Where to Get Free Quote Templates (2026): Excel, PDF and Quotation Templates

When you run a small business, the quote is often the first document a customer sees with your name on it. Vertex42 makes a point I like: an invoice is a bill for a sale that's already happened, but a quote is a tool for completing the sale. It should look tidy, be easy to say yes to and leave no room for guesswork.

Quote, quotation or estimate: pick the document first

Before you choose a design, choose the document. Vertex42 says a price quote can be a legally binding agreement between you and your customer to deliver at the price you've stated, and once the customer accepts it, it's normally converted into an invoice. If you want to give a figure that isn't binding, Vertex42 points you to its job estimate template instead.

Xero's UK page says the same thing in fewer words. A quote and a quotation are the same thing: a fixed price for the work. An estimate is your best guess when the final cost isn't certain yet, and if you're not sure of the price, call it an estimate and say so. If that's you, my roundup of estimate templates is the better starting point.

Four free places to get a quote template

Source	Format	Tax wording	Terms of use
Vertex42 Price Quote	Excel and Google Sheets	You add your own	Private Use: your company only, no resale or public sharing
Xero quote template	Editable PDF, sent after a short form	Sales tax (US), VAT (UK) or GST (AU) boxes	Free download; Xero says it's for information only, not tax or legal advice
Template.net quotations	Word, Excel, PDF, Google Docs, Google Sheets, Pages, Numbers and more	Varies by template	Edited in its browser editor, with an AI Quotation Builder
Zoho Invoice	Online invoicing software	Set up in the app	Free invoicing software; check the plan limits before you rely on it

Vertex42's price quote, line by line

Vertex42 built its free Price Quote Template from its free invoice template, with a few changes. The labels say quote instead of invoice. There's an example 'New client discount' line so you can see how to show a discount. And the comments box has become a Terms and Conditions section with a place for the customer to accept the quote by signing. If you don't need a signature, delete that line and add your own terms.

The file gives you two designs on separate worksheets. The second lets you enter unit costs and quantities, which suits anyone selling products or parts. There's also a separate Quotation Template based on Vertex42's billing invoice and job estimate designs, and it's general enough for most service businesses.

Vertex42 also lists what a quote needs that an invoice doesn't: an expiration or 'valid until' date, after which you're not bound by the prices; a label that says Quote # so the customer doesn't mistake it for a bill; a 'Prepared by' name so they know who to call; and terms and conditions beyond payment. The licence is Private Use, so you can use and customise it inside your business, but you can't sell the template or host it on a website for others.

Xero's free PDF: the one with your country's tax boxes

Xero's template comes as an editable PDF. You fill in a short form, including how many employees you have, and Xero sends the PDF plus a link to its how-to guide. You add prices and quantities and the template does the maths for you. The useful part is that there's a separate page for the US, the UK and Australia, and the tax line matches each one.

• US: check what tax rate applies and add it to the appropriate boxes. If there's no tax, leave it blank.
• UK: check whether VAT applies and, if you're VAT registered, show it clearly. Xero uses the standard rate as its example. If no VAT applies, leave it blank.
• Australia: the page heading says 'Add GST, or don't'. Check what tax rate applies, if any, and leave the boxes blank if there's no tax.

Every version has a box for payment terms: when the job will be invoiced, how long the customer has to pay, and the payment methods you accept. The UK page goes further with a list of what every quote should include, and its FAQ says 30 days is a common validity period.

Writing the quote itself

1. List your business details and your customer's details.
2. Give the quote a number and an issue date.
3. Add each item or task with its price. For a job, put materials and labour on their own lines.
4. Apply VAT, GST or sales tax if it's due, or leave those boxes blank.
5. Set your payment terms and the payment methods you accept.
6. Add an expiry date so the price doesn't stand forever, and say whether the quote is binding or subject to your terms.

Those steps come from Xero's UK guidance. It also suggests breaking design and creative work into stages, such as concepts, revisions and final files, and showing the hours or scope on a service quote.

Template.net: a quotation for every trade

Template.net is the place to browse if you want something that already speaks your trade's language. Its list includes Construction, Contractor, Cleaning Service, Window Cleaning, Handyman Service, Pest Control, Photography, Wedding Photography, Website Design, Freelance, Supplier and B2B quotations, plus types like Request for Quotation, Travel, Maintenance, Vehicle and Rental. Each one comes with an AI Quotation Builder, and Template.net lists downloads in Word, Excel, PDF, Google Docs, Google Sheets, Apple Pages, Apple Numbers and more.

When a spreadsheet stops being enough

If you're retyping every accepted quote into an invoice, a template is costing you time. Zoho Invoice is free invoicing software that also handles quotes: you set out payment terms, deliverables and terms of sale, and once the customer approves, the quote can be converted into an invoice automatically. Customers can log in to a portal to approve quotes and pay invoices. Zoho says the product was paid for 13 years before it removed the price tag, so check the plan limits for your business before you move everything over. For other options, see my guide to free invoicing software, and once the job's won, grab one of these free invoice templates. If you only need a quick spreadsheet answer, the older Q&A on a free Excel price quotation template is still a good read.

Which quote template I'd use

I'd use the Xero PDF if you're a sole trader who sends the odd quote and wants the VAT or GST wording right first time. I'd use Vertex42 if you want to change the layout, show discounts and get a signature on the page. I'd browse Template.net if you're in a trade like cleaning, building or photography and want a head start on the line items. Skip templates altogether if you quote every week; that's when Zoho Invoice saves you the retyping.

Featured spots and reviews on this page are paid partnerships, never free listings. Do you make quoting, invoicing or document tools? Tool makers can ask about a featured place here.

Frequently asked questions

Where can I get a free quote template?

Vertex42 has a free price quote template for Excel and Google Sheets, Xero offers a free editable PDF quote in US, UK and Australian versions, and Template.net has quotation templates for many trades.

Is a quote legally binding?

It can be. Vertex42 says a price quote can be a legally binding agreement once the customer accepts it. If you want a figure that isn't binding, use an estimate and call it one.

What's the difference between a quote and a quotation?

Nothing. Xero's UK page says a quote and a quotation are the same thing, a fixed price for the work, while an estimate is a best guess.

How long should a quote be valid for?

That's your call, but Xero's UK guidance says 30 days is common. Always add an expiry or valid until date so the price doesn't stand forever.

Does Xero's free quote template include VAT and GST?

Yes. The UK version has VAT boxes, the Australian version has GST and the US version has sales tax. Leave them blank if no tax applies.