Choose the file you need
Use the Word template for the customer-facing offer: the work, deliverables, exclusions, line items, payment terms and approval. Use the Excel worksheet to calculate original and revised prices from quantities, unit rates and tax eligibility. The completed example shows both versions and the reply that explains the change.
The structure works for commercial maintenance, cleaning, installation, IT support and other services quoted by the hour, item, visit or project. Replace the sample rates and terms with your own. The Word and Excel files are separate: copy checked totals into the document before sending. CAD or USD is a currency label, not a conversion.
What should a service quotation include?
Identify your business, the customer, the service address, a quote number, version, issue date and expiry date. Describe the result the customer is buying, the work included, what they must provide and any exclusions.
Price each line using a stated basis: hours, devices, visits, square feet or a fixed project. Separate labour, materials, travel and any agreed extra charges. Show applicable tax, the total and payment schedule. Explain how to accept the quote and how a scope change will be approved before work begins.
For recurring services, state the billing interval, what each visit includes, minimum term and renewal or cancellation conditions. This sample is a one-time job; it does not calculate a recurring contract.
A completed service quotation for a commercial customer
Fictional IT-service example. All amounts CAD. A customer asks: “Please set up six workstations, review our network and show the team how to use the setup. We can provide access during normal business hours.”
The sample scope includes connecting and configuring six customer-supplied, compatible workstations, a network review, a brief staff handover and a completion checklist. Hardware, licences, data recovery, new cabling and ongoing support are excluded. The proposed date remains subject to scheduling and access confirmation.
| Item | Quantity and rate | Amount |
|---|---|---|
| Workstation setup and handover | 6 devices × $95 | $570.00 |
| Network review | 1 project × $240 | $240.00 |
| On-site visit | 1 visit × $85 | $85.00 |
| Subtotal | $895.00 | |
| Illustrative tax | 5% of all lines | $44.75 |
| Original quote total | $939.75 | |
| Deposit | 25% of total | $234.94 |
| Remaining balance | Total less deposit | $704.81 |
These are invented demonstration prices and terms, not market rates or a historical Powerland quote. The sample deposit is part of the total, with no payments received. Confirm the tax treatment and terms applicable to your own services.
The customer adds devices and asks for after-hours work
The customer replies: “Make that ten workstations, and can you do it after we close? We need to stay under $1,400 including tax.”
Under the sample rules, each extra workstation remains $95. An approved after-hours visit adds $160. The same network review and one on-site visit remain in scope. First confirm that all ten devices fit into one visit; an extra visit would require another approved revision.
| Revised item | Quantity and rate | Amount |
|---|---|---|
| Workstation setup and handover | 10 devices × $95 | $950.00 |
| Network review | 1 project × $240 | $240.00 |
| On-site visit | 1 visit × $85 | $85.00 |
| After-hours charge | 1 visit × $160 | $160.00 |
| Subtotal | $1,435.00 | |
| Illustrative tax | 5% of all lines | $71.75 |
| Revised quote total | $1,506.75 |
The revised offer is $567.00 above the original and $106.75 above the customer's cap. Its deposit would be $376.69, with a remaining balance of $1,130.06. These figures assume no prior payment; reconcile any payment received before requesting another amount.
An option within budget: if the customer can approve work during normal business hours, remove the $160 after-hours charge. The subtotal becomes $1,275, tax $63.75 and total $1,338.75, leaving $61.25 below the cap. The deposit would be $334.69 and remaining balance $1,004.06. The customer must agree to the timing change and the team must confirm capacity.
Send a complete reply with the revised quote
“Thanks for confirming ten workstations. With the network review, one site visit and the after-hours charge, the revised draft is CAD $1,506.75 including the illustrated tax. That is $106.75 over your cap. If normal business hours work for you, the same listed scope would be $1,338.75. Please confirm which timing option you prefer, the device details and who can provide access. We will confirm that the work fits into one visit and agree the date before you accept the final revision.”
Keep the original quote for reference. Mark the revised version as a draft until the scope, timing and price are approved. Do not silently apply a discount, promise a technician or turn an unapproved change into an invoice. If the customer does not reply, use the revised-quote follow-up email.
Adapt the same structure to your service business
| Service | State the pricing basis | Make the boundary clear |
|---|---|---|
| Commercial cleaning | Area, visit or agreed scope | Access times, frequency, supplies and extra work |
| Maintenance and repair | Labour hours, call-out and parts | Diagnosis limits, parts approval and return visits |
| Installation | Units, labour and materials | Site readiness, compatibility and excluded work |
| Professional or IT services | Deliverable, device, hour or project | Access, responsibilities, revisions and handover |
Replace the sample line items rather than changing only the business name. Use your own approved acceptance and change terms. Keep an estimate labelled as an estimate if information is still missing; the template does not remove the need to assess the work.
When updating the template becomes the bottleneck
A reusable document saves formatting time. The larger job is reading the inquiry, finding the right customer and quote, checking the rules, calculating a revision and asking for the missing information. That is the workflow we help configure.
Zero Second Offers implements sales quote automation and email workflow automation in Everybooking, with the approvals and exceptions your business needs. Kevin Penner's Powerland quotation and point-of-sale project is part of the operating experience behind that work.
Everybooking's template collection offers working software starting points. This free document kit helps you define the offer; our agency work maps, configures and tests the process around it. See the implementation deliverables. Setup starts at US$5,000, with software costs separate. Bring one inquiry and your current quote to a workflow discussion.
For event-specific pricing, use the venue proposal template.