What you need before you start
Before preparing your quote, gather your company details, the client’s information, a breakdown of what you will deliver, and your current prices. With that ready, you can put the quote together in minutes and avoid a client’s most common question: “What does this include?”
| Item | Calculation | Result |
|---|---|---|
| UI design | 8 screens included in the fixed price | $1,200.00 |
| Frontend | Complete responsive implementation | $1,800.00 |
| Content | Migration of materials supplied by the client | $350.00 |
| Total | $3,350 subtotal + 16% example tax | $3,886.00 USD |
Common mistakes
Quoting a price without defining the scope
A total on its own forces the client to ask what they will receive. Connect every price to a specific deliverable, quantity or outcome.
Leaving out currency and taxes
Writing only 3,886 creates avoidable uncertainty. Include the currency, subtotal, tax rate and total so the calculation can be checked.
Leaving the validity period open-ended
Without an expiry date, a client may try to accept months later, after your costs have changed. Set a date and issue a new quote if it expires.
Starting without approval
Requesting a signature or explicit acceptance before work begins protects both parties and records which version of the scope was approved.
Steps
1. Identify the client and the project
Record the company or person’s name, contact information and a short description of the work being quoted. This prevents confusion when you are managing several quotes at once.
2. Break down the line items
Give each item its own line, with a quantity, unit price and brief description. Avoid combining unrelated tasks into one line: it makes it harder for the client to understand what they are paying for.
3. Calculate the subtotal, taxes and total
Add the line items, apply any discounts, include the tax applicable to your location, and make the final total easy to find. Always specify the currency.
4. Set the validity period and terms
Include an expiry date—seven to 15 days is common—and payment terms such as the deposit, deadlines and approval method. This protects your pricing and gives the client clear expectations.
Quote example
Quote #Q-2026-014 for “Website redesign”, client Estudio Almendra. Amounts are in USD; the 16% tax is illustrative, not a rate to apply automatically:
- UI design (8 screens) — 1 × $1,200.00
- Responsive frontend development — 1 × $1,800.00
- Content migration — 1 × $350.00
- Subtotal: $3,350.00 · Discount: $0.00 · Example tax (16%): $536.00
- Total: $3,886.00 USD · Valid for: 10 days · Deposit: 50% to begin