Free Purchase Quote Template

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.

This page is for pricing 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

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.

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1. Add Your Business: Enter your business name and contact details.
2. Add Your Logo: Add your logo if you want the quote to match your other sales documents.
3. Add the Buyer: Choose a saved customer or enter the buyer's name, company, and contact details.
4. Add the Quote Details: Enter a quote number, issue date, valid-until date, and a customer reference or request number when the buyer provided one.
5. List the Requested Items: Add each material, supply, product, or equipment item with its specification, quantity, unit price, and volume discount. Docelf calculates the totals.
6. Add Delivery and Purchase Terms: State availability, lead time, freight, delivery location, payment terms, minimum order quantities, and any substitutions.
7. Review and Send: Check the items, quantities, delivery, and total. Email the quote or download a PDF. If the buyer accepts it, turn it into an invoice.

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.

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.

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.

• Word Quote Template
• Excel Quote Template
• Google Docs Quote Template
• Google Sheets Quote Template
• All Quote Template Formats

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.

• Product Quote Template
• Vendor Quote Template
• Order Quote Template
• Purchase Order Template
• All Business Quote Templates

Purchase Quote Template FAQs

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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?

Create the purchase quote in Docelf and give the buyer a clear next step.

• Check item descriptions, quantities, and unit prices
• Show freight, availability, delivery, and the complete cost
• Give the buyer a clear acceptance or order step
• Turn the accepted purchase quote into an invoice

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