Price the work, set how long the offer stands, and send a quotation your client can read on a phone or forward to whoever signs off. When it is approved, convert it into an invoice instead of typing the same line items twice.
Try the live invoice generatorIt has to make the price defensible and the scope obvious. Itemising the work — rather than giving one lump sum — is what lets a client remove an option instead of rejecting the whole thing.
It also has to have an expiry. A quotation with no validity date is a price you have promised forever, and costs move.
When the client agrees, convert the quotation into a tax invoice draft. Line items, client details and totals carry across; review the accepted scope, dates and payment details before issuing.
The original quotation stays in your records, so you can see what was offered next to what was eventually billed.
Quotations print with your logo, address and registration details, and the same layout as your invoices, which makes the pair look like they came from the same business.
Notes and terms fields cover assumptions, exclusions and timelines, the three things clients argue about most once work starts.
Quotations appear in your dashboard with their own status, so you can see what is waiting on a decision rather than searching your sent folder.
Sending a nudge is easier when you can see the date it went out and the expiry you set.
Sable Web quotes a site rebuild in three lines rather than one: 'Discovery and information architecture — 1 × 2,000.00', 'Design and build, 8 templates — 1 × 7,500.00', 'Launch support, 30 days — 1 × 1,200.00'. Total 10,700.00 USD, quotation QTN-2026-0119, valid 21 days.
The terms field names the assumptions that usually cause arguments: copy and images supplied by the client, hosting billed separately, one revision round per template. The client approves the first two lines and declines launch support — which is only possible because the offer was itemised. Sable converts the accepted quotation into a tax invoice, and the 9,500.00 they bill is visibly the 9,500.00 that was agreed.
A single lump sum. Clients who cannot see the components can only accept or reject the whole thing, so a small objection kills the entire quote.
No expiry date. An open-ended price is a promise you did not mean to make, and it gets quoted back to you months later.
No stated way to say yes. If the document does not say what acceptance looks like, you get a reply asking a question instead of an approval.
Rebuilding the invoice from scratch after approval. Retyping is how the billed figure drifts from the agreed figure; converting the quotation keeps the two identical.
Break a project into phases so the client can approve stage one without committing to everything.
Answer a request for pricing with a document that has a number, a date and an expiry.
Quote first, convert to an invoice on acceptance, and skip the retyping.
Choose quotation as the document type so the heading and numbering series are correct.
Add each element with quantity and price, then set validity, notes and terms.
Share the link or PDF and track the status while you wait.
Create an invoice draft from the accepted quotation, review it, then issue it.
Quotation template: every section, and what to write in it
ProposalsSend priced proposals as professional quotations
Proforma invoiceProforma invoices: what they are for and when to use one
Proforma invoice generatorProforma invoice generator with its own numbering series
Payment requestsRequest payment with an invoice and a shareable payment page
Use free invoicing calculators for due dates, VAT and late fees.
Explore the invoicing and payment guides, or compare VegaPal plans.
In everyday use a quotation is a firm price for defined scope, while an estimate signals an approximate figure. VegaPal issues quotations, so state clearly in the terms if any figure is indicative.
Yes. Conversion creates a tax invoice from the quotation, carrying over the client and line items into a draft for you to review before issuing.
It can, and it saves a round trip if the client wants to pay a deposit immediately. Nothing is payable until they accept.
Yes, all document types share the same allowance of 3 per month on the free plan.
The free plan includes 3 documents per month, with PDF downloads and shareable payment pages.