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Sales Quote Template

Part numbers, unit price, quantity breaks, lead time and Incoterms. Free PDF, no sign-up.

A sales quote prices goods rather than hours, and that changes the whole document. The unit price is the argument, the quantity break is the negotiation, and the lead time is the risk — because a price can be held while stock cannot. It ends not in a signature but in a purchase order: the buyer's own system raises a number against your quote, and that number is what releases the goods.

Issued by

Pinegate Industrial Supply

3300 Carnegie Avenue

44113 Cleveland, OH

United States

sales@pinegatesupply.example

Bill to

Calder Manufacturing, Purchasing

770 Kelly Avenue

44311 Akron, OH

United States

purchasing@caldermfg.example

Quoted price

$9,130.00

Valid for 30 more days · Oct 20, 2026

Fixed price, valid until October 20, 2026.

Lead times

The sealing kits are in stock; the housings run four weeks from order; the hex bolts are on a six-week backorder and will ship separately unless you ask us to consolidate.

Description	Qty	Rate	Tax	Amount
Bearing housing, part 44-2210-B Cast iron, machined; price at 250 units, break at 500 is $17.90	250	$20.10	—	$5,025.00
Sealing kit, part SK-880 40 bags of 10, nitrile; stock item, ships within 3 business days	40	$62.00	—	$2,480.00
Hex bolt assortment, part HB-M12 30 boxes of 100, zinc plated; 6-week lead time on current backorder	30	$48.50	—	$1,455.00
Pallet and export packing Two heat-treated pallets, stretch wrapped and labelled	2	$85.00	—	$170.00

Subtotal	$9,130.00
Total	$9,130.00

Terms

Valid 30 days. FOB our dock, Cleveland. Net 30 on approved credit. Unopened stock items may be returned within 30 days subject to a 15% restocking charge.

Quote #QUO-6142 · Pinegate Industrial Supply Page 1 of 1

What this quote commits you to

How long it stands: 30 days, subject to stock at the time of order — the price is held for that window, the inventory is not.
What it does not cover: Freight, transit insurance, import duty and customs clearance, and any installation or commissioning at your site.
What would change the price: An ordered quantity below the break the unit price was quoted at, and any change to the delivery Incoterm.
How the client accepts it: Issue a purchase order quoting this quote number; the PO releases the goods, and a reply on its own does not.

Edit this template Free, no account, no watermark — download the PDF when you are done.

What to put on a sales quote

Every line by part number or SKU, not by description alone
Unit price with the quantity it applies at, and the next price break above it
Lead time per line, stated separately from the quote's own validity
Whether stock is allocated on acceptance or on receipt of the purchase order
Incoterm and delivery point, so freight and insurance land on somebody
Packaging and pallet configuration where it affects the freight cost
Minimum order quantity, and the returns policy on unopened goods

Questions

Does a sales quote reserve stock?

Not unless it says so. The price is held for the validity period; the inventory is sold to whoever orders first. Stating that plainly is what prevents the most common dispute on this document — a buyer who accepted on day twenty-eight and expected a warehouse to have been waiting.

Why show the next quantity break?

Because it sells. A buyer who can see that 500 units costs eleven percent less per piece will often move their order, and a quote that hides the break has left the upsell to a phone call nobody makes.

Why is acceptance a purchase order rather than a signature?

Because that is how the buyer's own system works. Their PO number is what their accounts payable will match your invoice against, so asking for it — and printing your quote number on it — is what makes the paperwork close cleanly at the far end.

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 free quote generator with these lines already on it. Change what you like, download the PDF.

Edit this template

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