IT Support Quote Template
Per-seat rate, covered devices, response targets and out-of-hours cover. Free PDF, no sign-up.
Managed IT is quoted per seat because the seat is the only unit that predicts the work. The number binds for the term, and what makes it binding rather than optimistic is a clear boundary around what a seat includes: which devices, which hours, which response target, and which pieces of work are projects rather than support. A quote that leaves any of those open is a monthly fee with an uncapped amount of labour behind it.
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QUOTE
Issued
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Issued by
Fallbrook Managed IT
220 Blake Street 80202 Denver, CO United States newbusiness@fallbrookit.example |
Bill to
Aspen Ridge Dental Group
1450 Summit Boulevard 80226 Lakewood, CO United States practice.manager@aspenridgedental.example |
| Description | Qty | Rate | Tax | Amount |
|---|---|---|---|---|
Managed support — per seat, monthly 34 seats: workstation, mailbox and mobile device per user | 34 | $89.00 | — | $3,026.00 |
Server and network management Two servers, one firewall, four switches, two access points | 1 | $640.00 | — | $640.00 |
Backup and recovery, per protected device Image-based backup, 30-day retention, quarterly restore test | 36 | $14.00 | — | $504.00 |
Onboarding — discovery and deployment One-off: audit, agent rollout, documentation of the environment | 1 | $2,800.00 | — | $2,800.00 |
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What this quote commits you to
- How long it stands
- 30 days at the seat count above; the per-seat rate is then held for the whole of the initial term.
- What it does not cover
- Hardware, third-party licences billed at cost, out-of-hours callouts, and project work such as a migration, a rebuild or an office move.
- What would change the price
- A seat count that moves outside the band quoted, and any additional site added to the agreement.
- How the client accepts it
- Sign the service schedule; onboarding begins once agent software can be deployed to the first device.
Edit this template Free, no account, no watermark — download the PDF when you are done.
When the work is done, invoice it
What to put on an IT support quote
- The seat count and the per-seat rate, with the band it holds inside
- What a covered seat includes: workstation, mailbox, phone, mobile device
- Servers, network gear and printers counted separately from seats
- Response and resolution targets by priority, with the hours they apply in
- Out-of-hours and weekend cover — included, or at a stated callout rate
- Third-party licences passed through at cost rather than bundled
- Onboarding work: discovery, agent deployment and documentation, priced once
Questions
Why quote per seat instead of per hour?
Because an hourly MSP is paid more when things break, and every client eventually notices. A per-seat fee makes stability profitable and gives the client a number they can budget — which is also why the seat definition has to be written down precisely.
What should never be inside a managed IT fee?
Projects. A server migration, an office move or a tenant-to-tenant mail migration are bounded pieces of work with their own risk, and swallowing them into the monthly fee is how an MSP funds a client's capital project out of its support margin.
How are response targets made real?
By stating them by priority and by naming the hours they apply within. 'Best effort' is not a target; 'P1 response within one hour, 8am to 6pm business days' is something both sides can measure at the end of a quarter.
About the free quote generator
Is this quote generator really free?
Yes. There is no fee, no trial period and no watermark on the PDF. Nothing on this page requires a credit card.
What is the difference between a quote and an estimate?
A quote is a fixed price you are offering to hold, and it is binding on you once the client accepts it. An estimate is your best projection of the cost and can move if the job does. If the scope is not settled yet, send an estimate instead.
Is a quote legally binding?
Once a client accepts it within the period it stands, a quote generally forms a contract at that price — the details depend on your jurisdiction and on what the document itself says. That is why the price, the scope and the exclusions all belong in writing, and why the document prints the date the offer expires.
How long should a quote be valid until?
Thirty days is the common default, and two weeks is sensible when materials prices are moving. Whatever you choose, state it on the quote: an offer with no expiry is an offer you have made for ever.
Can I raise the price after the client accepts?
Not unilaterally, which is the point of quoting rather than estimating. What you can do is price the variations the client asks for afterwards, provided the quote said what was and was not included.
Do I need to create an account?
No. Fill in the form and download the PDF directly — there is no sign-up and no login for this tool.
Can the client accept the quote online?
Not from a downloaded PDF. Saving the quote to an account gives it a link the client opens and answers on, and the acceptance is recorded against the document rather than living in an email thread.
Can I use this for any currency or country?
Yes. Choose any currency and country for either party — the totals and formatting follow your selection.
Ready to send it?
The template opens in the editor with these lines already on it. Change what you like, download the PDF.
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