. The specification matters most in practice, because two quotes for 2,000 flyers can only be compared if paper weight, size, finish and printed sides are the same on both.
| Column | What goes in it | Example |
|---|---|---|
| Item and specification | The product plus every detail that changes the price | A5 flyers, 150 gsm gloss, double sided |
| Qty | The quantity quoted | 2,000 |
| Unit | What one unit is | each, box, sheet, set |
| Unit price | Price for a single unit | $0.14 |
| Amount | Qty times unit price, rounded to cents | $280.00 |
Unit prices under a dollar are normal for print, fixings and packaging. Show the unit price exactly as you worked it out and round only the amount, so the customer can check the multiplication with a phone calculator.
Quantity breaks and options on a price quotation template
Buyers often ask what the price would be at a different quantity. Rather than sending three separate quotes, show the main quantity as the priced line and the alternatives as optional lines or a short price break table. The customer picks one, and nothing joins the total until they do.
| Flyers, A5, 150 gsm gloss | Unit price | Amount |
|---|---|---|
| 1,000 | $0.18 | $180.00 |
| 2,000 | $0.14 | $280.00 |
| 5,000 | $0.10 | $500.00 |
The prices above are examples. In the quote maker, add each alternative as an optional item: it shows as Optional and stays out of the total until chosen. In the Excel file, the same lines carry N in the Include column.
The sample price quote, worked through
The sample prices a trade show order for an events company: flyers, two roll up banners and business cards under Materials, plus artwork setup under Design. Express turnaround is offered as an optional extra. The prices show the layout only and are not a print price list for your area.
| Line | Qty x unit price | Amount |
|---|---|---|
| A5 flyers, 150 gsm gloss, double sided | 2,000 x $0.14 | $280.00 |
| Roll up banners | 2 x $145 | $290.00 |
| Business cards, 400 gsm | 500 x $0.12 | $60.00 |
| Materials subtotal | $630.00 | |
| Artwork setup | 1 job | $90.00 |
| Quote total | $720.00 | |
| Deposit to book, 50% | $360.00 | |
| Balance on completion | $360.00 | |
| Express turnaround, optional | 1 job | $75.00, not included |
The Bold design prints the quote total and the valid until date at the top right, so a buyer leafing through several price quotes sees your number first.
Price validity: how long the number holds
A price quote is only as good as its expiry date. Paper, metal, timber and freight costs move, so state how long the price stands and what happens afterwards. Short validity is normal for goods: a week or two where supplier prices change often, longer where they are stable and you can hold them.
- Say what the price includes: delivery, setup, artwork, packaging or installation.
- Say what it leaves out: freight to remote areas, rush fees, extra proofs.
- In the quote maker, pick 7, 14 or 30 days or a custom date; the customer’s view shows Expires soon in the final three days.
The guide on how long a quote stays valid covers choosing the period.
When a price quote is the right choice
Use a price quote when the customer has already decided what they want and is comparing numbers: printing, sign panels, supplies, equipment or a standard service at a set price. If you still need to measure, inspect or design before you can price, a fuller quote or an estimate protects you better.
- Products with delivery, installation and warranty details: the sales quote template.
- Work whose final cost could move: read quote vs estimate first.
- More lines for print jobs: the printing quote template.
- Standard prices for anyone who asks: a price list template.
Price quote questions
What is a price quote?
A price quote is a written offer to supply specific goods or a defined job at a stated price, usually for a limited time. It lists each item with its quantity and unit price, the total, what is included and the date the offer ends. The customer accepts by signing or replying, and it becomes the price you both work to.
How do I write a price quotation?
Confirm the exact item and specification, then list each product with quantity, unit, unit price and amount. Add setup, delivery or design charges as their own lines, show tax if it applies, and state the total, the valid until date and how to accept. Keep it to a single page where you can.
What is the difference between a price quote and an estimate?
A price quote is a fixed offer for a defined item or job. An estimate is your best guess where the final cost could change once work starts. If you can name the quantity and specification, quote; if hidden conditions could move the price, estimate. See quote vs estimate.
Should a price quote include tax?
State whether prices include or exclude tax, and show the tax on its own line if you charge it. Buyers compare totals, so a quote that adds tax at the very end can look cheaper than it is. The quote maker handles tax added or tax included for each of its ten country presets.
How do I show bulk pricing on a quote?
Price the quantity the customer asked for as the main line, then add other quantities as optional lines or a small table of price breaks with the unit price at each level. Optional lines stay out of the total until the customer picks one, so the total always matches a real order.
Can I use a price quote as a price list?
Not really. A price quote is addressed to one customer for one order and carries a validity date. A price list shows your standard prices to anyone who asks. If you send the same prices often, keep a price list and build each quote from it.
