Summary
Want to track when customers view your quote, convert to invoice in one click, or save customer details for next time? Sign up free.
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Start free →How to use this free quote calculator
- Add your business name and customer name (optional, but they appear on the PDF).
- Add a line for each service, product, or fee.
- Set your tax rate — the total updates instantly.
- Click Download PDF to save a branded quote.
How to price and write a quote
What to put in a quote
A good quote lets the customer say yes without ringing you back with questions. Include:
- Your business name and contact details, plus the customer's name and the job address
- A quote reference and the date
- What the job includes, split into lines so the customer can see where the money goes
- What it doesn’t include. Listing exclusions such as making good, skip hire or hidden problems avoids arguments later.
- The price, with VAT shown separately if you're VAT registered
- How long the quote is valid for, because material prices change
- Payment terms, including any deposit and when the rest is due
How to work out the price
Most trades build a price from four parts:
- Labour: estimate the hours and multiply by your rate. Your rate has to cover the time you can't bill, like travel, quoting and admin, not just the time on site.
- Materials: list them at cost, then add a markup that covers collecting them and dealing with returns.
- Other costs: skip hire, equipment hire, parking, waste disposal and certificates.
- A contingency for the unknowns on jobs where you can't see everything up front, such as old wiring or rotten joists. Say on the quote what it covers.
Add each part as a line in the calculator above. The subtotal, tax and total update as you type.
Quote or estimate?
A quote is a fixed price. Once the customer accepts it, you're generally held to that price unless the work changes. An estimate is your best guess, and the final bill can be different. If you can't price a job accurately, call it an estimate, or quote a fixed price for the part you can see and explain how you'll charge for anything extra.
Quoting for homeowners in the UK
If you agree a job with a consumer away from your business premises, for example in their home, they usually have 14 days to cancel under the Consumer Contracts Regulations, and you must tell them about that right in writing. If they ask you to start within the 14 days and then cancel, they generally pay for the work done so far.
These are general rules, not legal advice. gov.uk and Citizens Advice explain consumer rights in more detail.
After you send it
Follow up if you haven't heard back within a few days. When the customer accepts, confirm the start date in writing. When the work is done, invoice for the same lines so the customer can see the bill matches the quote. Our free invoice generator does that part.
Quote calculator FAQs
Is this quote calculator free?
Yes. You can price a job and download it as a branded PDF without an account. Each browser can download 3 PDFs from the free tools. After that, a free BillSend account lets you carry on.
Does it store my prices or customer details?
No. The calculator runs entirely in your browser and doesn't send what you type to our servers. The details and the PDF stay on your device.
Should I include VAT in my quote?
Only if you're VAT registered. If you are, show VAT as its own line so the customer sees the price before and after VAT. A quote to a consumer should make clear the total they'll pay, including VAT.
How long should a quote be valid for?
There's no legal rule, and 30 days is a common choice. Put it on the quote so you aren't held to old prices after material costs change.
Can a customer hold me to a quote?
Generally yes, once they've accepted it. That's why it's worth listing what's excluded and how you'll charge for extra work that turns up.