Free Vendor Quote Template
Make your offer easy for buyers to compare
Answering a buyer's request? Match their item names and reference numbers, then state availability and delivery timing so your offer is easy to compare.
Create your quote in minutes. Email it, print it or download it as a PDF.
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Vendor Quote Template Examples
Use these previews for layout and wording ideas. Start with the vendor quote closest to the buyer request, then create and style your own in Docelf. Replace the sample goods or services with your own offer. Keep quantity, availability, delivery, and terms easy to compare.
Popular Vendor Quote Layouts
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Sample Vendor Quote Template
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Free Vendor Quote Template
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Printable Vendor Quote Template
Create Free Quote
More Vendor Quote Layouts
Give Procurement the Details They Need
Use a vendor quote when you are responding as a supplier or service provider. Follow the buyer's request and make the total cost easy to compare. Put detailed availability and delivery information where the buyer expects to find it.
For a quote focused on the planned purchase itself, see the purchase quote template. For item-focused sales, see the product quote template.
- Reference the buyer request, RFQ, account, or project when available
- List goods, services, specifications, quantities, and units of measure
- Show availability, lead time, freight, taxes, payment terms, and total cost
- Keep the accepted vendor quote ready for the purchase order and invoice that follow
Create a Vendor Quote Ready for the Buyer
Respond to the buyer with a clear offer. Docelf calculates the total. The accepted quote stays ready for the next step.
What Is a Vendor Quote?
A vendor quote is a supplier's written offer to provide goods or services at stated prices and terms. It often responds to a buyer request or RFQ and gives the buyer the supply details needed to compare offers.
The buyer reviews vendor quotes before choosing an offer. After approval, the buyer may issue a purchase order. The vendor later sends an invoice when payment is due.
How to Create a Vendor Quote
Start with the buyer request. Use the same item names, specifications, quantities, and reference numbers where possible so the buyer can compare your response without guessing.
- Add Your Vendor Details: Enter your business or supplier name, contact details, and vendor or account number when useful.
- Add Your Logo: Add your logo if you want the quote to match your other procurement and sales documents.
- Add the Buyer: Choose a saved customer or enter the buyer's company, contact person, and delivery details.
- Add the Quote and Request References: Enter a quote number, issue date, valid-until date, and the buyer's RFQ, request, project, or account reference.
- List the Goods or Services: Match each requested item or service with its specification, quantity, unit, price, and any alternate. Add discounts and tax. Docelf calculates the totals.
- Add Supply and Delivery Terms: State availability, lead time, freight, delivery location, minimum order, payment terms, substitutions, warranties, and exclusions when relevant.
- Review and Send: Check the request references, items, quantities, availability, delivery, and total. Email the vendor quote or download a PDF. When it is accepted, turn it into an invoice.
Help the Buyer Compare Your Offer
Procurement teams often compare several responses line by line. Use the buyer's terminology and separate exceptions from the main offer.
Request References
Add the RFQ, project, account, or item reference the buyer used. This helps your quote reach the right person and process.
Exact Match or Alternate
Match the requested specification. When you offer an alternate, label it clearly and explain the difference.
Availability and Lead Time
State what is in stock, what must be produced or scheduled, and when each item or service can be delivered.
Freight and Delivery
Show whether freight is included, estimated, prepaid, or billed separately. Add the delivery location and method.
What to Include in a Vendor Quote
The buyer should be able to compare your response with the request and see the complete supply or service cost.
- Your vendor or supplier name, address, contact details, logo, and vendor number when relevant
- The buyer company, contact person, billing details, and delivery location
- A quote number, issue date, valid-until date, and RFQ or request reference
- Goods or services, specifications, quantities, units of measure, and approved alternates
- Unit prices, discounts, sales tax, freight, fees, and the total
- Availability, lead time, delivery method, schedule, and minimum order quantities
- Payment terms, warranties, substitutions, exclusions, and other supply conditions
- A clear acceptance or purchase-order step
Vendor Quote, Purchase Quote, or Purchase Order?
These documents often appear in the same procurement process, but the sender and purpose change at each step.
Vendor Quote
The vendor sends a quote in response to a buyer request. It shows what the vendor can supply, what it costs, and which terms apply.
Purchase Quote
A purchase quote also prices a planned purchase. It may be less procurement-focused when no formal RFQ is involved.
Purchase Order
The buyer sends a purchase order to authorize the purchase after choosing the vendor offer.
The vendor sends an invoice when payment is due after the buyer accepts the offer or issues a purchase order.
Vendor Quote Template File Formats
Prefer an editable file? Choose the format that best fits how you respond to requests, calculate totals, share the offer, and keep a procurement record.
Related Vendor, Purchase, and Order Templates
Choose the page that matches whether you are responding as a vendor, pricing a planned purchase, quoting products, or moving to an order.
Vendor Quote Template FAQs
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What is a vendor quote template?
A vendor quote template is a reusable supplier layout for responding to a buyer request with a clear offer.
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What is an RFQ?
An RFQ is a request for quote. A buyer sends it to one or more vendors to ask for pricing and terms for defined goods or services. The vendor quote is the response.
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What should I include in a vendor quote?
Include the vendor and buyer details, quote and request references, and item or service descriptions. Then add pricing, freight, availability, and lead time. Check the payment terms and total before you send it.
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Is a vendor quote the same as a purchase order?
No. The vendor sends a quote to offer goods or services. The buyer sends a purchase order after choosing the offer to authorize the purchase.
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How should I show alternate products?
List the requested item first when available. Label an alternate clearly, explain the changed specification, and show its price and availability separately.
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Should a vendor quote include lead time?
Yes. State what is available now and how long production, scheduling, or delivery will take. Note any item with a different lead time.
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How long should a vendor quote be valid?
Choose a valid-until date based on how often prices, inventory, freight, and labor availability change. State that availability may need confirmation when the order is placed.
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Can I turn an accepted vendor quote into an invoice?
Yes. Docelf can turn the accepted quote into an invoice and reuse the same buyer and item details.
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Should a vendor quote reference the buyer's RFQ?
Yes. Add the RFQ, request, project, or line-item reference the buyer provided. Matching those references helps procurement compare your response and connect an accepted quote to the later purchase order.
Ready to Send the Vendor Quote?
Create the vendor quote in Docelf and make the buyer's review easier.
- Email the vendor quote through Docelf or download a PDF
- See when the buyer opens it
- Get notified when the buyer accepts it
- Turn the accepted vendor quote into an invoice
