Quotation example: three usable templates for business services

Key basic elements of a business quotation

A clear quotation describes what you will deliver, at what price and under which terms. The examples below are intended as an editable starting point for business services. Adjust the work, amounts and terms to the assignment before you send them.

• Identification of the parties: The names and contact details by which both parties can be identified. Add the company details needed for your situation.
• Administrative details: A unique quotation number and the quotation date.
• Description of the work: A clear delimitation of the deliverables, tasks and phasing.
• Prices and VAT specification: A transparent price breakdown stating the applicable VAT rate. Which percentage applies depends on the nature of the service and the tax situation, such as 21%, 9%, the zero VAT rate, reverse-charge VAT or an exemption.
• Validity period: The period within which the client can accept the proposal on these terms (for example 30 days after the quotation date).
• Invoicing and payment terms: The payment schedule, the payment term and any advance invoices.
• Method of acceptance and terms: The way in which agreement can be given and an explicit reference to the applicable terms and conditions.

As can be seen from the overview of WeFact quotation examples, many service providers use fixed examples as a starting point. Below you will find three editable examples with fictitious texts and calculations. The VAT percentage of 21% is an assumption in these examples, not advice about your service. The examples are tailored to different contract types.

Example 1: Quotation with a fixed project price (Fixed Fee)

When an assignment is clearly delimited and the end result can be described exactly in advance, a fixed project price is preferable. You can download our quotation template for a fixed project price (.txt) right away. Below is the complete usable example with a fictitious calculation:

QUOTATION EXAMPLE FIXED PROJECT PRICE (FICTITIOUS WORKED EXAMPLE)
Contractor: Studio Helder B.V. | KvK (Chamber of Commerce) [own number] | [contractor address]
Client: Bakkerij De Graaf | Attn. Mr M. de Graaf | [client address]
Quotation number: OFF-2026-0142 | Quotation date: 15 September 2026 | Valid until: 15 October 2026

Project: Development of a responsive business website and visual style guide

Scope and deliverables:
1. Design of a visual style guide (typography, colour palette and image elements).
2. Build of a responsive website of 5 pages (Home, About us, Range, News, Contact).
3. Set-up of a contact form including spam protection.
4. Two rounds of corrections on the draft design.
Not included: Web hosting, domain name registration and professional photography fall outside this fixed price.

Financial specification:
- Design and technical realisation: € 3.200,00
- VAT (21%): € 672,00
- Total including 21% VAT: € 3.872,00

Payment terms and planning:
- 40% on acceptance of this quotation (€ 1.280,00 excl. VAT)
- 40% after approval of the design concept (€ 1.280,00 excl. VAT)
- 20% on final delivery and going live (€ 640,00 excl. VAT)
Payment term: 14 days after invoice date. Any extra work outside the scope described will be estimated in writing in advance at an hourly rate of € 85,00 excl. VAT.

Acceptance:
Signing this proposal constitutes acceptance of the quotation and the attached terms and conditions.
Client's signature: .................... Date: ....................

Example 2: Quotation based on time and materials

For advisory assignments, interim work or complex change programmes, the total number of hours needed is not fixed in advance. In that case a quotation on a time-and-materials basis offers flexibility. Download our quotation template for hours-based work (.txt) here. See the worked example below with an indicative estimate:

QUOTATION EXAMPLE TIME AND MATERIALS / HOURS-BASED (FICTITIOUS WORKED EXAMPLE)
Contractor: DataProfs Advies | KvK (Chamber of Commerce) [own number] | [contractor address]
Client: Logistiek Centrum Oost | Attn. Ms S. Jansen | [client address]
Quotation number: OFF-2026-0205 | Quotation date: 18 September 2026 | Valid until: 18 October 2026

Assignment: Process analysis and warehouse optimisation

Work and non-binding hours estimate:
- Phase 1: On-site interviews and process inventory: approx. 16 hours at € 110,00 = € 1.760,00 excl. VAT
- Phase 2: Bottleneck analysis and advisory report: approx. 20 hours at € 110,00 = € 2.200,00 excl. VAT
- Phase 3: Explanation and presentation to the management team: approx. 6 hours at € 110,00 = € 660,00 excl. VAT

Rates and calculation:
- Adviser's hourly rate: € 110,00 excluding VAT.
- Indicative total budget: 42 hours = € 4.620,00 excluding VAT (€ 970,20 VAT at 21%, total € 5.590,20 including VAT).
- Travel expenses: € 0,23 per kilometre outside a radius of 25 kilometres from Utrecht.

Invoicing and acceptance:
Actual hours are invoiced monthly in arrears on the basis of a detailed hours statement. The numbers of hours stated are a careful estimate; if a deviation of more than 10% is expected, the adviser will consult with you in advance. Payment term: 30 days after invoice date.
Client's signature: .................... Date: ....................

Example 3: Quotation for a recurring service (Subscription / Retainer)

For ongoing services such as system management, helpdesk support or maintenance contracts, a recurring quotation fits best. Download our quotation template for subscriptions (.txt) right away. Below is the complete text example with fixed monthly amounts:

QUOTATION EXAMPLE RECURRING MAINTENANCE / SERVICE (FICTITIOUS WORKED EXAMPLE)
Contractor: CloudShield IT Beheer | KvK (Chamber of Commerce) [own number] | [contractor address]
Client: Vos & Partners Notarissen | Attn. Mr R. Vos | [client address]
Quotation number: OFF-2026-0318 | Quotation date: 20 September 2026 | Valid until: 20 October 2026

Service: Service network and workplace management (Subscription)

Fixed service per month:
1. Proactive server management, security updates and monitoring of 12 workstations.
2. Helpdesk support on working days between 08:30 and 17:30 (response time within 4 hours for urgent disruptions).
3. Monthly backup verification and quarterly report.
Outside the bundle: Hardware replacement and project-based migrations fall outside the fixed monthly rate and are estimated separately.

Rates, term and payment schedule:
- Fixed subscription price: € 450,00 excluding VAT per month (€ 94,50 VAT at 21%, total € 544,50 incl. VAT per month).
- Initial contract term: 12 months. After that, cancellable monthly with a notice period of one calendar month.
- Price adjustment: in this example agreement the price stays the same for the first 12 months. A subsequent rate will be agreed in writing in advance.
Invoicing takes place monthly in advance with a payment term of 14 days.
Client's signature: .................... Date: ....................

Comparison table: contract types in business services

The table below shows the characteristics and risk allocation per contract type.

From text document to quotation software: when do you switch?

Using text files is practical for occasional proposals. If you send out several quotations a month, loose documents run into practical bottlenecks. You have to calculate VAT amounts and totals by hand, you have to record acceptance and the corresponding version separately, and you cannot see whether a client has already viewed your proposal.

Specialised quotation tools digitise these administrative steps:

• For anyone who wants to create interactive online quotations with images, video and direct digital acceptance, Offorte offers extensive layout and template options.
• If you are looking for a streamlined sales process for business quotations with online signing, you can look at Offery. According to the information on the official Offery website, this tool focuses on digitally composing, sending and having quotations signed.
• If you want an approved quotation to turn directly into an operational project with planning and time tracking, business software such as Gripp covers the complete life cycle of an assignment.
• Business owners who want to create quotations that connect directly to sales invoices and the accounting can use the sales modules within e-Boekhouden.nl.

See our guide to quotation software to compare providers on digital signatures, template management and CRM integrations.