A service quote template is an important formal business document. It’s used by consultants and freelancers to outline the details and associated costs of the services on offer. It can also include a line-by-line breakdown of the work you’ll provide for your client.   

However, in amongst pitch documents and contracts, a quote template can often go overlooked.

Here’s why it matters:

Why is a service quote template so important?

Before deciding whether or not to grant you their business, a prospect will usually ask to see a quote. Using a service quote template, you can put this together with ease.

But writing a quote shouldn’t be rushed. There are a number of factors to consider, especially if you’re trying to remain competitive without cutting into your margins. 

When creating your quote, you need to pay close attention to the details. This document may seem short in content, certainly in comparison to a proposal or contract, but it’s revealing when it comes to your professionalism and expertise.

Consider a quote with only one line item and one fixed cost versus a quote that breaks everything down and explains how they’ve arrived at the final figure. Who would you trust with your business?

What’s included in a service quote template?

The most significant challenge when writing a quote is figuring out what you need to include. A lack of detail can make prospective customers wary of entering into an agreement with you, however, too much detail could overwhelm them. You need to strike a balance.

Beyond that, the layout is vital. If it’s difficult to read, it’s difficult to comprehend.

Your service quote template should include the following information:

• Your company name
• Your contact information
• The date
• Tax registration number
• Name of the recipient
• A clear and concise description of your services
• A price breakdown of your services
• Payment terms
• Delivery time frame
  

Before you start creating your template, consider these 3 tips: 

1. A service quote template should be an extension of your brand

As mentioned above, your service quote is your opportunity to underline your professionalism and expertise. To enhance this further, your template should be branded so that the entire process — from proposal, to quote, to contract — is a seamless one.

This could be the difference between winning a contract, or just missing out. A professional-looking quote template will stand out over a hastily thrown-together spreadsheet any day of the week.

2. Remember: A service quote is not an estimate

Quotes and estimates are two different things.

• An estimate can be relatively informal. Prior to an RFP, a prospect might ask you to “guess” how much you think your service might cost when provided with a small amount of information. 
  

• A quote, however, should be a formal communication; one made when you have all the information you require, and time to digest it. It should be written in a formal manner with a professional tone, and it should include an exact price — not an estimate or a price range.  
  

3. Use software to speed up acceptance of the service quote

Instead of sending your quote as a Word or PDF document, you should consider using software like Bonsai to streamline your workflow. Make it simple for your prospective customer to accept your quote with a simple click of a button.  

You could even take things to the next level by including ‘Service Packs’ — allowing your prospect to select the service level that best suits their needs and budget.

Follow these tips when you create your next service quote template and you’ll be well on your way to impressing clients and winning new business.