Create professional consulting quotes. Include daily rate, project fee, expenses and payment terms.
Create professional consulting quotes. Include daily rate, project fee, expenses and payment terms. A professional quotation should include all costs clearly so your client knows exactly what they are paying for before approving the work.
Consulting clients are buying an outcome, so a good consulting quote starts with the problem and the deliverables, not your hourly rate. Use this structure:
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Discovery interviews and data review | 3 days | $1,200 | $3,600 |
| Analysis and recommendations report | 4 days | $1,200 | $4,800 |
| Leadership workshop (half day, on site) | 1 | $900 | $900 |
| Travel expenses | Billed at cost, capped at | $600 | |
| Total (excluding tax) | $9,900 | ||
Use a fixed fee when the deliverable is well defined; clients like the certainty and you're paid for efficiency. Use a day rate when the scope is uncertain, and state an estimate plus a cap that needs sign-off to exceed. Use a retainer for ongoing advisory work, listing the hours or response times included each month.
Fill in your details in the form above. The live preview updates instantly. When you are happy with your quote, click "Download Free PDF Quote" to save it. Send the PDF to your client by email. If they approve it, upgrade to PRO to convert it to an invoice in one click.
A professional consultants quote should include your business name and contact details, the client name and address, a unique quote number and date, a validity date, an itemised list of all work, parts and labour, any applicable tax such as VAT or GST, and the total with clear payment terms.
Add up your material costs plus 10 to 15 percent for waste, your labour at your true hourly rate, and a 10 to 20 percent contingency for unexpected work, then add any applicable tax. Always state clearly what the price does and does not include.
A quote is not binding until the client accepts it. Once they accept it in writing it usually forms the basis of a contract, so keep your scope of work and exclusions clear.
For most trades and services 30 days is standard. A validity date protects you from honouring old prices and gently encourages the client to decide.