Free Quote & Estimate Template for Excel

By QuotApp Team · Updated October 17, 2026

An Excel quote template is a spreadsheet laid out as a professional quote whose line amounts, subtotal, tax and total calculate themselves as you type quantities and prices. Download the quote and estimate versions below (.xlsx — they also open in Google Sheets, Numbers and LibreOffice Calc), see exactly which formulas they use, and follow the steps to add rows, a discount, your logo and export a PDF.

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Which Excel quote template do you need?

Variant	Use it when	What changes in the template
Quote template (.xlsx)	Fixed price for a defined scope.	QUOTE heading, quote number, valid-until date, acceptance note.
Estimate template (.xlsx)	Scope or conditions not final.	ESTIMATE heading and a note that changes over 10% are approved in writing; same formulas.
Google Sheets	You work in Google Drive or share the sheet with a partner.	Upload the .xlsx and open it with Google Sheets; formulas carry over unchanged.

Filled-out Excel quote example

This is what the template looks like completed for a real job — example of the Excel template filled in — quarterly office floor care with tax at 7%. Prices are illustrative US figures; swap in your own rates.

Rebuild this example in the free quote generator and export it as a PDF in under a minute.

What’s in the Excel template

One sheet, laid out as a printable quote. Every number you need is calculated from two inputs per line — quantity and unit price — plus one tax rate.

Area	Cells	Contents
Heading	A1–A2	QUOTE (or ESTIMATE); your business name and contact line
Client and details	A4–D6	Bill-to on the left; quote number, date, valid-until on the right
Line items	A8–D20	Description, Qty, Unit Price, Amount — 12 rows ready to fill
Totals	C22–D24	Subtotal, Tax %, Total
Terms	A26–A27	Deposit, payment schedule, exclusions; how to accept

The formulas, explained

You do not need to touch these, but knowing them lets you adapt the sheet with confidence.

Cell	Formula	What it does
D9 (and down to D20)	=IF(B9="","",B9*C9)	Amount = Qty × Unit Price; stays blank when the row is empty, so unused rows print clean
D22	=SUM(D9:D20)	Subtotal of all line amounts
D23	(input, formatted %)	Your tax rate — type 7% for 7%
D24	=D22*(1+D23)	Total including tax

Currency cells use the $#,##0.00 number format; change it under Format Cells → Number → Currency if you quote in another currency.

How to fill in the Excel quote template, step by step

1. Save a master copy with your business name and contact line in A2 (and your logo, below). Copy it for each new quote.
2. Fill in the client block and details. Client name and company in A5, quote number in D4 (use a sequence such as Q-2026-001), today’s date in D5 and the valid-until date in D6.
3. Enter line items. Description in column A, quantity in B, unit price in C. The amount appears in D. Write descriptions specific enough to define the scope: “VCT strip, seal and wax — reception and corridors” rather than “floors”.
4. Enter the tax rate in D23 if the work is taxable where you are; leave 0% if not.
5. Write your terms in A26: deposit, when the balance is due, exclusions, how changes are handled.
6. Check the print area and export a PDF. Page Layout → Print Area → Set Print Area over A1:D29, print scaling to Fit Sheet on One Page, then File → Save As → PDF (Windows) or File → Export → PDF (Mac).

Common changes to the spreadsheet

• More rows: right-click a row number between 9 and 20 → Insert, then fill the Amount formula down. Inserting inside the range keeps the subtotal’s SUM covering the new rows.
• A discount line: insert a row under Subtotal, enter the discount as a negative amount, and change the Total to =(D22+D23)*(1+D24) (adjust references after inserting).
• Tax only on materials: add a column flag (M for materials, L for labor) and use =SUMIF(E9:E20,"M",D9:D20)*tax for the tax line. Whether services are taxable depends on your state — check before you rely on it.
• A Unit column: insert a column between Qty and Unit Price for “sq ft”, “hr” or “each”; update the Amount formula to point at the right cells.
• Your logo: Insert → Pictures, place it over the top-right of the sheet and set Properties → Move and size with cells so it stays put.
• Protect the formulas: select the input cells (A–C in the item rows, D23, client details), Format Cells → Protection → uncheck Locked, then Review → Protect Sheet. Now nobody can overwrite a formula by accident.

Quote vs estimate version

Both files have identical formulas. The estimate version is headed ESTIMATE and carries the note that the final cost may vary and that changes above 10% are approved in writing. Use it when the scope is not final; send the quote version when you can commit to the price. More in quote vs estimate.

Using it in Google Sheets

Upload the .xlsx to Google Drive, right-click it → Open with → Google Sheets. The formulas work unchanged. To keep a Google-native copy, File → Save as Google Sheets. Download the finished quote with File → Download → PDF, choosing Fit to width and turning off gridlines.

Excel, Word, Google Docs or the generator?

Option	Best for	Trade-off
Excel template	Automatic totals and tax, long item lists, reusing price lists	Less layout freedom than a document
Word template	A polished, branded document	Totals typed by hand
Google Docs template	Editing from any device	Totals typed by hand
Quote generator	A finished PDF in a minute	No saved file yet

If you quote one trade often, start from an industry version with the right line items and a worked example: painting, cleaning, HVAC, landscaping, plumbing, construction, roofing, electrical, pressure washing, janitorial, handyman.

Common mistakes with Excel quotes

• Sending the .xlsx. Formulas, hidden rows and comments travel with it. Send the PDF.
• Typing over a formula. Protect the sheet once your master is set up.
• Entering tax as 7 instead of 7%. The total becomes eight times the subtotal; the cell is formatted for percentages.
• Inserting rows below the SUM range. New rows outside D9:D20 are not added to the subtotal — insert inside the range.
• Unit prices without margin. Set prices with the markup calculator before they go into the sheet.

Frequently asked questions

Does the Excel quote template calculate totals automatically?

Yes. Each line's amount is quantity × unit price, the subtotal sums all line amounts, and the total applies the tax percentage you enter. Change a quantity or price and everything updates.

How do I add more line items?

Right-click a row number inside the item list (not the last one) and choose Insert. Copy the Amount formula down into the new row. Inserting inside the range keeps the SUM formula covering the new rows automatically.

How do I add a discount?

Insert a row under Subtotal labeled Discount, type the discount as a negative number, and change the total formula to apply tax to the subtotal plus the discount — for example =(D22+D23)*(1+D24), adjusting cell references to your sheet.

How do I enter the tax rate?

Type it as a percentage in the Tax % cell, for example 7%. The cell is formatted as a percentage, so 7% is stored as 0.07 and the total is subtotal × 1.07. If you do not charge sales tax on the service, leave it at 0%.

Can I use the Excel template in Google Sheets?

Yes. Upload the .xlsx to Google Drive and open it with Google Sheets. The formulas are standard and work unchanged; check the print settings before downloading the PDF.

How do I save the Excel quote as a PDF?

Set the print area to the quote (Page Layout → Print Area → Set Print Area), choose Fit Sheet on One Page in the print settings, then File → Save As (or Export) → PDF. Send the PDF, not the spreadsheet.

Related tools and templates

• Quote & estimate template for Word
• Quote & estimate template for Google Docs
• Free quote generator — automatic totals, no spreadsheet
• Markup calculator — set the unit prices you enter
• Quotation format — the standard structure

More quote templates

• Quote template for Word
• Quote template for Google Docs