What is a project quote template?

A project quote template keeps a defined scope, its phases, and their prices in one offer. Your customer can review the deliverables, timing, and terms together before deciding.

How do I write a project quote?

Describe the project outcome, then break the work into phases or deliverables. Add the price and dates for each part. State the assumptions, payment terms, and how the customer accepts.

What should a project quote include?

Include the business and customer details, quote dates, and project scope. Show the deliverables, price, and schedule by phase. Add assumptions, payment terms, and acceptance details.

Should I price a project by phase?

Price by phase when the work has clear stages, approvals, or milestone payments. Give each phase its own scope and price so the customer can see how the project is organized.

What is the difference between a project quote and an estimate?

A project quote gives a specific price for a defined scope. An estimate gives your best prediction when the final time, quantities, or costs may still change.

What should I do when the project scope changes?

Update the affected scope, price, schedule, and terms. Send the revised quote and ask the customer to accept it before you continue with the changed work.

Can one project quote be used for several invoices?

Yes. Create an invoice from the quote, then check that its items and amount cover only the stage you are billing. For a later stage, duplicate the invoice as a new draft and update its items, dates, and amount before sending.

Can I add a deposit or milestone payments?

Yes. State your deposit or milestone payment schedule in Terms and Conditions. This explains when payment is due; it does not record money received. Create an invoice for the relevant amount when you need to request payment.

Can I email or download the project quote?

Yes. Email the project quote through Docelf or download a PDF to print or send yourself.

Free Project Quote Template

Create a professional project quote in minutes

Group the project by phase or milestone and show the price and payment timing for each. The full plan stays easy to follow, helping clients hire you with confidence.

Email, print or download your quote as a PDF.

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Create a project quote with phases, deliverables, and pricing in Docelf

Project Quote Template Examples

Browse these layouts before adding your project details. Every preview opens the same quote editor, where you enter the scope, timing, and prices.

See the other six previews after the practical guidance below.

What Is a Project Quote?

A project quote is a written offer for a defined piece of work. It connects the deliverables and price with the schedule and terms, so your customer can decide whether the project fits.

A phase is part of that offer, such as planning, production, or handover. Giving each phase its own price helps the customer see the whole project without treating every small task as a separate charge.

Project Quote, Estimate, or Invoice?

Use the quote when the scope is ready for approval. Use a proposal when the customer also needs more background on your approach.

Project Quote

Use a project quote to offer a defined scope, deliverables, timeline, and price for customer approval.

Estimate

Use an estimate when the final time, quantities, or costs are not clear enough for a firm quoted price.

Invoice

Send an invoice when payment is due, whether for the whole project or an agreed stage.

How to Create a Project Quote

Start with the result the customer expects. Build the quote around the project phases. Then check the price, dates, and terms before you send it.

How to complete a project quote template

Your Business: Add your business name and contact details.
Your Logo: Add the logo used on your business documents.
Customer and Project: Enter the customer and identify the project.
Quote Number and Dates: Check the number, issue date, and valid-until date.
Project Phases: Give each phase a description, quantity, and price.
Review the Total: Check line amounts and any tax or discount.
Terms and Sending: Add timing and scope in Terms and Conditions. Review, then choose to send the quote.

How to Fill In Project Quote Line Items

Use one line for each separately priced phase. A short description should say what the customer receives, including any meeting or revision allowance within that price.

This fictional six-page brochure project has three fixed-price phases, shown in US dollars. The 8% tax applies to the full subtotal for illustration; use the rates and tax treatment that apply to your work.

QTY	Description	Unit Price	Amount
1	Content plan — outline for a six-page brochure	$300.00	$300.00
1	Brochure layout — six pages, including two revision rounds	$900.00	$900.00
1	Final files — print-ready PDF and editable design files	$150.00	$150.00

	Subtotal	$1,350.00
	Sales Tax (8% illustrative)	$108.00
	Quote Total	$1,458.00

What to Include in Project Quote Terms

The Terms and Conditions field explains how the project will run. Use it for the validity period, delivery timing, customer responsibilities, payment timing, and how you will agree on changes. Include only terms your business actually uses.

For the brochure example, the customer supplies the text and images before design begins. That dependency belongs beside the delivery promise, so the schedule is clear. Adapt this sample and replace the date before sending.

Example: Terms and Conditions

This quote is valid until [date].
The price covers the three brochure phases listed above, including two rounds of layout revisions. Printing is not included.
The customer supplies final text and images. Delivery is within 10 business days after the quote is accepted and the final text and images are received.
Payment is due on delivery of the final files. Additional pages or revision rounds need a revised quote for approval.

Create a Project Quote Ready to Review

Put the full project offer in one place. Docelf calculates the total as you price each phase. Review the quote, then email it or download a PDF.

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Price the Project the Way You Plan to Deliver It

The pricing structure should make it easy to see what the customer is buying and when each part of the work happens.

Fixed Project Fee

Use one fixed price when the scope, deliverables, and responsibilities are clear. State what is included and what would require a revised quote.

Phases or Milestones

Give each phase or milestone its own description and price. This works well when approvals or payments happen in stages.

Time and Materials

State the agreed hourly rates and label estimated hours clearly. List materials and expenses separately, and explain how you will agree on extra time or costs.

Optional Work

Describe unselected options outside the priced item table. Add a chosen option to the quote and review the new total before asking the customer to accept.

Check the Project Before You Send It

Before sending, check the details that connect your price to the work. For a specialist project, a professional-service template may help with details your customer expects.

The customer, project name, quote number, and dates identify the right offer
Each phase names a deliverable, quantity or fixed fee, and price
Materials, expenses, tax, and any discount are included where they apply
The schedule names customer responsibilities and dependencies
Exclusions, revision limits, payment timing, and acceptance details match the offer

Scope Changed? Revise the Project Quote

A new deliverable or delayed customer input can affect both the price and the schedule. Update the parts that changed, then ask your customer to accept the revised offer before starting that work.

For the brochure above, adding two pages changes the layout scope. Agree on the extra price and delivery date together, rather than leaving the customer to infer what the original fee covers.

After Your Customer Reviews the Project Quote

Your customer can accept or decline an emailed Docelf quote online without a Docelf account. The status updates when they respond, and you receive an email notification. The document history shows delivery and viewing information.

When payment is due, create an invoice from the quote. Docelf copies the customer and item details. If you are billing only one phase, update the invoice to show that phase and its amount before sending.

For a later phase, duplicate the invoice as a new draft and review the items, dates, and amount for that stage. Keep the payment schedule in the quote terms so each invoice is easy to match to the agreed project.

More Project Quote Layouts

Project Quote Template File Formats

Use a document template for detailed scope and terms, or a spreadsheet for phase quantities and rates. These pages provide separate file templates; Docelf downloads your online quote as a PDF.

Related Quote Templates

Choose a template built around the service or the way you plan to price the work.

Project Quote Template FAQs

What is a project quote template?

A project quote template keeps a defined scope, its phases, and their prices in one offer. Your customer can review the deliverables, timing, and terms together before deciding.
How do I write a project quote?

Describe the project outcome, then break the work into phases or deliverables. Add the price and dates for each part. State the assumptions, payment terms, and how the customer accepts.
What should a project quote include?

Include the business and customer details, quote dates, and project scope. Show the deliverables, price, and schedule by phase. Add assumptions, payment terms, and acceptance details.
Should I price a project by phase?

Price by phase when the work has clear stages, approvals, or milestone payments. Give each phase its own scope and price so the customer can see how the project is organized.
What is the difference between a project quote and an estimate?

A project quote gives a specific price for a defined scope. An estimate gives your best prediction when the final time, quantities, or costs may still change.
What should I do when the project scope changes?

Update the affected scope, price, schedule, and terms. Send the revised quote and ask the customer to accept it before you continue with the changed work.
Can one project quote be used for several invoices?

Yes. Create an invoice from the quote, then check that its items and amount cover only the stage you are billing. For a later stage, duplicate the invoice as a new draft and update its items, dates, and amount before sending.
Can I add a deposit or milestone payments?

Yes. State your deposit or milestone payment schedule in Terms and Conditions. This explains when payment is due; it does not record money received. Create an invoice for the relevant amount when you need to request payment.
Can I email or download the project quote?

Yes. Email the project quote through Docelf or download a PDF to print or send yourself.

Ready to Send Your Project Quote?

Make the project easy to approve before the first phase begins.

Give each phase a clear scope and price
State assumptions, customer responsibilities, and change terms
Email the project quote or download a PDF

Create Free Quote

Free Project Quote Template

Project Quote Template Examples

Sample Project Quote Template