Guide, CRM

How to write a quote

Author: PureField
Published: 23 October 2026
Updated: 23 October 2026

To write a quote, first pin down what the customer needs item by item, then enter each line's quantity, unit price, discount and VAT rate. Add a quote number, date, validity period, both parties' legal and tax details, and delivery and payment terms. Finally, sign or stamp it and send it as a PDF.

What should a quote include?

A quote should include everything the customer needs to say yes. Every missing detail means a question by email, and every question means a delay.

Section	What to write	Why it matters
Quote number and date	Q-2207, 23 October 2026	When the customer calls, you know which quote they mean
Validity	Valid until 6 November 2026	You are not held to an old price if your costs change
Your details	Legal name, address, tax office and number, contact	The customer's purchasing team opens a supplier record with these
Customer details	Legal name, contact person, address	The quote reaches the right person and the right branch
Line items	Description, quantity, unit, unit price, discount, VAT rate	The customer sees what they pay for, line by line
Totals	Subtotal, discount, VAT, grand total	A customer comparing quotes looks at one number
Terms	Delivery time, payment terms, warranty, what installation includes	Prevents the later "wasn't that included?" argument
Signature and stamp	Name of the person preparing it, signature, company stamp	Shows the quote comes from someone authorised

How do you write a quote step by step?

A quote starts with a clear need and ends with a follow-up date.

1. Put the need in writing. Instead of "air conditioning for the new branch", break it down: "4 indoor units, 1 outdoor unit, installation included".

2. Check your costs. See each line's purchase price and margin before the quote goes out.

3. Enter the lines and VAT. Multiply quantity by unit price, take off the discount, apply the VAT rate to what is left.

4. Add validity and terms. Write delivery, payment and warranty terms in a sentence each.

5. Send it as a PDF and set a follow-up date. Put the day you will call the customer, before the quote expires, in your calendar.

What are the most common quoting mistakes?

The most common mistake is sending a quote without checking the margin. The others usually share a root cause: the quote lives in a spreadsheet, gets copied, and nobody knows which copy is the latest.

Margin not checked: A line's purchase price went up last month, the quote goes out at the old price and the job is won at a loss.
No validity date: The customer wants to order at the same price three months later.
Version confusion: The customer has "quote_final_v3_revised" and "quote_final_v4", with different totals.
Vague terms: Nobody wrote down whether installation or shipping is included.
No follow-up: The quote goes out and acceptance or rejection is never recorded anywhere.

How do you use the free quote template?

With the quote and proforma invoice generator you build the quote in your browser and download it as a PDF. Pick the document type, enter your details and the customer's, the line items, VAT rate and discount; subtotal, VAT and grand total update as you type.

VAT is set per line at 0%, 1%, 10% or 20%. On each line, quantity is multiplied by unit price, the discount is taken off and VAT is applied to the rest; each line is rounded to two decimal places.
There are four templates: Classic, Modern, Minimal and Corporate.
You can add your logo, company stamp and signature. Draw the signature on screen or type your name.
No account, card details or trial period. An email address is only needed if you want us to send you the PDF.
The form is kept only in your browser while you type. The PDF is generated on our server, and a copy of every PDF is kept on record.

The same tool makes proforma invoices. For how a proforma differs from an invoice, see the proforma invoice guide.

How do you write a quote in PureField CRM?

In PureField CRM a quote is opened from the opportunity and stays on the customer record. Each line's purchase cost and margin are visible; lines are compared with the catalogue price and past purchases, so a low-margin line shows up before the quote goes out. The quote is sent as a PDF or shared in a customer-specific sales room. Acceptance or rejection is marked on the quote.

When the customer accepts, an order opens automatically depending on the quote type. The sales team creates the customer's QR device cards from the quote lines, and the service team later follows the same device's history from that card.

When you ask Copilot to "prepare a quote for Delta Medikal for 3 GA30 units", the Sales Director and Executive Assistant personas review the records in a management meeting, the draft quote is saved directly and its PDF is ready. You decide when the draft goes to the customer.

Book a PureField CRM demo to keep every quote on the customer record. Book a demo

Frequently asked questions

How long should a quote be valid?

There is no fixed rule; most companies set 7 to 30 days. If some lines depend on exchange rates or raw material prices, keep the period short and state the date clearly on the quote.

Should VAT be shown separately on a quote?

Yes. Listing lines without VAT and showing VAT and the grand total below the subtotal makes comparison easier for the customer. If lines carry different VAT rates, show the rate on each line.

What is the difference between a quote and a proforma invoice?

A quote proposes a price and terms and is open to negotiation. A proforma invoice is a preliminary document that states the agreed price and terms before the sale. Neither counts as a tax invoice.

Is the data I enter in the free quote template stored?

The form is kept only in your browser. The PDF is generated on our server and a copy of every PDF is kept on record; if you email it, your address is recorded too.

Do I have to sign and stamp a quote?

It is not mandatory, but a customer's purchasing team often asks for a signed or stamped quote. The free template lets you add both if you want.