Free quote generator

What is a quote?

A quote (or quotation) is a document you send a client before you start work. It sets out what you will do or supply, what it will cost, and how long the price is valid. The client reads it, asks questions, and then accepts or declines.

A good quote protects both sides. The client knows exactly what they are paying for, and you have a written record of the price and scope you agreed to, which helps prevent arguments when the invoice arrives.

Quote vs invoice: what's the difference?

Quotes and invoices often contain the same line items, but they do different jobs.

In practice, an accepted quote becomes the invoice. That's why it pays to keep them in the same system: the client, line items and totals carry straight over. Read more in our guide to the quote-to-invoice workflow.

What to include on a quote

Every professional quote should have:

• Your business details. Name, logo, phone, email and address, so the client knows who it's from.
• The client's details. Their name or company, and contact details.
• A quote number. A unique, sequential number such as QT-001, so you can refer to it later.
• The date and a 'valid until' date. Prices change. A validity date stops an old quote being held against you.
• Clear line items. A specific description, quantity and price for each part of the job.
• Subtotal, discount, VAT and total. Show VAT separately if you're VAT registered, so the full amount is clear.
• Notes and terms. Deposits, timelines, what's included and excluded, and payment terms.

How to write a quote that wins the job

1. Be specific

"Bathroom work: R18,000" invites questions and haggling. "Remove and replace shower tiles, 6 m²" and "Supply and fit new mixer tap" show the client exactly what they're getting.

2. Split labour and materials

Separating your time from the cost of materials makes the price easier to understand and harder to dispute, especially for trades and installations.

3. State what's not included

If the price excludes things like rubble removal, travel outside a certain area or extra revisions, say so in the notes. It's the cheapest way to avoid a dispute later.

4. Ask for a deposit on bigger jobs

For work with material costs or long timelines, many small businesses ask for 30% to 50% upfront. Put the deposit amount and when it's due on the quote.

5. Follow up

Quotes go cold. A short follow-up a few days after sending, and again before the validity date, wins more work than sending and hoping.

VAT on quotes in South Africa

If your business is registered for VAT, show prices with VAT at the standard rate of 15%, with the VAT amount shown separately. If you're not VAT registered, you must not charge VAT. Untick the VAT option in the generator above.

A quote is not a tax invoice. Once the work is done or payment is due, VAT-registered businesses need to issue a tax invoice that meets SARS requirements. See what makes a valid tax invoice in South Africa, and check whether you need to register in our guide to the VAT registration threshold.

Quote, estimate, quotation or proforma invoice?

Quote and quotation mean the same thing: a fixed price for defined work. An estimate is a rough guide that may change once the work starts. A proforma invoice looks like an invoice and is often used to request a deposit or payment before goods are delivered, but it is not a tax invoice. If you're unsure which to send, a quote with a clear validity date is usually the safest choice.

From quote to paid invoice

This generator is perfect for a one-off quote. If you send quotes regularly, keeping them in Eazy-Biz means you can track which ones are accepted, convert them to invoices in one click, and see what's still owed, without retyping anything. New to invoicing? Start with how to create and send your first invoice.