Free Purchase Quote Template
Create a professional purchase quote in minutes
Show the products or equipment, quantities, total cost, freight and delivery details. The complete cost and delivery picture helps buyers place the order without another round of questions.
Email, print or download your quote as a PDF.
14-day free trial. No credit card required.
Price the job. Send the quote. Get back to work.
Purchase Quote Template Examples
Use these previews for layout and wording ideas. Start with the purchase quote closest to the order you are pricing, then create and style your own in Docelf. Replace the sample items with the buyer's details. Keep quantities, freight, delivery, and terms easy to review.
Popular Purchase Quote Layouts
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Sample Purchase Quote Template
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Free Purchase Quote Template
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Printable Purchase Quote Template
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More Purchase Quote Layouts
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Blank Purchase Quote Template
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Simple Purchase Quote Template
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Downloadable Purchase Quote Template
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Editable Purchase Quote Template
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Fillable Purchase Quote Template
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Professional Purchase Quote Template
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Price the Order Before the Buyer Commits
Use a purchase quote when a customer or business wants a firm price before placing an order. It works well for materials, supplies, stock, equipment, and other quantity-based sales.
Use this page to price the order itself. For a formal RFQ or procurement response, use the vendor quote template. After the buyer approves the price, they may send a purchase order.
- Match the buyer's requested products, specifications, and quantities
- Show unit prices, volume discounts, freight, sales tax, and the full cost
- State availability, lead time, delivery location, and payment terms
- Give the buyer a clear next step: accept the quote, send a purchase order, or confirm the order
Create a Purchase Quote Ready for the Buyer
Add the items and freight details. Docelf calculates the total so the buyer can review the complete cost.
What Is a Purchase Quote?
A purchase quote is a seller's written price for items a customer or business wants to order. It shows what the buyer wants to order, what it costs, and what terms apply before the buyer commits.
A purchase quote is not a purchase order. The seller sends the quote. After approval, the buyer may send a purchase order to confirm what they want to buy.
How to Create a Purchase Quote
Start with the items the buyer wants to order. Match the descriptions and quantities, then make the complete cost and delivery terms easy to check.
- Business Details: Enter your business name and contact details.
- Logo: Add your logo if you want the quote to match your sales documents.
- Buyer: Add the buyer's company, contact, and delivery details.
- Quote and Request Details: Add the quote number, dates, and any purchase request reference.
- Requested Items: Match materials, supplies, products, or equipment to the buyer's request. Docelf calculates the total.
- Delivery and Purchase Terms: Add availability, lead time, freight, minimum quantities, payment, and substitutions.
- Review and Send: Check items, quantities, delivery, and total, then email the quote or download a PDF.
Show the Complete Order Cost
A low unit price can still lead to a different total once quantities, freight, taxes, and minimums are included. Put the complete order cost in one place.
Requested Quantities
Use the same units and quantities as the buyer's request. Call out pack sizes, minimum orders, or partial quantities.
Volume Pricing
Show the unit price at the quoted quantity. Add alternate quantity breaks only when they help the buyer compare options.
Freight and Delivery
State whether freight is included, estimated, or billed separately. Add the delivery location and expected lead time.
Price and Availability
Add a valid-until date and explain whether stock or lead time can change before the order is placed.
What to Include in a Purchase Quote
The buyer should be able to check the items, quantities, delivery, and complete cost before placing the order.
- Your business or supplier name, contact details, and logo
- The buyer's name, company, and contact details
- A quote number, issue date, valid-until date, and customer reference when available
- Item descriptions, specifications, quantities, and units of measure
- Unit prices, volume discounts, sales tax, freight, and the total
- Availability, lead time, delivery location, and shipping method
- Minimum order quantities, payment terms, substitutions, and other conditions
- A clear way for the buyer to accept the quote or place the order
Purchase Quote, Vendor Quote, or Purchase Order?
These documents can follow one another, but they are sent by different parties.
Purchase Quote
The seller sends a purchase quote to price the items a buyer wants to order before the order is confirmed.
Vendor Quote
A vendor quote responds to a buyer request or RFQ and often includes alternates, availability, freight, and lead time.
Purchase Order
The buyer sends a purchase order after choosing what to buy. It authorizes the agreed items, prices, and delivery terms.
The seller sends an invoice when payment is due after the purchase is approved or fulfilled.
Purchase Quote Template File Formats
Prefer an editable file? Choose the format that best fits how you list quantities, compare prices, calculate totals, and share the offer.
Related Purchase and Supplier Templates
Choose the page that matches whether you are pricing an order, answering a procurement request, quoting products, or moving to a purchase order.
Purchase Quote Template FAQs
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What is a purchase quote template?
A purchase quote template is a reusable seller layout for pricing the items a customer or business wants to order. It lists the proposed order details before the order is placed.
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Who sends a purchase quote?
The seller sends the purchase quote to the buyer. It gives the buyer a price to review before placing the order.
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Is a purchase quote the same as a purchase order?
No. The seller sends a purchase quote to offer prices and terms. The buyer sends a purchase order to confirm and authorize the purchase after choosing the offer.
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What should I include in a purchase quote?
Include the buyer and seller details, quote number, and dates. Add the customer reference and item descriptions. Then add pricing, freight, lead time, and payment terms. Check the total before you send it.
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How do I show volume pricing?
Quote the unit price for the requested quantity. When useful, add separate quantity breaks so the buyer can compare the total at different order sizes.
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Should freight be included in a purchase quote?
Include freight when you know the cost. Otherwise, state whether it is estimated, excluded, or billed separately. Add the delivery location and expected shipping method.
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How long should a purchase quote be valid?
Use a valid-until date that fits how often your prices, inventory, or freight costs change. Explain that availability and lead time may need to be confirmed when the buyer orders.
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Can I turn an accepted purchase quote into an invoice?
Yes. Docelf can turn the accepted quote into an invoice and reuse the buyer, item, quantity, and price details.
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Can the buyer create a purchase order from the purchase quote?
Yes. After choosing the offer, the buyer can use the accepted quote to prepare a purchase order. The purchase order is the buyer's authorization to proceed.
Ready to Send the Purchase Quote?
Give the buyer a complete quote before they place the purchase order.
- Match item descriptions, quantities, and unit prices
- Show availability, freight, and delivery terms
- Email the purchase quote or download a PDF
