Service business quote template

What every quote should include

• Your business name, logo, phone, email, and license number (if applicable)
• The customer's name, service address, and contact info
• A quote number and the date it was issued
• An expiration date (e.g. "valid for 30 days") so old pricing doesn't haunt you
• Line items: a short description, quantity, unit price, and line total
• Subtotal, any taxes, and the grand total
• Deposit required (if any) and how the balance is due
• What's included — and just as important, what's not
• Payment methods you accept and terms (due on completion, net 7, etc.)
• A space for the customer to approve or sign

Write line items the customer understands

Avoid internal jargon. "Replace 40-gallon water heater, haul away old unit, test and inspect" beats "WH R&R." Customers approve quotes they understand, and clear line items head off the "I didn't know that wasn't included" conversation.

Spell out inclusions and exclusions

Most quote disputes come from assumptions. State plainly what the price covers and call out common extras that aren't included — permits, disposal fees, drywall repair, after-hours rates. A short "Not included" list protects your margin and your relationship.

Make it easy to say yes

The faster and easier it is to approve, the faster you start work. Send the quote the same day you scope the job, give the customer a simple way to accept it, and ask for a deposit at approval so you're not financing the materials yourself.