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Corporation Corp.
‍ Acme LLC.

Corporation Corp.

Acme LLC.

Corporation Corp.

Free Software Development Quotation Template

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Date: March 8th 2023



Acme LLC.

Corporation Corp.

This Contract is between Client (the "Client") and Acme LLC, a California limited liability company (the "Coach").

The Contract is dated January 23, 2023.


1.1 Project. The Client is hiring the Coach to develop a coaching relationship between the Client and Coach in order to cultivate the Client's personal, professional, or business goals and create a plan to achieve those goals through stimulating and creative interactions with the ultimate result of maximizing the Client's personal or professional potential.

1.2 Schedule. The Coach will begin work on February 1, 2023 and will continue until the work is completed. This Contract can be ended by either Client or Coach at any time, pursuant to the terms of Section 4, Term and Termination.

The Coach and Client will meet by video conference, 4 days per month for 2 hours.

1.3 Payment. The Client will pay the Coach an hourly rate of $150. Of this, the Client will pay the Coach $500.00 (USD) before work begins.

1.4 Expenses. The Client will reimburse the Coach's expenses. Expenses do not need to be pre-approved by the Client.

1.5 Invoices. The Coach will invoice the Client in accordance with the milestones in Section 1.3. The Client agrees to pay the amount owed within 15 days of receiving the invoice. Payment after that date will incur a late fee of 1.0% per month on the outstanding amount.

1.6 Support. The Coach will not be available by telephone, or email in between scheduled sessions.


- A coaching relationship is a partnership between two or more individuals or entities, like a teacher-student or coach-athlete relationship. Both the Client and Coach must uphold their obligations for the relationship to be successful.

- The Coach agrees to maintain the ethics and standards of behavior established by the International Coaching Federation (ICF).

- The Client acknowledges and agrees that coaching is a comprehensive process that may explore different areas of the Client's life, including work, finances, health, and relationships.

- The Client is responsible for implementing the insights and techniques learned from the Coach.


3.1 Overview. This section contains important promises between the parties.

3.2 Authority To Sign. Each party promises to the other party that it has the authority to enter into this Contract and to perform all of its obligations under this Contract.

3.3 Coach Has Right To Give Client Work Product. The Coach promises that it owns the work product, that the Coach is able to give the work product to the Client, and that no other party will claim that it owns the work product. If the Coach uses employees or subcontractors, the Coach also promises that these employees and subcontractors have signed contracts with the Coach giving the Coach any rights that the employees or subcontractors have related to the Coach's background IP and work product.

3.4 Coach Will Comply With Laws. The Coach promises that the manner it does this job, its work product, and any background IP it uses comply with applicable U.S. and foreign laws and regulations.

3.5 Work Product Does Not Infringe. The Coach promises that its work product does not and will not infringe on someone else's intellectual property rights, that the Coach has the right to let the Client use the background IP, and that this Contract does not and will not violate any contract that the Coach has entered into or will enter into with someone else.

3.7 Client-Supplied Material Does Not Infringe. If the Client provides the Coach with material to incorporate into the work product, the Client promises that this material does not infringe on someone else's intellectual property rights.


This Contract is ongoing until it expires or the work is completed. Either party may end this Contract for any reason by sending an email or letter to the other party, informing the recipient that the sender is ending the Contract and that the Contract will end in 7 days. The Contract officially ends once that time has passed. The party that is ending the Contract must provide notice by taking the steps explained in Section 9.4. The Coach must immediately stop working as soon as it receives this notice unless the notice says otherwise.

If either party ends this Contract before the Contract automatically ends, the Client will pay the Contractor for the work done up until when the Contract ends. The following sections don't end even after the Contract ends: 3 (Representations); 6 (Confidential Information); 7 (Limitation of Liability); 8 (Indemnity); and 9 (General).


The Client is hiring the Coach as an independent contractor. The following statements accurately reflect their relationship:

- The Coach will use its own equipment, tools, and material to do the work.

- The Client will not control how the job is performed on a day-to-day basis. Rather, the Coach is responsible for determining when, where, and how it will carry out the work.

- The Client will not provide the Coach with any training.

- The Client and the Coach do not have a partnership or employer-employee relationship.

- The Coach cannot enter into contracts, make promises, or act on behalf of the Client.

- The Coach is not entitled to the Client's benefits (e.g., group insurance, retirement benefits, retirement plans, vacation days).

- The Coach is responsible for its own taxes.

- The Client will not withhold social security and Medicare taxes or make payments for disability insurance, unemployment insurance, or workers compensation for the Coach or any of the Coach's employees or subcontractors.


6.1 Overview. This Contract imposes special restrictions on how the Client and the Coach must handle confidential information. These obligations are explained in this section.

6.2 The Client's Confidential Information. While working for the Client, the Coach may come across, or be given, Client information that is confidential. This is information like customer lists, business strategies, research & development notes, statistics about a website, and other information that is private. The Coach promises to treat this information as if it is the Coach's own confidential information. The Coach may use this information to do its job under this Contract, but not for anything else. For example, if the Client lets the Coach use a customer list to send out a newsletter, the Coach cannot use those email addresses for any other purpose. The one exception to this is if the Client gives the Coach written permission to use the information for another purpose, the Coach may use the information for that purpose, as well. When this Contract ends, the Coach must give back or destroy all confidential information, and confirm that it has done so. The Coach promises that it will not share confidential information with a third party, unless the Client gives the Coach written permission first. The Coach must continue to follow these obligations, even after the Contract ends. The Coach's responsibilities only stop if the Coach can show any of the following: (i) that the information was already public when the Coach came across it; (ii) the information became public after the Coach came across it, but not because of anything the Coach did or didn't do; (iii) the Coach already knew the information when the Coach came across it and the Coach didn't have any obligation to keep it secret; (iv) a third party provided the Coach with the information without requiring that the Coach keep it a secret; or (v) the Coach created the information on its own, without using anything belonging to the Client.

6.3 Third-Party Confidential Information. It's possible the Client and the Coach each have access to confidential information that belongs to third parties. The Client and the Coach each promise that it will not share with the other party confidential information that belongs to third parties, unless it is allowed to do so. If the Client or the Coach is allowed to share confidential information with the other party and does so, the sharing party promises to tell the other party in writing of any special restrictions regarding that information.


Neither party is liable for breach-of-contract damages that the breaching party could not reasonably have foreseen when it entered this Contract.


8.1 Overview. This section transfers certain risks between the parties if a third party sues or goes after the Client or the Coach or both. For example, if the Client gets sued for something that the Coach did, then the Coach may promise to come to the Client's defense or to reimburse the Client for any losses.

8.2 Client Indemnity. In this Contract, the Coach agrees to indemnify the Client (and its affiliates and their directors, officers, employees, and agents) from and against all liabilities, losses, damages, and expenses (including reasonable attorneys' fees) related to a third-party claim or proceeding arising out of: (i) the work the Coach has done under this Contract; (ii) a breach by the Coach of its obligations under this Contract; or (iii) a breach by the Coach of the promises it is making in Section 3 (Representations).

8.3 Coach Indemnity. In this Contract, the Client agrees to indemnify the Coach (and its affiliates and their directors, officers, employees, and agents) from and against liabilities, losses, damages, and expenses (including reasonable attorneys' fees) related to a third-party claim or proceeding arising out of a breach by the Client of its obligations under this Contract.


9.1 Assignment​. This Contract applies only to the Client and the Coach. Neither the Client nor the Coach can assign its rights or delegate its obligations under this Contract to a third-party (other than by will or intestate), without first receiving the other's written permission.

9.2 Arbitration. As the exclusive means of initiating adversarial proceedings to resolve any dispute arising under this Contract, a party may demand that the dispute be resolved by arbitration administered by the American Arbitration Association in accordance with its commercial arbitration rules.

9.3 Modification; Waiver. To change anything in this Contract, the Client and the Coach must agree to that change in writing and sign a document showing their contract. Neither party can waive its rights under this Contract or release the other party from its obligations under this Contract, unless the waiving party acknowledges it is doing so in writing and signs a document that says so.

9.4. Noticies.

(a) Over the course of this Contract, one party may need to send a notice to the other party. For the notice to be valid, it must be in writing and delivered in one of the following ways: personal delivery, email, or certified or registered mail (postage prepaid, return receipt requested). The notice must be delivered to the party's address listed at the end of this Contract or to another address that the party has provided in writing as an appropriate address to receive notice.

(b) The timing of when a notice is received can be very important. To avoid confusion, a valid notice is considered received as follows: (i) if delivered personally, it is considered received immediately; (ii) if delivered by email, it is considered received upon acknowledgement of receipt; (iii) if delivered by registered or certified mail (postage prepaid, return receipt requested), it is considered received upon receipt as indicated by the date on the signed receipt. If a party refuses to accept notice or if notice cannot be delivered because of a change in address for which no notice was given, then it is considered received when the notice is rejected or unable to be delivered. If the notice is received after 5:00pm on a business day at the location specified in the address for that party, or on a day that is not a business day, then the notice is considered received at 9:00am on the next business day.

9.5 Severability. This section deals with what happens if a portion of the Contract is found to be unenforceable. If that's the case, the unenforceable portion will be changed to the minimum extent necessary to make it enforceable, unless that change is not permitted by law, in which case the portion will be disregarded. If any portion of the Contract is changed or disregarded because it is unenforceable, the rest of the Contract is still enforceable.

9.6 Signatures. The Client and the Coach must sign this document using Bonsai's e-signing system. These electronic signatures count as originals for all purposes.

9.7 Governing Law. The validity, interpretation, construction and performance of this document shall be governed by the laws of the United States of America.

9.8 Entire Contract. This Contract represents the parties' final and complete understanding of this job and the subject matter discussed in this Contract. This Contract supersedes all other contracts (both written and oral) between the parties.



Acme LLC.

Corporation Corp.
Table of contents

What is a Software Development Quotation?

A software development quotation is a project cost estimate, usually sent with a software development proposal before you start the job. This document is more important than an invoice because your prospective client must agree to the software quotation and terms before proceeding with the project.

The software development quotation will include everything you discussed with your client during the briefing session(s). Your quote must provide a clear picture of your products/services and pricing.

If your client accepts the software quotation, they'll sign off and ask you to proceed with the project.

If your client is not satisfied with the software quotation, they might request amendments or negotiate to get a better deal. Some agencies and freelancers anticipate negotiations and build 10-20% into the quote.

It's a good idea to ask your client for their budget during the briefing, as this will help you create a software development quote that meets expectations and constraints. Keep in mind that some clients will be reluctant to share a budget, wary of it being over your estimate.

Note: We’ve seen hundreds of software development quotations over the years, and we’ve put together a quotation template that has it all. Sign up for free here to be directed to the template, which is free to edit, download, and send to your client.

What to Include in the Software Development Quotation Template

Every professional quote must include basic information of the parties and relevant data to help the recipient make a decision. A software quotation might consist of a few essential line items or be more detailed and comprehensive, depending on the nature of the project.

Here are several items we recommend including in your software development quotation template.

Your Information

You must always include your full company/personal details with your software development quotation, including:

  • Company's legal name/personal name
  • Company registration number (if applicable)
  • VAT or TAX number (if applicable)
  • Address
  • Website
  • Email address
  • Phone number

You might include your logo or custom quotation header to make your software development quotation template more professional.

Client Information

Many companies use quotations to generate a purchase order, so make sure you get the correct business information from your client, including:

  • Company's legal name (usually ending with LLC, LTD, etc. depending on where they registered the business)
  • Company registration number (if applicable)
  • VAT or TAX number (if applicable)
  • Business address
  • Email address
  • Phone number
  • Contact person

Date & Reference Number

The date is an essential part of a software development quotation because you usually stipulate the expiry of the estimate (see Quotation Terms below).

The quotation's reference number is usually for your records and particularly helpful if you have multiple projects with a client. Some people use an arbitrary number or a specific reference like the client's name, date, and revision number, e.g., ACME-20221002-2.

Introduction or Project Summary

Although it's not mandatory, some people include a couple of paragraphs summarizing the project or quotation. The summary is an opportunity to reinforce your understanding of the project or provide context for your pricing. 

You can also stipulate what the quotation doesn't include but is essential for the project—for example, "As per project brief, this quotation doesn't include hosting. Client to provide access to the hosting plan."

Line Items and Pricing

Your software development quotation must include a breakdown of your products/services and applicable pricing. Each line should consist of:

  • Product/service description
  • Quantity
  • Rate
  • Discount
  • Line Total

In the quotation template total section, break your pricing down to Subtotal, Discounts, TAX/VAT, and Total Cost so your client can see how you calculate the final figure.

Also, make sure to stipulate the quantity in your description, so your client knows how you calculate the line item—for example, Software Engineer (billed per hour).

Quotation Terms

You usually place your service and payment terms in the quotation's footer. Some software companies add an expiration date—for example, "This quotation is valid for 30 days." Here are some other terms to consider for your quote template:

  • Payment terms
  • Legal terms (governing law, disputes, etc.)
  • Delivery date
  • Shipping (if your software quote includes hardware)
  • Prices and taxes (for quoting in a foreign currency)

This list is not exhaustive and will depend on your prospective client and the nature of the project.

How to create a software development quotation

Here are some tips for creating a winning software development quotation.

Find out exactly what the client wants

The first step is to meet (or have a call) with your potential client to determine their precise software development requirements and expectations to include in your quotation.

Highlight what sets you apart

Use the quotation introduction to briefly highlight your software company's strengths and how you plan to execute the project successfully.

Account for hidden costs

When creating a software quotation, always prepare for hidden costs and surprises as these could eat into your profits. Some points you might want to consider:

  • Tools
  • Hosting (including software program and package management)
  • Specialist freelancers/contractors
  • Transaction fees (credit card, PayPal, international transfers)
  • After-sales maintenance and support
  • Revisions
  • Attending meetings (time you and your team are not productive)

Be realistic with your quotation

Don't oversell your services or capabilities; this will only get you in trouble and could permanently damage your software company's reputation. Also, don't price your quote too cheap to win the job. Know the value of your business and the service you offer.

Creating a Software Development Quotation is Simple with Bonsai

Why waste valuable time creating a software development quotation in Microsoft Excel or Google Sheets, or Google Docs when you can customize one of Bonsai's free quote templates?

With Bonsai, you can get customers to sign your software development quotation and other documents electronically to make them legally binding contracts. Clients can download copies for their record keeping.

Bonsai also offers free templates for software invoices, proposals, scope of work, agreements, and more. With all your documents in one place, you're always on top of your digital paperwork with Bonsai.

How do you get started? Simply:

  1. Sign up to Bonsai for free
  2. Choose your software development quotation from our template gallery
  3. Edit the blank spaces to suit your project
  4. Send your quotation and wait for the read receipt notification. Job done

Software development quotation FAQs

Why do you need a software development quotation?

You should always send a quote to your prospective clients before starting a new job. The quotation must include all the necessary information, including deliverables, terms, and costs, so your client knows what to expect—avoiding any disputes when it comes time to invoice.

Does a software development quotation template need payment details?

Quotations don't typically include payment details, but you might stipulate your payment methods in the terms. For example, "Invoices can be paid via bank transfer, credit/debit cards, or PayPal." You can provide payment details with your software development invoice.

Frequently Asked Questions

Questions about this template.