Blank service quote planning template
| Field | Planning entry |
|---|---|
| Quote reference and version | ____________________________ |
| Customer and contact | ____________________________ |
| Outcome and deliverables | ____________________________ |
| Acceptance evidence | ____________________________ |
| Explicit exclusions | ____________________________ |
| Customer dependencies | ____________________________ |
| Assumptions that trigger re-quoting | ____________________________ |
| Line | Quantity or basis | Rate or unit cost | Amount | Source or assumption |
|---|---|---|---|---|
| Labour task or role | ________ | ________ | ________ | ________ |
| Materials or consumables | ________ | ________ | ________ | ________ |
| Subcontractor | ________ | ________ | ________ | ________ |
| Equipment or other direct cost | ________ | ________ | ________ | ________ |
| Allocated overhead | ________ | ________ | ________ | ________ |
| Uncertainty allowance | ________ | ________ | ________ | ________ |
| Planning price | ________ | ________ | ________ | ________ |
| Field | Planning entry |
|---|---|
| Start, milestones and expected completion | ____________________________ |
| Price and tax basis | ____________________________ |
| Payment schedule and due points | ____________________________ |
| Revision allowance | ____________________________ |
| Change-request and approval process | ____________________________ |
| Validity or review point | ____________________________ |
| Acceptance record | ____________________________ |
Completed neutral example
Illustrative planning record
The names, scope and figures are fictional user assumptions in generic currency units. They are not terms, market prices or recommendations.
| Field | Illustrative entry |
|---|---|
| Outcome | Deliver one discovery workshop and a written workflow map |
| Acceptance | Named stakeholder confirms the map covers the agreed process |
| Exclusions | Software implementation, data migration and ongoing support |
| Dependencies | Customer supplies existing process material before workshop |
| Labour assumption | 24 hours × 100 recovery rate = 2,400 |
| Direct cost assumption | 200 |
| Uncertainty allowance | 200 for one stated review risk |
| Planning price | 2,800 before any separately required tax presentation |
| Change trigger | Additional workshop, new workflow or implementation request |
Privacy, safety and version controls
Before sharing the quote
- Remove internal cost, margin or capacity notes not intended for the customer. (not complete)
- Include only personal or confidential information needed for the quote. (not complete)
- Store and transmit the record using the business process appropriate to its sensitivity. (not complete)
- Confirm required legal, tax, payment and disclosure terms separately. (not complete)
- Give each issued version a reference and preserve the approved predecessor. (not complete)
- Record who approved the customer-facing version and when. (not complete)
Related tools
- Project Quote Builder
Turn scoped task rows and project costs into a transparent fixed quote
- Service Rate & Quote Planner
Set a viable rate and project quote
Frequently asked questions
- Is this a contract template?
- No. It captures planning information for a quote. Add or review legal terms through the process appropriate to the engagement and jurisdiction.
- Should internal costs and target margin be sent to the customer?
- Not automatically. Keep an internal calculation record and prepare a separate customer-facing quote containing the information intentionally approved for sharing.
- How should quote versions be handled?
- Give each issued version a unique reference, state what changed and retain the approval record. Do not silently replace an earlier baseline.
Calculation methods used with this template
- Project Quote Builder methodology — Margin101: Project cost, scope, duration and scenario boundaries.
- Service Rate & Quote Planner methodology — Margin101: Recovery-rate and service-quote planning definitions.