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. This belongs on it, and here is how to turn it into an invoice with one click once accepted.

What belongs on a quote?

A quote is not legally prescribed the way an invoice is, but a complete quote looks professional and covers you. Include at least:

• Your details and the client's: name, address, and your Chamber of Commerce number.
• A quote number and the date.
• A clear description of the work: what you do and do not deliver. The scope in particular prevents disputes.
• The price, excluding and including VAT, or your hourly rate with an estimate of the hours.
• The validity period: how long your offer stands, for example 30 days.
• The terms: payment term, any deposit and your general terms and conditions.

Fixed price or hourly rate?

For a well-defined job a fixed price is pleasant for both parties: the client knows where they stand. For open or long-running work an hourly rate with a target amount is fairer. Not sure what to charge? Read calculating your hourly rate or work it out with the hourly rate calculator.

Make saying yes easy

The fewer hurdles, the faster the signature. Ask for a simple approval by email, keep the quote short and concrete, and name a clear next step ("let me know before [date] whether we start?"). A quote valid for too long invites delay; a term of a couple of weeks gives a healthy nudge.

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. See how quotes work.