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Free quote template UK
A worked quote that shows every part a customer should see. The lines, the VAT, the total, the terms and a place to accept. This is what the app's own document builder produces.
All names and addresses below are invented examples. They are marked as examples so no real person or firm is named.
| Description | Qty | Unit price | Amount |
|---|---|---|---|
| First fix wiring, labour | 2 | £320.00 | £640.00 |
| Cable with back boxes and fittings | 1 | £185.00 | £185.00 |
| Testing and certification | 1 | £120.00 | £120.00 |
Check: Subtotal £945.00 plus VAT £189.00 equals Total £1,134.00. Deposit £200.00 taken off leaves Balance £934.00.
This specimen is what the app's document builder prints. The header, the two columns, the line table and the totals block come from the builder's HTML. The acceptance box is the part the customer's link shows so they can say yes on the page.
What to put on a quote
A quote that a customer can act on needs these fields:
- Your business name and address with phone and email
- VAT number if you are VAT registered
- A unique quote number and the date
- The expiry date or the period the price holds
- The client name and the site address where the work will be done
- The job title
- Each line shows what it is plus how many and the price per unit
- Subtotal with VAT where you charge it and then the total
- Deposit and balance if you take a deposit to secure the booking
- How and when to pay
- Terms that say what the price includes and for how long it holds
- A place for the customer to accept with name and signature and date
An address is required so the customer knows who they are paying and where the work is. A line with a missing price prints as £0.00, so check every line before you send.
What the law says
A quote is not a VAT invoice, but the same tax rules sit behind it. Three points name the actual requirement:
- VAT. If you are VAT registered you must charge VAT at the right rate and show it. The gov.uk page on VAT invoices lists what a VAT invoice must show, and a quote that will become a VAT invoice should already carry the rate and the VAT amount so the later invoice does not change. Standard rate is 20 percent, reduced rate is 5 percent on some goods and services, zero rate is 0 percent on zero rated goods. Read the rates on gov.uk.
- Consumer protection. The Consumer Rights Act 2015 says services must be done with reasonable care and skill. The Supply of Goods and Services Act 1982 says work must be done within a reasonable time and for a reasonable price where no fixed price was agreed. A written quote with a fixed total, a scope and an expiry is how you agree that price before you start.
- Distance selling. If you quote and the customer accepts without meeting you on site, the Consumer Contracts Regulations give a consumer 14 days to cancel in some cases. State the scope and the fact the quote is an offer, not the work itself, so both sides know when agreement happens.
This is general information, not legal advice.
How to use it
Copy the lines that fit your job. Keep the numbers in the same shape: quantity then unit price then amount then subtotal and VAT and total. Send the PDF from the app. The customer opens the link to accept. If they want changes update the quote and send it again. The app keeps the version so the answer stays with the version they saw.
Questions
Does a quote need a VAT number?
Only if you are VAT registered. If you are not registered you do not charge VAT. Leave the VAT row off. The builder only shows VAT when the business is marked as VAT registered in Settings.
What should the expiry say?
A fixed date is clearest. Valid for 30 days from the date on the quote is the common term. It stops a price from being held open for months while materials move.
Can I take a deposit on a quote?
Yes. The quote states the deposit and the balance. The customer accepting the quote is agreeing to both. The app caps the deposit at the total so it can never print a deposit larger than the job.
Does the app add VAT for me?
It adds the VAT you set for that quote. If the business is not VAT registered there is no VAT to add. The VAT row is not shown.
Sources
VAT rates and VAT invoice rules read on gov.uk on 24 October 2026.
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