Free Software Quote Template
Separate upfront and ongoing software costs
Break the development work into clear stages and set a price for each. Put licenses or ongoing support on separate lines so the quote is easy to review.
Create your quote in minutes. Email it, print it or download it as a PDF.
14-day free trial. No credit card required.
Price the job. Send the quote. Get back to work.
Software Quote Template Examples
Use these previews for layout and wording ideas. Start with the layout closest to the work. Replace the sample stages and price with your offer. Then add any recurring costs and terms.
Popular Software Quote Layouts
-
Sample Software Quote Template
See how development stages, licenses, support, and terms can be priced together.
Create Free Quote -
Professional Software Quote Template
Present milestones, recurring costs, and responsibilities in a customer-ready layout.
Create Free Quote -
Editable Software Quote Template
Adjust features, integrations, stages, and fees as the software scope changes.
Create Free Quote
More Software Quote Layouts
-
Free Software Quote Template
Start with a clean layout for development, implementation, licensing, or support.
Create Free Quote -
Simple Software Quote Template
Keep a smaller software job focused on scope, price, delivery, and acceptance.
Create Free Quote -
Printable Software Quote Template
Use a software quote layout that stays clear when reviewed on paper or PDF.
Create Free Quote -
Blank Software Quote Template
Build the scope from scratch for a custom implementation or development project.
Create Free Quote -
Downloadable Software Quote Template
Use the layout for inspiration, then save the finished software quote as a PDF.
Create Free Quote -
Fillable Software Quote Template
Work through stages, costs, dependencies, and terms before sending the quote.
Create Free Quote
Make Development, Licensing, and Ongoing Costs Easy to See
Software pricing can mix project work with recurring costs. Separate the build, third-party products, and ongoing services so the customer can see which charges are one-time and which continue after launch.
Browse the professional service quote templates for engineering, consulting, project, and hourly-rate alternatives.
- Break the work into stages, features, modules, or deliverables
- Separate one-time development from licenses, hosting, and support
- Name assumptions, dependencies, customer inputs, and exclusions
- Explain how change requests affect price and timing
Create a Software Quote Ready to Review
Break the software work into stages and add the price for each one. Show recurring costs separately. Docelf keeps the accepted quote ready for invoicing.
What Is a Software Quote?
A software quote is a written offer for a defined product or service. It can cover a custom build, an implementation, or a license. Add hosting or support when they are part of the offer.
Use a software quote when the customer can review a defined scope and price. If the scope or technical assumptions change, revise the quote before you commit to extra work.
Define the Software Scope Before You Price It
A clear scope protects the schedule and gives the customer a practical way to review the offer.
Features and Deliverables
List the applications and modules included. Add integrations or reports as separate deliverables when useful.
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.
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.
- Add Your Business: Enter your business name and contact details.
- Add Your Logo: Add your logo if you want the quote to match your other business documents.
- Add the Customer: Choose a saved customer or enter the customer name and contact details.
- Add the Quote Number and Dates: Enter a unique quote number, issue date, and valid-until date when the offer needs an expiration date.
- List the Software Work and Costs: Add each project stage as a separate line item. Keep licenses and support apart from the one-time work. Docelf calculates the totals.
- Add Delivery Terms: State the milestones and acceptance steps. Add assumptions, exclusions, and the payment schedule. Explain the support period and change process.
- Review and Send: Check the scope and dates. Review the one-time costs, recurring costs, and terms. Email the quote or download a PDF. When it is accepted, turn it into an invoice.
Organize the Software Price by Stage
Break the price into stages so the customer knows when each cost happens and what it covers.
| Stage | What to Show |
|---|---|
| Discovery and planning | Workshops, planning, prototypes, or setup needed before the build starts. |
| Build and implementation | Development, configuration, integrations, data work, testing, and deployment. |
| Launch and handover | Training, go-live help, documentation, and any included warranty or support period. |
| Licenses and support | Recurring licenses, hosting, maintenance, and support with the billing period clearly stated. |
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.
What to Include in a Software Quote
Give the customer enough detail to compare the offer, approve the scope, and understand which costs may continue after delivery.
- Your business and customer details
- A unique quote number, issue date, and valid-until date when needed
- The project objective and main features. Add modules, integrations, and deliverables separately.
- The project stages and one-time costs. Add migration, deployment, or training separately when needed.
- The recurring software costs. Show hosting or usage separately, then add maintenance and support fees.
- Milestones, schedule, acceptance steps, and customer responsibilities
- The main assumptions and dependencies. Add exclusions and the support period. Explain how changes are approved.
- Payment schedule, taxes, total, and a clear way to accept the quote
New Feature or Integration? Update the Quote
A new integration or data source can affect the price. So can an added platform or changed acceptance requirement. Update the delivery date when needed. Add the new work as clear line items and update the milestones and terms.
Send the revised quote for approval before the team starts the changed scope. This keeps the quote aligned with the software being delivered.
Accepted the Software Quote? Create the Invoice
Turn the accepted quote into an invoice in Docelf. The customer and line-item details carry over, so you can review the amount due instead of entering the software scope again.
For milestone billing, keep only the stage being billed on each invoice. Duplicate the invoice for the next milestone and update the line items, dates, and amount.
Software Quote Template File Formats
Need to share the software pricing in an editable file? Choose a document or spreadsheet below. Use Docelf when you want accepted stages and costs ready for invoicing.
Related Quote Templates
Choose a related template for technical consulting, project delivery, or the way you charge.
Software Quote Template FAQs
-
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.
-
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.
-
How do I price custom software development?
Break the work into stages and price each part. Start with discovery and design. Then add separate stages for the build, testing, and delivery. Include ongoing support only when it is part of the offer.
-
How should I show software licenses and subscriptions?
List licenses, subscriptions, hosting, or usage charges separately from one-time development. State the billing period and quantity. Add the renewal timing and who bills the customer.
-
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.
-
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.
-
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.
-
Can I turn an accepted software quote into an invoice?
Yes. Docelf reuses the customer and line-item details. For milestone billing, adjust each invoice so it includes only the stage or amount that is due.
-
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?
Break the software work into stages and add the price. Keep recurring costs separate. Docelf calculates the total.
- Email the quote through Docelf or download a PDF
- See when your customer opens and accepts it
- Create stage or recurring invoices from the accepted quote
