guide to sending quotes and estimates with free quote template

The Complete Guide to Sending Quotes and Estimates: Simplify Your Small Business Process with Free Quote Templates

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As a small business owner, effectively communicating the cost of your products or services to potential clients is a crucial aspect of securing new business and clients. Sending quotes and estimates allows you to provide detailed pricing information, showcase your expertise, and even establish clear expectations. Not only will this ensure that you get paid promptly and fairly, it can also help to foster better client relationships by including more transparency of the project early on.

In this comprehensive guide, we will walk you through everything you need to know about sending quotes and estimates as a small business owner. We will cover the difference between quotes and estimates, best practices for creating and sending them, and how you can streamline the process with our free quote templates.

guide to sending quotes and estimates with free quote template

Quotes and Estimates: Why Are They Important and What’s The Difference?

In the world of small business, accurately pricing your products or services is crucial for success. When it comes to communicating the cost to potential clients, two commonly used terms are quotes and estimates. Understanding the difference between the two is essential to ensure clarity and set proper expectations. Let’s explore quotes and estimates in more detail.


A quote is a firm price provided to a client for a specific product or service. It represents a formal offer that outlines the exact amount the client will need to pay to receive the desired goods or services. Quotes are typically more precise and binding compared to estimates. They are based on detailed information about the specific project, including quantities, specifications, and any additional services or features requested by the client.

Quotes are commonly used for projects that have well-defined scopes, where the deliverables and requirements are clearly outlined. Once a client accepts a quote, it becomes a binding agreement, and the price should not change unless there are explicit modifications to the project’s scope. Quotes provide clients with a high level of certainty regarding the cost, making them particularly useful for smaller projects or one-time services.


An estimate, on the other hand, is an approximation of the cost that is provided to a client based on available information at the time. Estimates are typically used when the project scope or requirements are not fully defined or when there are potential variables that may affect the final cost. Unlike quotes, estimates are not binding and may be subject to change as more information becomes available or as the project progresses.

Estimates serve as an informed guess or educated assessment of the anticipated cost. They are useful when discussing potential projects with clients and providing them with a general understanding of the expected investment. Estimates can also be valuable during the initial stages of a project when specific details are still being finalized. As more information is gathered, the estimate can be refined into a more accurate quote.

It’s important to communicate clearly with your clients about whether you are providing a quote or an estimate. This ensures that they understand the level of certainty associated with the provided cost information. Transparency is key in managing client expectations and building trust.

When to Use Quote Templates and Estimate Templates

To summarize

  • Quotes are typically used for smaller projects or one-time services with well-defined scopes, where the deliverables and requirements are clear. Quotes are suitable when you can provide an exact price that will not change unless there are explicit modifications to the project’s scope.
  • Estimates are often used for larger projects or ongoing services where the exact scope or requirements are still being determined. Estimates are helpful when you need to provide clients with a general idea of the expected cost while acknowledging that adjustments may be necessary as the project progresses.

By using quote templates and estimate templates appropriately, you can establish transparent and accurate pricing for your products or services. This clarity ensures that both you and your clients have a shared understanding of the financial expectations, which leads to smoother project management, satisfied clients, and successful business outcomes.

Creating a Professional Quote or Estimate

Creating a professional and well-crafted quote or estimate is essential for presenting your small business in a positive light and winning the trust of potential clients. Although the documents typically have a slightly different meaning to them, the layout and information provided within the document is generally very similar. In this section, we will explore the key components and best practices for creating quotes and estimates that effectively communicate the cost and value of your products or services.

Clear and Detailed Descriptions

When preparing a quote or estimate, it’s crucial to provide clear and detailed descriptions of the products or services you are offering. Break down the deliverables, features, or tasks involved in the project. Clearly articulate what the client can expect to receive and the value they will derive from your offerings. By being specific and comprehensive in your descriptions, you demonstrate your expertise and help the client understand the scope of the project.

Itemized Pricing Breakdown

Break down the pricing of your quote or estimate into individual line items. This itemization allows the client to see the cost breakdown for each component of the project. By providing transparency in your pricing, you build trust and credibility. Ensure that each line item is clearly labeled and corresponds to the descriptions provided. This itemized breakdown also allows the client to see the value they are receiving for each aspect of the project.

Timelines and Milestones

Include estimated timelines or milestones in your quote or estimate. This helps the client understand the expected duration of the project and the key stages or deliverables along the way. Clearly communicate any deadlines or time-sensitive aspects of the project. Timelines provide a sense of structure and help manage client expectations regarding project completion.

Terms and Conditions

Include any terms and conditions relevant to the quote or estimate. This may include information on payment terms, refund policies, cancellation policies, intellectual property rights, or any other specific terms that govern the project. Clearly articulate these terms to avoid any misunderstandings or disputes later on. Terms and conditions provide a framework for the client-business relationship and establish clear expectations from the outset.

Personalization and Branding

Personalize your quote or estimate to reflect your brand identity. Use your business logo, colors, and fonts to ensure consistency with your overall branding. This personalization adds a professional touch and helps create a cohesive experience for the client. It also reinforces brand recognition and leaves a lasting impression.

Professional Formatting

Present your quote or estimate in a well-structured and organized format. Use headings, subheadings, and bullet points to make the document easy to read and navigate. Choose a professional font that is clear and legible. Break up large blocks of text into smaller paragraphs for improved readability. Pay attention to alignment and spacing to ensure a polished appearance.


While using a template or standardized format can save time, it’s important to customize each quote or estimate to meet the specific needs of the client and project. Tailor the language, descriptions, and pricing to reflect the unique requirements and goals of the client. Customization shows that you have taken the time to understand the client’s needs and demonstrates your dedication to providing a personalized solution.

Remember to proofread your quote or estimate before sending it to the client. Check for any typos, grammatical errors, or inconsistencies. A professional and error-free document enhances your credibility and professionalism.

Pricing Strategies and Factors

Setting the right price for your products or services is a critical decision that can greatly impact the success of your small business. In this section, we will explore different pricing strategies and factors to consider when determining the cost of your offerings.

Cost-Based Pricing

Cost-based pricing involves setting prices based on the total cost of producing your products or delivering your services, along with a desired profit margin. This approach ensures that you cover your expenses and generate a reasonable profit. To determine your prices using cost-based pricing, calculate all the direct costs (e.g., materials, labor) and indirect costs (e.g., overhead, marketing) associated with producing or delivering your offerings. Add a profit margin on top of these costs to arrive at the final price.

Value-Based Pricing

Value-based pricing focuses on the perceived value that your products or services deliver to customers. Instead of solely considering the cost, you consider the benefits, outcomes, and value your offerings provide to customers. Conduct market research to understand how much customers are willing to pay for the value they receive. Identify the unique selling points, features, or benefits that differentiate your offerings from competitors. Price your products or services based on the perceived value they offer, allowing you to capture a fair share of that value in the form of higher prices.

Competitive Pricing

Competitive pricing involves setting prices based on the market rates and the pricing strategies of your competitors. Research the prices charged by similar businesses in your industry and geographic location. Consider whether you want to position your offerings as lower-priced, on par, or premium compared to your competition. Competitive pricing helps you maintain relevance in the market and stay competitive, especially when customers have readily available alternatives.

Customer Segmentation

Segmenting your customers based on their characteristics, preferences, and purchasing behavior allows you to tailor your pricing strategy to different customer segments. Some customers may be more price-sensitive, while others may prioritize quality or unique features. By understanding your target customers and their willingness to pay, you can develop pricing tiers or packages that cater to different segments, maximizing your revenue potential.

Costs and Profit Objectives

Consider your business’s overall financial objectives when setting prices. Determine the level of profit you aim to achieve and align your pricing strategy accordingly. Assess your cost structure and profit margins to ensure that your pricing supports sustainable business growth. Regularly review your pricing strategy to ensure it remains aligned with your financial objectives and market conditions.

Perceived Value Enhancements

Identify ways to enhance the perceived value of your offerings to justify higher prices. This could involve offering additional services, providing exceptional customer support, or bundling complementary products together. By creating value-added propositions, you differentiate your business from competitors and create a justification for premium pricing.

Market and Competitive Analysis

Conduct a thorough analysis of the market and competitive landscape. Understand the pricing dynamics within your industry, including pricing trends, price fluctuations, and any factors that influence pricing. Assess the strengths and weaknesses of your competitors, such as their value propositions, quality, customer base, and pricing strategies. This analysis will help you position your pricing strategy effectively.

Pricing Flexibility

Consider offering flexible pricing options to cater to different customer needs. This could include discounts for bulk purchases, loyalty programs, subscription models, or installment plans. By providing pricing flexibility, you increase the likelihood of attracting and retaining customers, allowing them to choose the pricing option that best fits their budget and preferences.

Remember that pricing is not a one-time decision. It requires continuous monitoring, evaluation, and adjustment based on market dynamics, costs, and customer feedback. Regularly review and analyze your pricing strategy to ensure it remains competitive, profitable, and aligned with your business objectives.

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Communicating Quotes and Estimates

Communicating quotes and estimates effectively is crucial for small business owners to win the trust and confidence of potential clients. Here are some best practices for effectively communicating your quotes and estimates, ensuring clarity, transparency, and positive client engagement.

Clear and Concise Language

When communicating quotes and estimates, use clear and concise language to convey your pricing information. Avoid technical jargon or overly complex terms that might confuse your clients. Break down complex concepts into easily understandable terms, ensuring that the client can grasp the value and cost of your offerings without ambiguity.

Professional Email Templates

Email is a common method for sharing quotes and estimates. Utilize professional email templates to maintain a consistent and polished communication style. These templates should include a friendly introduction, a brief summary of the project or service being quoted, the pricing details, and any additional terms or conditions. Customize the templates to suit each client, personalizing the message and addressing the recipient by name.

Supporting Documents

Where appropriate, include additional supporting documents to enhance the understanding of your quotes and estimates. This may include brochures, product catalogs, case studies, or testimonials that highlight the benefits and value of your offerings. These materials provide supplemental information that reinforces the pricing and helps the client make an informed decision.

Visual Presentations

Consider incorporating visual elements into your quotes and estimates to enhance comprehension. Graphs, charts, or infographics can help illustrate pricing structures, pricing breakdowns, or comparative analysis. Visual presentations make the information more digestible and engaging for the client, helping them visualize the value they will receive.

Timely Responses

Respond promptly to client inquiries or requests for clarification regarding quotes and estimates. Timely communication demonstrates professionalism and commitment to customer service. Address any questions or concerns promptly, providing clear and concise explanations. Delayed responses may lead to frustration or loss of interest from potential clients.

Personalized Follow-Up

After sending a quote or estimate, follow up with a personalized message to express your gratitude for their consideration and offer any further assistance they may require. This follow-up demonstrates your commitment to customer satisfaction and builds rapport. Personalization shows that you value the potential client and are willing to go the extra mile to accommodate their needs.

Active Listening

During the communication process, practice active listening. Pay attention to the client’s feedback, concerns, or objections. Show empathy and understanding, addressing any issues they raise. Engage in open and honest dialogue, demonstrating your willingness to work collaboratively to find mutually beneficial solutions.

Transparency and Honesty

Maintain transparency and honesty throughout the communication process. Be upfront about any limitations, potential additional costs, or factors that may impact the final pricing. Honesty builds trust and ensures that the client feels confident in your integrity. Transparency also helps manage expectations and minimizes the risk of misunderstandings or conflicts.

Professionalism and Politeness

Maintain a professional and polite tone in all communications. Use respectful language and a courteous demeanor when discussing pricing details. Even if negotiations or discussions become challenging, always remain professional and respectful. Professionalism and politeness contribute to positive client perceptions and a solid foundation for future business relationships.

By adopting these best practices, you can effectively communicate your quotes and estimates, establishing clear expectations and fostering positive client engagement. Effective communication builds trust, increases the likelihood of converting potential clients, and paves the way for long-term business success.

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Following Up On Quotes and Estimates

Following up on quotes and estimates is a crucial step in the sales process for small business owners. It demonstrates your commitment, professionalism, and helps move potential clients closer to making a decision. Here’s why following up on your quotes and estimates is absolutely crucial and some strategies for effective follow-up communication.

Timely Follow-Up

Follow up on your quotes and estimates in a timely manner. Aim to reach out to the client within a few days of sending the initial quote or estimate. Prompt follow-up shows your responsiveness and attentiveness to their needs. It also keeps your business top of mind and prevents the quote or estimate from being forgotten or overlooked.

Personalized Approach

Personalize your follow-up communication based on the client’s specific needs and preferences. Refer to any previous conversations or specific details discussed during the quoting process. This demonstrates that you value their business and have taken the time to understand their unique requirements. A personalized approach fosters a sense of connection and enhances the client’s experience.

Provide Additional Information

Use the follow-up as an opportunity to provide additional information or address any questions or concerns the client may have. Offer clarification on pricing, specifications, or terms and conditions. If possible, offer solutions or suggestions to help the client make an informed decision. Providing valuable insights and assistance during the follow-up strengthens your position as a trusted advisor.

Emphasize Unique Selling Points

Highlight the unique selling points or differentiators of your offerings during the follow-up. Remind the client of the value they will receive by choosing your business. Reinforce the benefits and advantages that set you apart from your competitors. This serves as a gentle reminder of the value proposition you bring and strengthens the client’s confidence in their decision to choose your business.

Offer Incentives

Consider offering incentives to encourage the client to move forward with their decision. This could be a limited-time discount, an upgrade in service, or an additional value-add. Incentives can create a sense of urgency and motivate the client to make a commitment. However, ensure that any incentives offered align with your business goals and profitability.

Maintain Professional Persistence

Persistence is key in following up on quotes and estimates. However, it is important to strike the right balance between staying on the client’s radar and respecting their decision-making process. Follow up consistently but avoid being overly aggressive or pushy. Demonstrate professionalism, respect their time, and be mindful of their communication preferences.

Utilize Multiple Communication Channels

Vary your communication channels when following up. While email is often the primary method, consider other channels such as phone calls or personalized video messages. Different clients may have different preferences for communication, and utilizing multiple channels ensures you reach them effectively. However, be mindful of the client’s preferred method and respect their communication boundaries.

Record and Track Follow-Up

Maintain a system to record and track your follow-up activities. This helps you stay organized and ensures that no potential clients fall through the cracks. Utilize customer relationship management (CRM) tools or project management software to track your interactions, set reminders, and monitor the progress of each quote or estimate. This systematic approach enables you to provide consistent and effective follow-up.

Positive and Friendly Tone

Maintain a positive and friendly tone throughout your follow-up communication. Express your gratitude for their consideration, and demonstrate enthusiasm for the opportunity to work with them. A warm and friendly approach fosters a positive client experience and builds rapport, making it more likely for them to choose your business.

Remember that not all clients will convert immediately after receiving a quote or estimate. Some may need more time, additional information, or internal approvals. Patience and persistence are essential qualities when following up. By employing these strategies, you increase the chances of converting potential clients into paying customers and building long-lasting business relationships.

How to Follow Up After Sending a Quote or Estimate—The Art of Maximizing Results

Streamline the Process With Free Estimate and Quote Templates

Streamlining your quoting process can save you time and enhance the professionalism of your small business operations. One effective way to achieve this is by utilizing free quote templates. Here are some of the benefits of using pre-built quote templates and as well as some guidance on how to leverage them to simplify your quoting process.

Time-Saving Efficiency

Creating quotes from scratch can be a time-consuming task, especially when you have multiple quotes to prepare. Free quote templates provide pre-designed formats with sections for essential information, including client details, description of services, pricing breakdowns, and terms and conditions. By using these templates, you can save valuable time by eliminating the need to create a quote document from scratch each time. Simply input the relevant details into the template, and your quote will be ready to send.

Professional Appearance

First impressions matter, and a professionally designed quote enhances your business’s credibility and trustworthiness. Free quote templates are often created by professionals and feature clean layouts, clear typography, and well-organized sections. By utilizing these templates, you can present your pricing information in a visually appealing and organized manner. Consistency in design across your quotes reinforces your brand identity and professionalism, leaving a positive impression on potential clients.

Customization Options

While free quote templates offer a standardized format, they also provide flexibility for customization. You can easily add your business logo, adjust fonts and colors to match your brand, and personalize the template to align with your unique business style. Customization options allow you to maintain a cohesive visual identity across all your quotes while adapting the template to reflect your brand personality.

Clarity and Accuracy

Free quote templates are designed with a focus on clarity and accuracy. They often include sections for itemized descriptions, quantities, unit prices, subtotals, and grand totals. By using these predefined sections, you ensure that all necessary information is captured accurately, reducing the risk of errors or omissions. Clear and accurate pricing details contribute to transparency and trust in your quoting process.


Consistency in your quoting process is essential for maintaining professionalism and building trust with potential clients. Free quote templates enable you to create a consistent format and structure across all your quotes. This consistency establishes a recognizable pattern that clients can become familiar with, reinforcing your brand and creating a sense of reliability.

Accessibility and Organization

Digital quote templates are easily accessible and can be stored in a centralized location, such as a cloud-based storage or document management system. This accessibility allows you to quickly retrieve and update templates as needed. By organizing your templates systematically, you can easily locate the appropriate template for different client types or project scopes, saving you time and ensuring consistency.

Customizable Sections

Free quote templates often come with customizable sections to accommodate specific project requirements. These sections can include optional add-ons, different pricing tiers, or terms and conditions specific to certain industries. By utilizing customizable sections, you can tailor the quote to each client’s unique needs without starting from scratch. This level of customization demonstrates your attentiveness to individual client requirements.

To leverage free quote templates effectively, follow these steps:

  1. Find a Trusted Source: Search for reputable websites or platforms that offer free quote templates. Look for templates that are professionally designed and cater to your industry or business type. Ensure that the templates are customizable and align with your branding needs.
  2. Download and Customize: Once you have identified a suitable template, download it to your computer. Open the template using a compatible software application, such as Microsoft Word or Google Docs. Customize the template by adding your business name, logo, contact information, and any additional branding elements. Modify the sections as needed to reflect your specific offerings and pricing structure.
  3. Save and Store: Save the customized template with a meaningful file name and store it in a designated folder or cloud-based storage system. Organize your templates based on client types, project scopes, or any other criteria that make sense for your business. This organization ensures easy retrieval and consistency in your quoting process.
  4. Utilize and Update: Whenever you need to create a quote, open the relevant template, and input the client-specific details. Customize any sections as necessary, ensuring accuracy and clarity. Save the updated quote as a separate file or PDF, ready for sending to the client. Remember to update your templates periodically to reflect any changes in your pricing, terms, or branding elements.

By utilizing free quote templates, you streamline your quoting process, enhance professionalism, and save valuable time. These templates provide a solid foundation for creating accurate and visually appealing quotes, ensuring that you present your pricing information in a consistent and reliable manner.

Looking for an even simpler solution

Sick of working within Excel or Word documents for all of your invoicing and estimate-sending needs? If you’re looking for an even simpler, automated solution for sending invoices and estimates, check out TrulySmall Invoices. TrulySmall Invoices will do all the heavy-lifting for you. We’ll keep track of your invoices and estimates, send out automatic follow-ups, and notify you when your client responds or pays their invoice.

Start Sending Quotes & Estimates Today

Sending professional quotes and estimates is vital for small business success. By effectively communicating pricing information and showcasing the value of your offerings, you can secure new business and build strong client relationships. Throughout this guide, we covered key aspects such as understanding quotes and estimates, creating professional documents, communication best practices, and the benefits of using free quote templates.

Streamlining your quoting process with our free quote templates saves you time, enhances professionalism, and ensures consistency. Customize the templates to align with your brand, and utilize the pre-built sections to provide clear and accurate pricing information. By taking advantage of these resources, you can simplify your quoting process and present your offerings in a visually appealing and organized manner.

Start improving your quoting process today. Download our free quote template (also works as an estimate template), personalize it to reflect your brand, and streamline your quoting process for maximum efficiency. Take the first step towards professional and successful small business operations.

Download and customize trulysmall free estimate and quote template


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