Quote template 2026: a filled-in example and downloadable template (Word, Excel, PDF)
A good quote does two things: the client understands on first read what they're getting and for how much, and afterwards you don't end up arguing about what was included. Below you'll find a filled-in example, downloadable templates, and the five mistakes that sink most quotes.
What should a quote include?
There's no legally prescribed format for a quote (there is for an invoice, but not for a quote), but there is a tried-and-tested structure worth following:
- Your details, company name or your name, address, tax number, contact details. As a sole trader, your name plus the "e.v." (sole trader) suffix.
- The client's details, name, address, and tax number if it's a company.
- Quote number and date, so it's easy to look up and refer to later.
- A short description of the job, where, what, to what standard. A sentence or two, not an essay.
- An itemised breakdown, description, quantity, unit, unit price, total. Materials and labour listed separately if you're supplying both.
- The total, net, VAT, gross. As a VAT-exempt small business, a single total and a note that you're not charging VAT.
- Validity, a specific date, for example "This quote is valid until 15 October 2026."
- Terms, what isn't included in the price (for example removal of demolition waste), payment schedule, expected start date and duration, warranty.
- Signature or accept button, a signature on paper, an "Accept" button online.
If you want more detail, the article How do I write a quote? walks through it step by step.
Filled-in quote example (bathroom tiling)
This is what a real, itemised quote looks like. The figures are made-up examples, the structure is what matters.
Supplier: Kovács Burkoló Kft. · 1117 Budapest, Példa u. 12. · Tax number: 12345678-2-43 Client: Péter Nagy · 1039 Budapest, Minta utca 4. Quote number: AJ-2026-0042 · Date: 21 September 2026 · Valid until: 21 October 2026
Job: Tiling a bathroom (approx. 6 m² floor area, 22 m² wall area) based on an on-site survey. Installation of porcelain floor tiles and wall tiles purchased by the client.
| # | Item | Qty | Unit | Unit price | Total |
|---|---|---|---|---|---|
| 1 | Removal of old tiling, bagging rubble | 28 | m² | HUF 3,500 | HUF 98,000 |
| 2 | Floor levelling (avg. 8 mm) | 6 | m² | HUF 4,800 | HUF 28,800 |
| 3 | Liquid waterproofing with corner tape | 12 | m² | HUF 4,200 | HUF 50,400 |
| 4 | Floor tiling, porcelain, straight lay | 6 | m² | HUF 9,500 | HUF 57,000 |
| 5 | Wall tiling, straight lay | 22 | m² | HUF 9,000 | HUF 198,000 |
| 6 | Grouting, silicone sealing | 28 | m² | HUF 1,600 | HUF 44,800 |
| 7 | Materials: adhesive, grout, waterproofing, edge trim | 1 | pack | HUF 86,000 | HUF 86,000 |
| Subtotal (net) | HUF 563,000 | ||||
| VAT 27% | HUF 152,010 | ||||
| Total payable (gross) | HUF 715,010 |
(roughly EUR 1,400 to EUR 1,800 at current exchange rates)
Terms: The price excludes the tiles and removal of rubble. Start within 2 weeks of acceptance, work expected to take approx. 5 working days. Payment: 40% materials deposit at the start, the remainder on handover. 2-year warranty on the work.
Downloadable quote templates
We've prepared the same template in three formats, pick whichever you're used to working in:
- Word (.docx), if you prefer filling in and editing text.
- Excel (.xlsx), the line totals, VAT and grand total are calculated by formula, so you can't even make a typo in the maths.
- PDF, a printable blank form, if you fill it in by hand on site.
Download: Word template · Download: Excel template · Download: PDF form
The templates are free, downloadable without registration, and you're free to rebrand them with your own look.
If you're after a trade-specific template
A painter's line items look different from an electrician's. We've made separate templates for these:
- Construction quote template, for contractors, tilers, painters and bricklayers, with itemised breakdowns and the rules on reverse-charge VAT.
- Quote template for sole traders, what to include if you're a sole trader, and what to write about VAT if you're exempt.
- Voice-based quoting for electricians, with ready-made line items, dictated.
The five most common mistakes in quotes
1. No validity period. If you don't state how long the price stands, Hungarian civil law rules decide for you, and between parties not present together this is uncertain. After a materials price rise, this can lead to an unpleasant dispute. Details: How long is a quote valid?
2. A single total, with no line items. The client can't compare a quote that just says "bathroom tiling: HUF 700,000", so they go with the cheapest option. An itemised quote shows why your work is worth that amount.
3. It's not clear what's excluded. Removing rubble, tiles, paint, travel to site: if you don't state that these aren't included in the price, the client will assume they are.
4. Materials and labour lumped together. If the job grows later or an item becomes disputed, you won't know which part changed. More on this: Labour and materials in a quote.
5. It arrives late. Whoever sends their quote two days later often finds the client has already chosen someone else. Speed often matters more than the last thousand forints.
Instead of a quote template: just say it out loud
A template is a good starting point, but for every quote you still have to retype the company details, line items and prices, then save as a PDF and send it. Ajánlatra flips this around: you say the job out loud ("six square metres of bathroom tiling, with floor levelling, nine thousand five hundred forints per square metre"), and the line items, quantities and unit prices are added to the quote automatically, with your own logo and company details. The client receives it as a link or a PDF, and accepts it with one button.
On the free plan you can create 3 quotes a month, no installation or card required. You can also try it on the homepage without registering.
More quote samples
Construction quote template: an itemised example for contractors, and what to watch for with reverse-charge VAT
Construction quote template for contractors: itemised breakdown of materials and labour, terms, warranty, reverse-charge VAT. Filled-in example and downloadable template.
Quote template for sole traders: what to include, and what to write about VAT
Sole trader quote template: which details are mandatory, how to mark VAT exemption, and a filled-in example you can use right away.
Trade page
Quotes for electricians
Try voice-based quoting tailored to electrical work.
Take a lookFrequently asked questions
Is there a mandatory format for a quote?
No. The law sets out mandatory content for invoices, but not for quotes: it is a freely editable document. What does matter is that it clearly states who is issuing it, to whom, for what, for how much and until when it is valid, because accepting the quote creates a contract.
Should I use a Word, Excel or PDF template?
Editing in Word or Excel is easiest, but send it as a PDF so the client can't alter it. If you send a lot of quotes, a quoting app is faster, because your company details, line items and branding are set up once.
How long should a quote like this remain valid?
In practice, 15 to 30 days is typical. If you don't state a validity period, under Hungarian civil law your commitment between parties not present together lasts as long as a response could reasonably be expected, which is uncertain, so always put a specific date on it.
Do I need to show VAT on the quote?
If you're VAT-registered, show the net amount, the VAT and the gross total separately so there's no dispute. If you're exempt from VAT as a small business, state that the amount doesn't include VAT and that you won't be charging any. In 2026 the Hungarian small business VAT exemption threshold is HUF 20 million (roughly EUR 50,000) in annual revenue.
Related articles
How do I write a quote? Step by step, with a filled-in example
Writing a quote step by step: what it should include, what's mandatory, how to price items, what to put in the terms and the validity period. With a filled-in example.
Construction quote template: an itemised example for contractors, and what to watch for with reverse-charge VAT
Construction quote template for contractors: itemised breakdown of materials and labour, terms, warranty, reverse-charge VAT. Filled-in example and downloadable template.
Quote template for sole traders: what to include, and what to write about VAT
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