What a sales quote template is
A sales quote is the document that tells a buyer exactly what they would get and what it would cost: the products and services, the quantities, the term, the price after any discount, the payment terms and the date the offer expires. A template makes every quote from the team look and read the same, so the buyer's procurement team can check it quickly and your finance team can trust that nothing was left out.
In B2B and SaaS sales, the quote has a few parts a retail price quote does not. Subscriptions run for a term and renew, so the quote states the start date, the term, the billing frequency and what happens to the price at renewal. One-time items such as implementation and training sit on separate lines, so the recurring value and the one-time value are both visible. And most quotes refer to a master agreement or terms of service rather than repeating the legal terms.
Discounts are where quotes go wrong. A good template keeps an internal record next to the quote of every discount given, why it was given, what the buyer agreed in return and who approved it. That record is not sent to the buyer, but it is what lets a manager or deal desk approve the quote in minutes and what stops one buyer's exception becoming the next buyer's starting point.
A quote is not always the final document. Many B2B sellers send a quote for review and then an order form for signature, and whether a signed quote is binding on its own depends on its wording, the agreement it refers to and the law that applies. Agree with your legal team which document the buyer signs, and say so on the quote.
When to send a sales quote
- The buyer has agreed what they need and asked what it will cost, in writing.
- Procurement needs a formal document to raise a purchase order or compare vendors.
- The deal includes a discount, a non-standard term or a bundle that needs approval before it reaches the buyer.
- You are renewing or expanding an existing contract and the new price, term or quantity must be stated clearly.
- Avoid sending a full quote before the buyer agrees the scope; a ballpark range in an email keeps the conversation on value.
Quote vs estimate vs proposal vs order form
Four documents carry prices at different points in a deal. The practical differences are how firm the price is and what the buyer does with the document.
| Document | What it is | How firm the price is | What the buyer does with it |
|---|---|---|---|
| Estimate | An approximate cost before the scope is fixed | Indicative only | Uses it for budgeting |
| Proposal | The solution, the value and the price, written to persuade | Firm or a range, depending on the proposal | Shares it with the people who decide |
| Quote | An exact, itemised priced offer with a validity date | Firm until the validity date | Checks it, raises a purchase order or asks for changes |
| Order form | The document the buyer signs to commit to the purchase, usually under a master agreement | Final | Signs it; check with legal what it binds |
The sales quote template
Fill in the header and the line items, then the commercial terms. Keep the discount and approval record on your side only: it travels with the quote internally and is removed before the quote goes to the buyer. Check every line against the quote checklist before sending.
Quote header
| Field | What to write |
|---|---|
| Quote number and version | [Q-YYYY-NNNN], version [n]; a new version for every change |
| Date issued / valid until | [Date] / [date the offer expires, usually tied to a real reason] |
| Prepared for | [Buyer legal entity, contact name and title, billing address] |
| Prepared by | [Seller legal entity, account executive, email and phone] |
| Currency | [Currency for every price on the quote] |
| Reference | [Opportunity or proposal reference, and the master agreement or terms it falls under] |
Line items
| Item | Description | Quantity and unit | Term | List price | Discount | Net price |
|---|---|---|---|---|---|---|
| [Subscription product or plan] | [What is included, in one line] | [Licences, seats, usage or modules] | [Months] | [Price] | [Amount or none] | [Price] |
| [Add-on module] | [What it adds] | [Quantity] | [Months, co-terminous with the main subscription] | [Price] | [Amount or none] | [Price] |
| [Implementation services] | [Scope, or a reference to the statement of work] | [Fixed fee or days] | One-time | [Price] | [Amount or none] | [Price] |
| [Training] | [Sessions, audience and format] | [Sessions] | One-time | [Price] | [Amount or none] | [Price] |
| [Support plan] | [Support level and hours] | [Plan] | [Months] | [Price or included] | [Amount or none] | [Price] |
| Recurring total per year | [Sum of recurring net prices] | |||||
| One-time total | [Sum of one-time net prices] | |||||
| First-year total / total contract value | [Amount] / [amount], before tax |
Commercial terms
| Term | What to write |
|---|---|
| Subscription start date and term | [Start date] / [term in months] |
| Billing | [Annual in advance, quarterly or monthly; one-time items invoiced on signature or on delivery] |
| Payment terms | [Days from invoice date] |
| Renewal | [Automatic or by order form; notice period] |
| Price at renewal | [Fixed, or any cap on increases] |
| Taxes | [Prices exclude or include applicable taxes] |
| Governing terms | [The master agreement or terms of service this quote falls under, with a link] |
| What the buyer signs | [This quote, or a separate order form issued on acceptance] |
Discount and approval record (internal; remove before sending)
| Discount given | Reason | What the buyer gives in return | Approval level needed | Approved by and date |
|---|---|---|---|---|
| [Line and amount] | [Competitive, volume, multi-year, timing] | [Longer term, earlier start, case study, reference call, payment in advance] | [Rep, manager, VP or deal desk, by your policy] | [Name, date] |
| [Line and amount] | [Reason] | [Trade] | [Level] | [Name, date] |
Acceptance and signature block
| Field | What to write |
|---|---|
| Accepted for the buyer by | [Name and title of an authorised signer] |
| Signature and date | [Signature] / [date] |
| Purchase order number | [If the buyer requires one on invoices] |
| Billing contact | [Name and email for invoices] |
| Accepted for the seller by | [Name and title] / [signature] / [date] |
Quote checklist before sending
| Check | Why it matters |
|---|---|
| Buyer legal entity and billing address are correct | Procurement rejects quotes addressed to the wrong entity |
| Every line has a quantity, a term and a net price | Missing terms create questions and delay |
| Totals add up, split into recurring and one-time | Finance on both sides checks the arithmetic first |
| Validity date is set and has a reason | An open-ended quote becomes the floor for the next negotiation |
| All discounts are approved and recorded | Unapproved discounts get reversed after the buyer has seen them |
| Internal approval record removed | Your margin and approval levels stay on your side |
| Governing terms and the document to sign are named | The buyer knows what they are agreeing to and how |
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Email me the filesSales quote example
Example: fictional company
Here is the template filled in for an invented two-year SaaS deal. Prices are fictional and shown in US dollars, before tax.
Ferncastle Analytics (seller) is quoting its forecasting platform to Marlow & Finch Logistics (buyer) after a successful proof of concept. The buyer asked for a two-year term to lock in the price.
Quote header
| Field | Example entry |
|---|---|
| Quote number and version | Q-2026-0142, version 2 |
| Date issued / valid until | 3 November / 28 November, the last day of Ferncastle's pricing for the current year |
| Prepared for | Marlow & Finch Logistics Ltd, Dana Okafor, Director of Revenue Operations |
| Prepared by | Ferncastle Analytics Inc., Sam Whitley, Account Executive |
| Reference | Ferncastle master subscription agreement, signed with this order form |
Line items
| Item | Description | Quantity and unit | Term | List price | Discount | Net price |
|---|---|---|---|---|---|---|
| Forecasting platform | Forecast views, CRM sync and forecast call workflow | 1 organisation licence | 24 months | $30,000 a year | 10% ($3,000 a year) | $27,000 a year |
| Advanced analytics module | Deal change history and pipeline trend reports | 1 module | 24 months | $8,000 a year | None | $8,000 a year |
| Implementation services | CRM integration, data checks and configuration for five regions | Fixed fee | One-time | $6,000 | 50% ($3,000) | $3,000 |
| Admin and manager training | Two live sessions for administrators and regional managers | 2 sessions | One-time | $2,000 | None | $2,000 |
| Recurring total per year | $35,000 | |||||
| One-time total | $5,000 | |||||
| First-year total / total contract value | $40,000 / $75,000 |
Discount and approval record (internal)
| Discount given | Reason | What the buyer gives in return | Approval level needed | Approved by and date |
|---|---|---|---|---|
| 10% on the platform | Multi-year commitment | Two-year term with annual billing in advance | Sales manager | Priya Nair, Sales Manager, 31 October |
| 50% on implementation | Five regions share one configuration | Reference call for another logistics prospect after go-live | VP Sales (services discount above manager limit) | Tom Hendry, VP Sales, 31 October |
Example: fictional company. Ferncastle Analytics, Harborview Metrics, Marlow & Finch Logistics and every person named in this example are invented for illustration. Any resemblance to real companies or people is coincidental.
How to write a sales quote
Confirm scope before you price it
Recap what the buyer needs, in writing, before the quote. A quote sent against a scope the buyer has not agreed invites line-by-line negotiation of things they may not even want.
Start from the price book, not the last quote
Use current list prices and standard terms every time. Copying a previous quote copies its discounts and exceptions too.
Separate recurring and one-time lines
Show subscriptions and services on their own lines with their own totals, then give the first-year total and the total contract value. Finance teams on both sides need all three numbers.
Trade every discount for something
Record each discount with the reason and what the buyer gives in return, such as a longer term or payment in advance, and get it approved at the right level before the buyer sees it.
Set a validity date with a reason
Tie the expiry to something real, such as a price change or the end of a promotion, and say what it is. A date with no reason is easy for the buyer to ignore.
Name what the buyer signs
State the governing agreement and whether the buyer signs the quote or a separate order form. Send it with a short note on what happens after signature, and link it in the deal room if you use one.
Common sales quote mistakes
Discounts with nothing in return
A discount given to keep a deal moving teaches the buyer that waiting pays. Record the trade for every discount.
No validity date
An open quote can be accepted months later at old prices and becomes the starting point for the next negotiation.
Bundled lines that hide the price
One line for "platform and services" invites the buyer to ask what each part costs. Itemise, then total.
Wrong buyer entity
Quoting the brand name instead of the legal entity that pays sends the quote back from procurement. Check it at the first call with procurement.
Sending the internal approval notes
Margin and approval levels in the buyer's inbox weaken every later negotiation. Remove the internal record before sending.
Version confusion
Two versions of a quote in different email threads lead to the wrong one being signed. Number every version and keep only the current one where the buyer can see it.
How Revspire runs this template
Revspire CPQ builds quotes from guided configuration and global price books, and routes discounts for approval automatically by margin, discount depth or contract value, with real-time discount and margin guardrails before a quote reaches the buyer.
Sales quote template FAQs
What should a sales quote include?
A quote number and version, the issue and validity dates, the buyer and seller legal entities, line items with quantity, term, list price, discount and net price, recurring and one-time totals, payment and renewal terms, the governing agreement and a signature or acceptance block. Keep your discount approval notes internal.
What is the difference between a quote and an order form?
A quote is a priced offer the buyer reviews; an order form is the document the buyer signs to commit, usually under a master agreement. Some sellers combine them by adding a signature block to the quote. Whether a signed quote binds either side depends on its wording and the applicable law, so agree the approach with legal.
How long should a sales quote be valid?
Long enough for the buyer's approval process, and tied to a real reason, such as a price change, the end of a quarter or a promotion ending. Set a team default, such as 30 days, but a date that matches the buyer's procurement timeline and your pricing calendar is easier to defend.
How do you write a SaaS quote?
List each subscription with its quantity, term and net annual price, put implementation and training on separate one-time lines, and show the recurring total, the first-year total and the total contract value. Add the start date, billing frequency, renewal and price-at-renewal terms, and refer to the agreement that governs the subscription.
Who should approve discounts on a quote?
Set approval levels by discount depth, margin or contract value: small discounts by the rep or manager, larger ones by a sales leader or deal desk, and anything that changes standard terms by finance or legal. Record the approver and the date against each discount before the quote is sent.
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