147 Free Quotation Templates — Arabic & English

147 quotation templates from 42 designs. Every design comes in two or more colourways and an Arabic version, and every template is free during the launch phase, with no account needed.

What a quotation is, and who sends it

A quotation is a seller's written offer to a prospective customer: these goods or this work, at these prices, on these terms, until this date. The customer owes nothing for it. If they accept, it becomes the reference for the order, and the invoice that follows should match it line for line.

A quotation template lays out that offer: your details, the customer under "Prepared For", the priced lines, the total with tax, the "Valid Until" date and your terms, then a signing line at the foot. The layout changes with the design; the offer does not.

Quotation, estimate or invoice?

Send a quotation before any work starts or goods ship, when the customer is comparing suppliers or needs a figure approved internally. Many buyers then raise a purchase order that quotes your quotation number, and your invoice follows once you deliver. A quotation never asks for payment; if you need money before you start, invoice the deposit.

Some trades call a looser figure an estimate: a price that may change once the job is understood. A quotation is a firm price for a set period. If yours is an estimate, say so: change the heading in the Document Title field and explain in the terms what could change the price.

What a quotation template prints, and why

• Quotation number and issue date: The number the customer's purchase order and your invoice will refer back to.
• Valid Until: Material prices, freight and exchange rates move. The validity date limits how long you are held to these figures.
• Prepared For: The customer's name, company and contact details. A quotation bills no one, so it does not say "Bill To".
• Priced lines: Description, quantity, unit price, discount % and tax % on each line, so the customer sees exactly what is included and what each part costs.
• Total with tax: Subtotal, discount, tax and total, so your figure can be compared with other offers on the same basis.
• Terms & Conditions: Payment schedule, lead time, what is excluded, and what happens if the scope changes.
• Signing line: Whatever you type in the Acceptance Signature field prints on the line at the foot, beside your stamp and signature if you add them.

Prices, VAT and currency on a quotation

Quote in the currency you will invoice in, and choose it first: the quotation generator then suggests that country's standard VAT rate and fills it into lines that have no tax yet. Show VAT as its own line rather than folding it into the prices, so a VAT-registered customer sees the tax they will reclaim and a private customer sees the full amount. A quotation is not a tax invoice, and the ZATCA QR code belongs on the invoice, not here.

Arabic quotations

Every quotation design has an Arabic version. Choose it, or use Xuvilo in Arabic, and the quotation prints right to left headed «عرض سعر», with «مقدَّم إلى» over the customer and «صالح حتى» beside the validity date. A quotation prints in one language: when a tender or a customer asks for an Arabic offer, send the Arabic one.

Quotation designs to start from

All 42 designs work for quotations. These suit particular kinds of offer:

• Proforma: For export offers: the Incoterm, country of origin and HS code a buyer needs before ordering, under a coloured header band.
• Public Tender: For bids to public bodies and NGOs: the tender reference, the authority, the budget line and the contract number, in a framed, formal layout.
• Site Works: For contractors pricing site work: the contract number under a coloured band, with sign-off boxes for the site manager and the client's representative.
• Studio Brief: For freelancers quoting a project: the project name and the period covered under a large heading.
• Event Sheet: For venues and organisers: the event, its date, the venue and the number of attendees.
• Marque: Signature series: a dark identity panel with your logo and the total on a banner, for larger offers where presentation counts.

Every quotation design, by group:

• Construction & Contracting: Payment Certificate and Site Works.
• Government & NGO: Public Tender and Grant Claim.
• Events & Venues: Event Sheet and Run Sheet.
• Freelancers & Creatives: Studio Brief and Creative Statement.
• Trading & Import-Export: Commercial Invoice and Proforma.
• Signature series: Velvet, Forge and Marque.
• For any business: Aurora, Swiss, Ledger, Editorial, Card Stack, Monoline, Banded, Corner Tab, Column Rule, Spotlight, Compact Pro, Letterpress and Duotone.
• Logistics & Shipping: Waybill and Freight Manifest.
• Manufacturing & Industrial: Works Order and Plant & Equipment.
• Medical & Clinics: Clinic Card and Lab Report.
• Retail & Food Service: Counter Slip and Menu Bill.
• Professional Services: Engagement Letterhead and Fee Note.
• Travel & Hospitality: Folio and Itinerary.
• Education & Training: Tuition and Enrolment.
• Real Estate & Property: Lease and Rent Roll.

How to make a quotation from a template

1. Open a quotation design and press Use This Template. The quotation generator opens with it applied.
2. Enter the customer, the lines and the Valid Until date, and set out your terms. Press Change Template at any point to try another design: the quotation switches in place and nothing you typed is lost.
3. Download the PDF to send, or save and share it with a free account so the customer can sign it online. When they accept, use Export CSV on the lines and Import CSV in the invoice generator to start the invoice with the same items. The quotation guide covers the essential fields and the common mistakes.

Frequently asked questions

What should a quotation show that an invoice does not?

A validity date ("Valid Until") instead of a due date, the customer under "Prepared For" instead of "Bill To", your terms, and a signing line for acceptance. The quotation generator has a field for each.

Can the customer accept the quotation online?

Yes, if you have a free Xuvilo account. Save and share the quotation, and the customer can open it and sign it on the page; the signature then prints on the quotation.

Can my invoice use the same design as my quotation?

Yes. Every quotation design is also an invoice design, so choose the same one in the invoice templates. To carry the lines across, export them as CSV from the quotation and import the file in the invoice generator.

How long should a quotation be valid?

Long enough for the customer to decide, short enough that your costs will not have moved. Thirty days is common for goods, and shorter where prices or exchange rates change quickly. After the Valid Until date you are free to quote again at current prices.