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    How to write a professional quote that wins the client

    A well-written quote is more than a price estimate: it is the first business document your client reads. This guide covers its structure, required details and mistakes that lose work.

    The structure of a professional quote

    1. Header — Logo, business name, VAT number, address and contact details.
    2. Number and date — Annual sequential numbering, for example PREV-2026-0001.
    3. Client details — Business name, address, VAT number or Italian tax code.
    4. Subject — A line summarising the work, such as “Bathroom renovation at Via Roma 12”.
    5. Cost items — Detailed description, quantity, unit price, discount and VAT.
    6. Totals — Taxable amount, VAT and total payable.
    7. Validity and terms — Expiry, payment method and delivery times.
    8. Signature — Space for client acceptance or a digital signature link.

    Mistakes that lose work

    • Vague descriptions — “Various work €2,000” does not reassure clients. Detail each item.
    • No expiry — A 15-day validity period encourages a decision.
    • Only a final price — Itemise costs so the client sees where money is spent.
    • An unprofessional PDF — Comic Sans, bright colours and a pixelated logo undermine credibility.
    • No call to action — Always explain how to accept: link, signature or email.

    Free, ready-to-use templates

    Our quote templates page offers Excel/CSV and HTML/PDF files to download and fill in. If you issue more than 3 documents monthly, software can automate numbering, VAT, conversion to invoices and digital signatures.

    From quote to invoice in one click

    AequoTax converts accepted quotes into electronic invoices for Italy’s SDI. No double entry or transcription errors.

    Frequently asked questions

    How long should a quote remain valid?

    Usually 15–30 days. For materials with fluctuating prices, such as wood, metals or gas, 7–15 days is prudent.

    Is a quote binding?

    It becomes binding following the client’s written acceptance. A digital signature or acceptance through a public link records that agreement.

    Should VAT appear on the quote?

    Show the taxable amount, rate, VAT and total clearly. Italian flat-rate taxpayers show 0% with a reference to Article 1 paragraph 54 of Law 190/2014.

    How can a client sign remotely?

    AequoTax lets you send a public link. The client signs with a finger or mouse and you receive a notification with the signed PDF and timestamp.

    Create quotes clients can sign online

    Automatic numbering and digital signatures from a link. Up to 3 documents per month free.

    Try AequoTax free