Free Quote Template for Contractors (+ A Faster Way)

You've just finished surveying a job. The client's waiting for a price. Now you need to write the quote — and it needs to look professional.

If you're still copying and pasting from an old Word document or scribbling numbers on the back of a receipt, this guide is for you. Below you'll find a free downloadable template, a breakdown of everything it should include, and a faster alternative that most contractors are switching to.

Download the free template

We've put together a clean, professional quote template you can download and fill in. It includes all the sections a proper contractor quote needs.

Download free quote template (PDF)

Download as Word doc (.docx)

The template includes:

• Your business name, logo space, and contact details
• Client name and address
• Quote reference number and date
• Project summary section
• Itemised line items (labour, materials, travel)
• Subtotal, VAT (if applicable), and total
• Notes, conditions, and payment terms
• Validity period

What every contractor quote must include

Whether you use our template or build your own, your quote needs these elements to look professional and protect you legally.

1. Your business details

Business name, phone number, email, and address. If you're VAT registered, include your VAT number. If you have a logo, add it — it makes a bigger difference than you'd think.

2. Client details

The client's full name and contact information. If it's a commercial job, include the company name too.

3. Reference number and date

A unique quote number (e.g., Q-2026-001) makes you look organised and makes it easy to track quotes later. Always include the date and how long the quote is valid for — 30 days is standard.

4. Project summary

A short paragraph describing what you'll do. This is where you prove you've understood the job. Don't just list tasks — explain the scope. For example:

"Complete bathroom refit including removal of existing suite, supply and installation of new bath, basin, toilet, and shower enclosure. All plumbing and tiling included. Electrical work for extractor fan and heated towel rail by qualified electrician."

5. Itemised line items

Break the work into clear items:

• Labour — listed as days, hours, or per task with your rate
• Materials — itemised where practical, with costs
• Travel or call-out — if applicable

Clients trust itemised quotes far more than a single lump sum. They can see exactly what they're paying for.

6. Total with tax breakdown

Show the subtotal, then VAT/tax separately (if you're registered), then the final total. Make it impossible to misread.

7. Payment terms

Common structures:

• 50% deposit on acceptance, balance on completion
• Stage payments for larger jobs (e.g., 30% / 40% / 30%)
• Payment within 14 or 30 days of invoice

8. Notes and conditions

Cover yourself. Common inclusions:

• "Price assumes clear access to work area"
• "Excludes skip hire / disposal"
• "Subject to site survey"
• "Any additional work will be quoted separately"

The problem with templates

Templates work, but they're slow. Every time you quote a job, you need to:

1. Find the template file
2. Duplicate it
3. Replace all the placeholder text
4. Calculate the line item totals
5. Work out the VAT
6. Format it so it looks clean
7. Export as PDF
8. Email it to the client

That's 20-30 minutes of admin. If you're doing two or three quotes a day, that's hours of your week spent on paperwork instead of paid work.

And the longer you take, the more likely the client has already said yes to someone who replied faster.

The faster alternative: describe the job, get the quote

VoiceQuote replaces the entire template workflow. Instead of filling in a document manually, you just describe the job — out loud or in text — and it generates a professional quote automatically.

Here's what happens:

1. You speak for 30-60 seconds — describe the job, materials, labour, pricing
2. AI generates the quote — line items, project summary, totals, everything
3. You review and edit — adjust any prices, add your branding
4. You send it — professional PDF emailed to your client with one click

No templates to find. No formatting to fix. No calculations to do.

The same quote that takes 25 minutes with a template takes 30 seconds with VoiceQuote.

When to use a template vs. VoiceQuote

	Template	VoiceQuote
Time per quote	20-30 minutes	30 seconds
Line items	Manual entry	Auto-generated
Calculations	Manual	Automatic
Project summary	Write it yourself	AI-generated
PDF generation	Export manually	One click
Send to client	Attach to email	Built-in email delivery
Track status	Manually	Dashboard with accept/decline
Branding	DIY formatting	Logo + brand colour auto-applied
Cost	Free	1 free, then from £29/month

Key takeaways

• A professional quote needs: your details, client details, itemised line items, totals, terms, and conditions
• Templates work but they're slow and repetitive
• Speed wins jobs — the first contractor to send a clean quote usually gets the work
• VoiceQuote generates quotes in 30 seconds from a voice description — no templates, no formatting, no calculations

Try it on your next job →