Project quote & estimate template for agencies
A quote turns interest into a yes - a clear price, broken down, with a date it's valid until. It's the fast step before a full proposal or SOW. Copy it below, or send quotes clients can approve in a branded client portal.
0/3 filled - the rest of the [prompts] you finish in your copy.
QUOTE / ESTIMATE From: [Agency name] Quote #: [number] [your email] Date: [date] Valid until: [date] For: [Client name] Project: [short description of the work] WHAT'S INCLUDED | Item / deliverable | Amount | |---------------------------------------------|------------| | [Deliverable] | [$0] | | [Deliverable] | [$0] | |---------------------------------------------|------------| | Subtotal: | [$0] | | Tax [%]: | [$0] | | TOTAL: | [$0] | NOT INCLUDED - [Anything out of scope - quoted separately if needed] OPTIONS (if relevant) - Option A - [lean]: [$0] - Option B - [recommended]: [$0] TERMS - This is an [estimate / fixed quote]. [Estimates may vary with scope.] - Payment: [50% deposit to start, balance on delivery; Net 15]. - Valid for [30] days. Accepting this quote means we'll issue a SOW to confirm scope. NEXT STEP [Reply 'approved' or sign below and we'll send the SOW + deposit invoice.] Approved: __________________ Name: [name] Date: ________
pick a version, copy it, or download as .docx or .pdf — then make it yours.
How to fill it in
Say quote or estimate
Be explicit about whether the number is fixed or a projection - it sets expectations and protects you if scope grows.
Break it down
Itemised amounts beat one big number - the client sees what they're paying for and what they could trim.
Add a validity date
'Valid for 30 days' nudges a decision and stops you honouring stale pricing later.
Offer an option or two
A lean and a recommended option lets the client choose their level instead of just yes/no.
Make the next step one action
End with 'approve and we send the SOW' - turn the yes into momentum, not another email.
A filled-in quote
A realistic, filled-in version - so you can see what good looks like before you start.
QUOTE / ESTIMATE
From: Northwind Studio Quote #: NW-Q-018
hello@northwind.studio Date: 8 Mar 2026
Valid until: 7 Apr 2026
For: Acme Roasters
Project: Brand refresh - logo system + one-page guide
WHAT'S INCLUDED
| Item | Amount |
|-------------------------------|---------|
| Logo system (2 concepts) | $8,000 |
| Colour + type, one-page guide | $4,000 |
|-------------------------------|---------|
| Subtotal: | $12,000 |
| VAT (0%): | $0 |
| TOTAL: | $12,000 |
NOT INCLUDED
- Packaging and website (quoted separately if needed)
TERMS
- Fixed quote. Payment: 50% deposit to start, balance on delivery; Net 15.
- Valid for 30 days. Accepting it means we'll issue a SOW to confirm scope.
NEXT STEP
Reply 'approved' and we'll send the SOW + deposit invoice.
Approved: __________________ Name: ____________ Date: ________Common mistakes
- Not saying whether it's a fixed quote or an estimate, then being held to a number that was a guess.
- One lump-sum figure with no breakdown, so the client can't see the value or trim scope.
- No expiry date, so a client accepts a six-month-old price.
- Quoting without confirming scope, then absorbing the difference when it grows.
- Ending with no next step, so a ready-to-buy client just... waits.
Let clients approve in a click
A quote emailed as a PDF waits in an inbox. Forge can put quotes in a branded client portal where the client sees the breakdown and approves in a click - then it flows straight into scope, deliverables and the deposit invoice.
Frequently asked questions
What's the difference between a quote and an estimate?
A quote is a fixed price for a defined scope; an estimate is your best projection that may move as scope firms up. Say which one you're giving.
What's the difference between a quote and a proposal?
A quote is the price and breakdown; a proposal makes the case (problem, approach, proof). For a quick decision, a quote is enough; for a considered one, lead with a proposal.
Should a quote have an expiry date?
Yes - a validity date ('valid for 30 days') creates a gentle nudge and protects you from honouring stale pricing months later.