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Free Quote Generator

Free quote and estimate generator for service businesses. Validity period, payment schedules, line items. PDF in 30 seconds, no signup.

Last updated: May 10, 2026

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Free Quote and Estimate Generator (PDF, Convert to Invoice)

A quote (or estimate) is what you send a potential customer BEFORE work starts. It says "here's what it'll cost." Once accepted, you do the work, then issue an invoice. Here's how to make a professional quote.

Quick answer: Use the FreeInvoicePDF generator. Change the document title from "Invoice" to "Quote" or "Estimate". Add validity period (e.g., "Valid for 30 days"). PDF in 30 seconds. Full quote vs invoice guide.

What's on a Quote

Most fields are the same as an invoice, but with key differences:

Title says "Quote", "Estimate", or "Proposal" (not "Invoice")
No invoice number (use a quote number like Q-2026-001 instead)
Valid until / expiration date (e.g., "Valid for 30 days from issue date")
Description of work to be done (not work completed)
Estimated quantities and rates
Total (often labelled "Estimated Total")
Payment terms (deposit required, payment schedule)
Acceptance section with signature line and date

Quote vs Estimate vs Proposal

People use these interchangeably but there are technical differences.

Term	Meaning	Binding?
Quote	Fixed price for the work described	Yes (if accepted in writing within validity period)
Estimate	Best guess at cost, may vary	No (estimates can change)
Proposal	Detailed description of approach + cost	Depends on wording

How to Convert a Quote to an Invoice

Once the customer accepts the quote and work is done:

Open the invoice generator
Copy the line items from the quote
Change the title to "Invoice"
Replace the quote number with an invoice number
Update dates (issue date = today, due date per your terms)
Reference the original quote (e.g., "Per accepted quote Q-2026-001")
Download PDF, send to customer

Quote Validity and Expiration

Always include a "Valid until" date. Common periods:

30 days (most common for service businesses)
14 days (volatile pricing or fast-moving industries)
60 to 90 days (long sales cycles)

After expiration, you can re-quote at updated prices. Protects you from market shifts (cost of materials, your rate increases).

Deposits and Payment Schedules

For larger projects, specify the payment schedule on the quote:

50/50: 50% deposit on acceptance, 50% on completion
30/30/40: 30% deposit, 30% milestone, 40% on completion
Milestone-based: Payments tied to specific deliverables
Net 30 on completion: No deposit, full payment 30 days after completion

Quote Acceptance

For binding quotes, include an acceptance section:

"To accept this quote, please sign and return."

Customer name (printed)
Signature line
Date
"Accepted in full at the prices quoted"

Email return is fine for most jobs. For larger contracts, use DocuSign or HelloSign for digital signatures. For very large jobs, signed paper.

Common Quote Mistakes

1. No expiration date. Customer accepts your quote 6 months later when material costs went up 20%. You're stuck.

2. Vague descriptions. "Web design - $2,500" leaves room for scope creep arguments. Be specific: "5-page WordPress website with custom theme, contact form, mobile responsive."

3. No exclusions. List what's NOT included. "Hosting, domain, premium plugins not included" prevents the "I thought that was included" debate.

4. Single-line totals. Break out costs by phase or component. Helps the customer understand value.

5. No deposit policy. If you require a deposit to start work, state it on the quote.

Invoice generator (also works for quotes)
Receipt generator
Invoice vs receipt vs quote guide
How to take deposits

Frequently Asked Questions

What's the difference between a quote and an estimate?

A quote is a fixed price for specified work, binding if accepted within the validity period. An estimate is a best-guess that can change. Use 'quote' for fixed price work, 'estimate' for jobs where actual costs may vary.

How long should a quote be valid?

30 days is the most common validity period. 14 days for volatile pricing. 60 to 90 days for longer sales cycles. Always include a 'Valid until' date to protect yourself from market changes.

Can I convert a quote into an invoice in FreeInvoicePDF?

Yes. Use the invoice generator with the title set to 'Quote' for the initial quote. Once the customer accepts, create a new document with title 'Invoice' and copy the line items, referencing the original quote number.

Should a quote include taxes?

Yes if you're tax-registered. Show pre-tax prices, tax amount, and total including tax (just like on an invoice). This way the customer knows the actual cost.

Is a quote legally binding?

If accepted in writing within the validity period and stated to be a fixed-price quote, yes in most jurisdictions. Estimates are not binding. State 'fixed price quote' or 'estimate, subject to change' clearly.

Do I need to send a quote before invoicing?

Not legally required, but highly recommended. Quotes set expectations, prevent scope disputes, and provide written acceptance of price before work starts. Most clients expect them for any project over a few hundred dollars.

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