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Quotation template for services (Word, Excel, PDF)

A quotation template with items, quantity times unit price, net, VAT and gross, validity and payment terms – Excel works out the totals.

  • As Word
  • As Excel
  • As PDF

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A quotation states what you deliver, at what price and on which terms. The clearer the service is described, the easier the client's decision.

The template has the usual parts: provider and client, quotation number, date and validity, the subject with assumptions and exclusions, the items, the delivery period and payment terms, and a field for the acceptance. In the Excel file every item calculates quantity times unit price, VAT at the rate in its row (the examples use the German standard rate of 19 %) and the gross amount; the total row shows net, VAT and gross.

The template is not tax or legal advice: check the tax rate and the required details with your tax adviser.

What the template holds

  1. Quotation
  2. Subject
  3. Items
  4. Terms
  5. Acceptance

Frequently asked questions

What goes into a quotation?

Who quotes to whom, quotation number and date, the service, the items with prices, net, VAT and gross, the delivery period, payment terms and how long the quotation is valid.

Does the template calculate net, VAT and gross?

In the Excel file, yes: quantity times unit price per item, VAT at the rate in the row and the gross amount, plus the totals. In Word and the PDF you write the amounts in by hand.

Which VAT rate do I need?

You enter the rate for each item in the VAT rate column; the example rows use the German standard rate of 19 %. Please clarify with your tax adviser whether another rate or no VAT applies to a service, for example for clients abroad.

How long should a quotation be valid?

That is up to you. State a date until which the quotation is valid; the template has a field for it.

Can I do this without a spreadsheet?

In Kontor Suite, quotations are drafted from the enquiry or tender and your team edits them; nothing is sent until a person clicks. The trial is free and needs no payment details.