Free Software Quote Template
Create a professional software quote in minutes
Break the software work into stages and show the price for each. Clear licenses and support costs help customers compare options and choose your business with confidence.
Email, print or download your quote as a PDF.
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Price the job. Send the quote. Get back to work.
Software Quote Template Examples
Browse these layouts for ideas, then open the quote editor to add your own software scope and prices. Each preview opens the same editor, where you can choose your document colors and font.
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Sample Software Quote Template
See how development stages, licenses, support, and terms can be priced together.
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Professional Software Quote Template
Present milestones, recurring costs, and responsibilities in a customer-ready layout.
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Editable Software Quote Template
Adjust features, integrations, stages, and fees as the software scope changes.
Create Free Quote
Make Development, Licensing, and Ongoing Costs Easy to See
A software quote is a written offer for a defined build, implementation, or license. It tells the customer what they will receive and what it costs. A useful breakdown makes both the project price and the costs after launch easy to see.
Use a quote when you can define the scope and price. If you still need to investigate a system or test an integration, you can quote a discovery stage first and price the build once that work is complete.
Browse the professional service quote templates for engineering, consulting, project, and hourly-rate alternatives.
How to Create a Software Quote
Start with the software outcome and what the quote covers. Build the price from the stages and costs, then review the assumptions and terms before you send it.
- Your Business: Add your software business name and contact details.
- Your Logo: Add your logo to match your other project documents.
- The Customer: Enter the customer who will approve the software offer.
- Number and Dates: Check the quote number, issue date, and valid-until date.
- Software and Services: Describe each stage or license with its quantity, billing period, and price.
- Check the Total: Review the tax and total for the work and period you are quoting.
- Terms and Send: Use Terms and Conditions for scope and timing. Review, then email or save a PDF.
How to Fill In Software Quote Line Items
Give each separately priced stage its own line and describe the result the customer will receive. For a fixed stage, use a quantity of one. When charging by the hour or license, name the unit and the period covered so the total has a clear meaning.
This fictional quote covers a small customer-portal build in US dollars. The three stages total $5,500.00 before an illustrative 8% tax. Hosting, ongoing support, and third-party licenses are outside this project price; use the tax treatment that applies to your work.
| QTY | Description | Unit Price | Amount |
|---|---|---|---|
| 1 | Discovery workshop and agreed portal feature list | $750.00 | $750.00 |
| 1 | Portal build — customer login and document upload | $3,750.00 | $3,750.00 |
| 1 | Testing, deployment, and one handover session | $1,000.00 | $1,000.00 |
| Subtotal | $5,500.00 | |
| Sales Tax (8% illustrative) | $440.00 | |
| Quote Total | $5,940.00 |
What to Include in Software Quote Terms
Use Terms and Conditions to explain what sits behind the price: the agreed features, customer inputs, review points, and when payment is due. Keep the valid-until date consistent with the quote, and include only terms your business uses.
The sample below fits the portal example. Replace the bracketed details and agree on the delivery schedule with the customer before sending.
Example: Terms and Conditions
- This quote is valid until [date] and covers the three portal stages listed above.
- The portal includes customer login and document upload. Other features, third-party licenses, hosting, and ongoing support are not included.
- The customer will provide approved content and system access by [date]. Target launch is [date], subject to those inputs and the agreed review schedule.
- Testing checks the agreed feature list. The customer has [number] business days to review each stage and report any mismatch.
- Payment is due [agreed timing]. Added features or integrations require a revised price and schedule for approval before work begins.
Create a Software Quote Ready to Review
Put the agreed software scope into Docelf and add the prices. Docelf calculates the total. Review the offer, then email it for your customer to consider.
Define the Software Scope Before You Price It
Before you set the price, agree on the boundaries of the build. These four points help turn a feature request into work the customer can review.
Features and Deliverables
Name the applications, modules, integrations, and reports included. Describe what each will do so a broad label such as “customer portal” does not carry the whole scope.
Milestones and Acceptance
Show when each stage is due. Explain how the customer reviews or accepts the work at that stage.
Dependencies and Third Parties
Name the access and systems the work depends on. State who provides the licenses, hosting, and data.
Change Requests
State how work outside the quoted scope will be reviewed, priced, approved, and added to the schedule.
Show Which Ongoing Costs the Quote Covers
A monthly license and a one-time build fee cover different periods. If a license is included in the quote total, state the product, number of users, and number of months or years covered. Explain when renewal starts and whether you or the software vendor bills the customer.
For hosting or support billed after launch, state the fee, billing period, start date, and what is included. Label charges outside the quote total clearly. A customer should not have to guess whether the total pays for one month, a year, or just the implementation.
Discovery can cover planning and prototypes. Build stages may include configuration, integrations, data migration, and testing. Name deployment, training, and documentation where they are included. Describe any warranty or included support period separately from paid ongoing service, using terms that fit your offer and applicable requirements.
Software Quote, Proposal, or Scope of Work?
These documents can work together. Use each one for a different level of detail.
Software Quote
Use the quote to state the defined software work, price, timing, and terms the customer is approving.
Proposal
Use a proposal when you also need to explain the problem, recommended solution, approach, and why it is a good fit.
Scope of Work
Use a scope of work when you need more detail on deliverables and responsibilities. It can also cover acceptance and change handling.
New Feature or Integration? Update the Quote
A new data source, platform, or acceptance requirement may change more than the development hours. Check testing, third-party costs, and the delivery date too, then update the affected line items, milestones, and terms together.
Send the revised quote for approval before the team starts the changed scope. This keeps the quote aligned with the software being delivered.
More Software Quote Layouts
These six previews offer more layout ideas for development, licensing, or support quotes. Use your own services, billing periods, and prices.
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Free Software Quote Template
Start with a clean layout for development, implementation, licensing, or support.
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Simple Software Quote Template
Keep a smaller software job focused on scope, price, delivery, and acceptance.
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Printable Software Quote Template
Use a software quote layout that stays clear when reviewed on paper or PDF.
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Blank Software Quote Template
Build the scope from scratch for a custom implementation or development project.
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Downloadable Software Quote Template
Use the layout for inspiration, then save the finished software quote as a PDF.
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Fillable Software Quote Template
Work through stages, costs, dependencies, and terms before sending the quote.
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Software Quote Template File Formats
Prefer a document or spreadsheet? These pages provide separate quote templates for Word, Google Docs, Excel, or Google Sheets. Docelf downloads your finished online quote as a PDF.
Related Quote Templates
Choose a related template for technical consulting, project delivery, or the way you charge.
After You Send the Software Quote
Your customer can accept or decline an emailed Docelf quote online. Check the document history for delivery and viewing information; Docelf updates the status and emails you when the customer responds.
When it is time to bill, create an invoice from the quote. Docelf copies the customer, item, and price details. For a stage invoice, check that the items and amount cover only that stage before sending it.
For a later stage, duplicate the invoice as a new numbered draft and update the dates, items, and amount. Review any recurring support period separately so old project charges do not carry into the next bill.
Software Quote Template FAQs
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What is a software quote template?
A software quote template is a reusable layout for a defined software offer. It keeps the stages, price, timing, and acceptance terms clear. It can also separate one-time and recurring costs.
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What should I include in a software quote?
Include the software scope and deliverables. Show the price by stage and keep recurring charges separate. Add assumptions, dependencies, payment terms, and acceptance details.
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How do I price custom software development?
Define the deliverable for each stage, then choose a fixed fee or a stated quantity of hours at your rate. Include testing and handover in the priced work. If a technical unknown prevents a reliable build price, quote discovery first and price the build after it.
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How should I show software licenses and subscriptions?
Name the product, quantity, and billing period. Say which period is included in the quote total, when renewal begins, and who bills the customer. Clearly label any future charges outside the total.
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Should a software quote include milestones?
Milestones are useful when the project has clear stages, customer reviews, or staged payments. Name the deliverable, target timing, acceptance step, and price for each milestone.
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How do I handle change requests?
Describe how work outside the quoted scope will be identified, priced, approved, and added to the schedule. Send a revised quote before starting the changed work.
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What is the difference between a software quote and a proposal?
A software quote focuses on the defined scope and price. A proposal also explains the problem, recommended solution, and approach. It may include experience and broader terms.
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Can I turn an accepted software quote into an invoice?
Yes. Docelf copies the customer, item, and price details into the invoice. Check that the invoice covers only the work or stage you are billing, then add the due date and payment instructions before sending it.
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Can I email or download the software quote?
Yes. Email the software quote through Docelf or download a PDF to print or send yourself.
Ready to Send Your Software Quote?
Give the customer one clear software offer before development or setup begins.
- Separate one-time development from licenses and support
- State deliverables, acceptance steps, revisions, and change terms
- Email the software quote or download a PDF
