( Free tool · No sign-up )
Free quote maker
win the job, then get paid
Create a professional quote in minutes and download it as a PDF — with your logo, line items, 15% VAT and a valid-until date. Free, and no account needed.
- ✓ Free
- ✓ No sign-up
- ✓ Your logo
- ✓ 15% VAT
- ✓ PDF download
( How it works )
How to write a quote
that clients say yes to
A good quote is specific. It tells the client exactly what they’ll get, what it costs and how long the price stands — so there are no surprises when the invoice arrives.
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( 01 )
Add your business details
Your business name, contact details, logo and VAT number (if you’re VAT-registered). Tick “Remember on this device” to skip this next time.
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( 02 )
Say who the quote is for
Your client’s name or company and how to reach them.
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( 03 )
Break the job into line items
List labour, materials, call-out fees and anything else separately, with quantities and prices. Clients trust a quote they can understand.
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( 04 )
Set how long the price is valid
Choose a “valid until” date — 14 or 30 days is common — and add your terms, such as a deposit to book the work.
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( 05 )
Download and send
Download the PDF quote and send it by email or WhatsApp. When the client accepts, invoice them for the same items.
( Know the difference )
Quote, estimate
or invoice?
| Quote | Estimate | Invoice | |
|---|---|---|---|
| What it is | A fixed price offer | A rough guide to the cost | A request for payment |
| When you send it | Before the work | Before the work | After (or during) the work |
| Can the price change? | Not without agreement | Yes, it’s approximate | No — it’s what is owed |
| Has an expiry date | ✓ Valid until | Sometimes | — Has a due date |
| Client pays from it | — | — | ✓ |
If you can’t price a job exactly, say so on the quote — for example “excludes any parts found to be faulty once work starts” — so the client knows what could change.
( Quote checklist )
What to include
in every quote
( 01 )
A quote number and date
So you can refer to it later — and match it to the invoice when the client accepts.
( 02 )
A clear scope
Exactly what’s included, one line per part of the job. List what’s not included too.
( 03 )
Prices and VAT
Quantities, unit prices and totals in rand. Add 15% VAT if you’re VAT-registered, shown separately.
( 04 )
A valid-until date
Prices for materials change. A 14- or 30-day validity protects you.
( 05 )
Your terms
Deposits, when work can start, how long it will take and how you’d like to be paid.
( 06 )
Your details
Business name, logo, contact details and VAT number, so the quote looks professional and is easy to accept.
( Quote accepted? )
Turn it into an invoice
in a few taps
In a free HeyBill account, every quote you send is saved. When the client says yes, mark the quote accepted, duplicate it, switch it to an invoice and send it — the client and line items carry over, so nothing is retyped.
- ✓Quotes and invoices numbered separately (QTE-0001, INV-0001)
- ✓Send quotes on WhatsApp or email as a secure link
- ✓Mark quotes accepted or declined and see what’s still open
- ✓Your client sees every quote and invoice in their own portal
- ✓Add a card payment link to the invoice when the job is done
( FAQ’s )
Quote maker
questions, answered
Is the quote maker free?
Yes. Create and download as many quotes as you need, with no sign-up and no payment.
How long should a quote be valid for?
Most small businesses use 14 or 30 days. Choose a shorter period if your material prices change often. Set it with the “valid until” date.
Should I add VAT to my quote?
Only if you’re VAT-registered. Then show VAT separately so your client knows the full price they will pay. Tick “Add VAT” and enter your VAT number.
Can I add my logo to the quote?
Yes. Upload a PNG or JPG up to 1 MB and it appears at the top of the quote.
Do you store my quotes?
No. The PDF is created when you click download and sent straight back to you. If you tick “Remember on this device”, only your business details are kept, in your own browser.
How do I turn a quote into an invoice?
With the free generators, open the free invoice generator and enter the same items. With a free HeyBill account, duplicate the saved quote and switch it to an invoice — the client and line items carry over.
Is a quote legally binding?
A quote is an offer at a fixed price. Once your client accepts it, you are generally expected to do the work at that price unless you both agree to a change. If you can only give an approximate price, call it an estimate and say what could change.
( Keep exploring )
Win the job,
then get paid faster
Save quotes, turn them into invoices and let reminders chase payment — free, no card needed.