Writing a quote as a freelancer: what to include (with example)

A good quote wins the job and prevents hassle later. Yet many freelancers hesitate about what exactly to include, and above all: when they are bound once the client emails "agreed". This is what belongs in it, section by section, plus the legal side (validity, non-binding or binding) and how to turn an accepted quote into an invoice with one click.

What belongs in a quote?

A quote is not legally prescribed the way an invoice is, but a complete quote looks professional and covers you. Build it in this order:

• Your details and the client's: name, address and your Chamber of Commerce number.
• A quote number and the date.
• The description of the work, with its scope. This is the most important section: what you deliver and what explicitly not. "A five-page website, excluding copy and photography" prevents the dispute that "a website" guarantees. Also state assumptions ("based on a maximum of two revision rounds").
• The price structure: a fixed price or an hourly rate with an estimate of the hours, excluding and including VAT. If you work with provisional sums or extra work, state the rate that applies.
• The planning: when you can start and the expected lead time.
• The validity period: how long your offer stands, for example 30 days.
• The terms: payment term, any deposit, and a reference to your general terms and conditions if you have them (attach or link them, or they may not apply).
• An approval line: how the client accepts, for example by returning the quote signed or confirming by email.

When are you bound?

Legally a quote is an offer. If the client accepts it within the validity period, there is a contract and you are both bound: you to the work and the price, the client to the payment. No signature on paper is needed: under Dutch law an email saying "agreed", a reply to the quote or a click on an approval button is just as much an acceptance. Keep that approval safe, it is your evidence.

Watch out for an "agreed, with a few small changes": legally that is not an acceptance but a counter-offer. In that case, confirm the final agreement in writing yourself, so there is one version of the truth.

Validity period and non-binding offers

Without a validity period your offer stands for a "reasonable time", and what is reasonable becomes a discussion afterwards. So always set a term; a few weeks is common. By default your quote is a binding offer. If you want room to manoeuvre, state explicitly that the quote is non-binding ("vrijblijvend"); then you may withdraw it even right after acceptance. Use that sparingly: a non-binding quote feels less like a commitment to the client.

Quote, order confirmation or invoice?

With a written approval of a clear quote, a separate order confirmation is usually unnecessary.

Fixed price or hourly rate?

For a well-defined job a fixed price is pleasant for both parties: the client knows where they stand, and you are rewarded for working efficiently. For open-ended or long-running work an hourly rate with a target amount is fairer; agree to warn the client when you approach the target. Not sure what to charge? Read calculating your hourly rate or use the hourly rate calculator.

Common mistakes

No scope (extra work without an agreement becomes your problem), only one price without the VAT split, no validity period (a client can say yes months later to an outdated price), terms and conditions mentioned but not attached, and no follow-up step, so the quote sinks away in the client's inbox.

From quote to invoice

Once the client agrees, you do not have to retype the work. In Finq you make a quote in the same style as your invoices and turn it into an invoice with one click once accepted; the lines and amounts carry over automatically, and the quote stays linked to the invoice so you can always look back at what was agreed. See how quotes work.

The legal passages above are general information, not legal advice.