Freelance quote template

A good quote restates the problem, defines scope, shows price options, and sets payment and revision rules — so “yes” doesn’t turn into unpaid extras.

Generate a structured quote from your numbers with the free on-site tool.

Open quote builder Calculate rate first

What every freelance quote should include

Client & project title — who it’s for and the working name of the job.
Problem / goal — one short paragraph in their language.
Scope of work — deliverables as a checklist.
Out of scope — examples that trigger a change request.
Timeline — milestones or date range, plus dependencies.
Investment — fee, currency, GST note if relevant, payment schedule.
Assumptions — stakeholders, revision rounds, asset deadlines.
Validity — quote expires after N days.
Acceptance — reply email, signed PDF, or deposit.

Sample section wording (adapt freely)

Scope

“Includes: discovery call (60 min), wireframes for 5 key pages, one design direction, two revision rounds on the chosen direction, handoff of production-ready files.”

Out of scope

“Excludes: copywriting, photography, CMS build, ongoing maintenance, extra stakeholder workshops.”

Investment

“Fixed project fee: NZ$X (+ GST if applicable). 40% on acceptance, 40% at design approval, 20% on handoff. Or: day rate NZ$Y for estimated Z days.”

Build your fee from the rate calculator; see NZ day rate notes if you invoice in NZD.

Hourly line items vs fixed fee on the quote

If scope is clear, prefer a fixed fee with effort estimated behind the scenes. If exploratory, quote a discovery phase then a follow-on estimate. See hourly vs project pricing.

Payment terms that protect cashflow

Deposit before work starts (common: 30–50% for new clients).
Milestone invoices for longer projects.
Late fees or pause-of-work clauses — only if you’ll enforce them.
State currency and whether GST is included or added.

Not tax or legal advice. Invoice requirements, GST wording, and contract enforceability depend on your jurisdiction. This template is a communication aid, not a contract substitute.

Turn the template into a sent quote

Confirm rate floor with the calculator.
Fill sections in the quote tool or your own doc.
Send as PDF or clean email; keep a dated copy.
Follow up once if silent — then move on.

If budget is tight, reduce scope — don’t silently undercut. See proposal pricing mistakes and how to price freelance work.

Email vs PDF quotes

Short jobs can live in a structured email. Larger fees usually deserve a one-pager PDF (or the printable output from the on-site quote tool) so terms don’t get lost in a thread. Keep both versions identical in price and scope.

Change requests after acceptance

When new asks appear, reply with impact: time, cost, and timeline shift. A one-line change order beats silent resentment. If changes are frequent, switch remaining work to hourly with a weekly cap.

Minimum viable quote for tiny jobs

Even a two-hour task needs: deliverable, price, due date, and payment timing. Skipping paperwork on “small” work is how small work becomes unpaid medium work.

Naming the next step

End every quote with one action: “Reply ‘approved’ and pay the deposit invoice to start,” or “Book a 20-minute call to choose a package.” Vague endings (“let me know your thoughts”) stall decisions. Pair the ask with the expiry date so urgency is factual, not hype.