Quote and Estimate Generator
Send a professional quote or estimate as a PDF, then convert it to an invoice with one click when the job is done.
A quote is a fixed price for a defined job that becomes binding when the customer accepts it; an estimate is a best guess and the final bill can differ. A UK quote shows your business details, the customer, the work, each price, VAT at 20% if you are registered, the total, its validity period and any deposit.
Your details
Sole traders must show their own name and business address. If you are VAT registered, add your VAT number: the VAT breakdown is shown automatically. Saved in this browser and reused across all five document tools.
Only if you are VAT registered.
Limited companies must show this.
Resized to 400px wide and kept under 150 KB. Stored in this browser only; not included in share links.
Client details
The last five are remembered when you download, so you can pick them next time.
Document details
Auto-increments when you download. Next new document: INV-0001.
Line items
Prices are net of VAT. Choose the VAT rate per line; 0% also covers exempt items and businesses that are not VAT registered.
- £
Line total £0.00
Discount
Applied across every line before VAT, so each VAT rate is charged on the discounted amount.
Notes and terms
Bank details
Saved with your business details. Shown on the document so clients can pay by transfer.
Template
- Subtotal
- £0.00
- VAT @ 20%
- £0.00
- Total
- £0.00
Free, no signup. Everything stays in your browser.
Source: GOV.UK: Invoicing and taking payment from customers. Last updated .
How to use the quote generator
What is the difference between a quote and an estimate?
A quote is a fixed price. Once the customer accepts it you must do the job for that amount unless the scope changes, so write down what is included and what is not. An estimate is a rough figure; it is reasonable for the final invoice to come out somewhat higher or lower, but a large jump without warning is hard to defend. The generator labels the document clearly as one or the other.
What should a quote include?
- A unique quote number and the date
- Your business name, address and contact details, plus your company number if you are a limited company
- The customer’s name and address
- A description of the work or goods, line by line, with quantity and unit price
- The subtotal, VAT at 20% if you are VAT-registered, and the total
- How long the quote is valid, usually 30 days
- Payment terms, any deposit and what happens if the scope changes
A quote is not an invoice and must not carry an invoice number, otherwise it breaks your invoice sequence. Keep two sequences: QUO-0001 for quotes and INV-0001 for invoices.
What does a worked example look like?
A landscaper quotes 4 days of labour at £280 and £950 of paving and aggregate, with a 25% deposit:
| Description | Qty | Unit price | Amount |
|---|---|---|---|
| Labour, patio and path | 4 | £280.00 | £1,120.00 |
| Materials: paving, sand, MOT type 1 | 1 | £950.00 | £950.00 |
| Subtotal excluding VAT | £2,070.00 | ||
| VAT at 20% | £414.00 | ||
| Total | £2,484.00 |
The deposit line reads 25% on acceptance, £621.00, balance on completion. When the customer says yes, press “Convert to invoice” and the generator copies every line into a new invoice with the next invoice number, keeping the quote number as a reference.
How do I send and follow up a quote?
Download the PDF or copy the share link and send it the same day; quotes that arrive quickly win more often. Ask the customer to confirm acceptance in writing, even a one-line email, because that confirmation is your contract. If the scope changes mid-job, issue a revised quote with a new number rather than editing the old one. Use the day rate calculator to check your labour rate covers your costs, and the VAT calculator if you need to quote a VAT-inclusive price to a household customer.
Frequently asked questions
- Is a quote legally binding?
- Once the customer accepts it, yes: you have agreed to do the described work for the stated price. You can decline before acceptance, and after the validity date you are free to re-quote. An estimate is not binding, but a final bill far above it can still be challenged.
- Should I quote with or without VAT?
- If you are VAT-registered, show the net price, the VAT at 20% and the total. Business customers care about the net figure because they reclaim the VAT; household customers care about the total, so make it the biggest number on the page. If you are not registered, do not mention VAT at all.
- How long should a quote be valid?
- Thirty days is the norm and is the default in the generator. Shorten it if material prices move quickly, for example 14 days for timber or metal, and say so on the quote. After expiry you can re-issue at a new price.
- Can I ask for a deposit?
- Yes, and for jobs with significant materials you should. State the percentage or amount and when it is due on the quote, then invoice the deposit separately so there is a record. Deposits are normally non-refundable once materials are bought, but say that explicitly.
- What happens when I convert the quote to an invoice?
- The generator creates a new invoice with the next number in your invoice sequence, copies every line, and adds a note referencing the quote number. You can then edit quantities if the job changed, add the deposit already paid as a deduction, and set the due date. The original quote is kept unchanged.
Related tools
- Invoice generatorBuild a VAT-compliant UK invoice, preview it live and download it as a PDF, free, with no signup.
- Purchase order generatorRaise a numbered purchase order for a supplier with line items, delivery details and terms.
- Day rate calculatorConvert a contractor day rate into an equivalent salary, or a salary into the day rate you should be charging.
- VAT calculatorAdd or remove VAT at 20%, 5% or 0%, and see what you would pay on the Flat Rate Scheme for your trade.
- Receipt generatorIssue a dated receipt for a cash, card or bank payment and download it as a PDF.
- Templates libraryDownload invoice, quote and receipt templates as Word, Excel and Google Sheets files.
Read next
- How to invoice as a sole traderA step by step guide to writing, numbering, sending and chasing invoices as a UK sole trader, with a worked example.
- What must a UK invoice legally include?The details every UK invoice must show, the extra items a VAT invoice needs, and what sole traders and limited companies must add.
Cite this page: “Quote and Estimate Generator”, SoleKit, https://solekit.co.uk/quote-generator