A useful service quote tells the client what they will receive, when, and at what price. “Administrative service: €360” leaves too much unsaid. A quote with a defined scope, deliverables and change rule gives both parties something they can discuss and agree on.
The example below concerns a fictional service between two businesses in metropolitan France: formatting a tracking spreadsheet supplied by the client. All names and business identifiers in the files are placeholders. The prices and conditions are illustrative; adapt them before sending a real quote.
Download the template and example
The DOCX has no automatic calculation. After changing any quantity or price, calculate the line amounts, VAT and total again. The PDF shows the completed example; it is not a fillable form.
A complete example to adapt
QUOTE — fictional example
Reference: EXAMPLE-001. Date: 9 October 2026. Offer valid until: 8 November 2026 inclusive. This validity period is a term chosen for the example.
Supplier: [name or legal business name], [legal form and “EI” if applicable], [business address], [SIREN and applicable registration details], [VAT number if applicable], [email and phone].
Business client: [legal business name], [address], [SIREN], [contact name]. Replace the bracketed text with details that apply to you and your customer. The French government guidance for micro-business documents explains relevant business identification details.
Purpose: format an activity-tracking spreadsheet supplied by the client.
Included scope: one sheet with up to 100 rows; consistent formatting; column headings agreed with the client; filters; a readability check; and one consolidated round of comments. The client supplies the data. The supplier does not certify its accuracy.
Deliverables: an editable XLSX file and a PDF preview. The service concerns presentation of the spreadsheet, without accounting advice or validation of the underlying business data.
| Service | Quantity | Unit | Unit price excluding VAT | Line total excluding VAT |
|---|---|---|---|---|
| Clarify requirements and review the supplied file | 1 | hour | €60.00 | €60.00 |
| Format the sheet within the agreed scope | 4 | hours | €60.00 | €240.00 |
| Check, make one round of changes and deliver | 1 | hour | €60.00 | €60.00 |
| Total excluding VAT | €360.00 | |||
| VAT — assumed rate of 20% | €72.00 | |||
| Total including VAT | €432.00 |
VAT assumption: the fictional supplier charges VAT and the service falls under the normal 20% rate in metropolitan France. The French government explains VAT rates. A supplier using the VAT exemption needs a different treatment and wording.
Proposed schedule: first version within five working days after quote acceptance and receipt of the complete source file. The client sends consolidated comments within three working days; the final version is delivered within two working days after those comments arrive. Agree realistic dates for your own work.
Proposed payment: no deposit in this example; payment by bank transfer on receipt of the invoice issued on delivery. State the applicable payment conditions in the documents governing your actual transaction.
Excluded: entering new data, spreadsheet macros, integration with another service, accounting checks and adding a second sheet. Agree a separate price and schedule before undertaking work outside the stated scope.
Acceptance: [signer's name and role], [date], [signature or agreed acceptance method], identifying the version accepted. Attach the applicable terms if they form part of the offer.
If the client asks for more work
Suppose formatting takes one additional hour at the same rate. The middle line changes from four to five hours, so the figures become €420 excluding VAT, €84 VAT and €504 including VAT. The increase is €72 including VAT.
A recalculated total alone is not an agreed change. Describe the added work and any effect on delivery, then obtain the client's acceptance before doing it. Keep both the original and the accepted revised quote.
Adapt the template before sending it
- Replace the bracketed fields. Check both parties' identities and your applicable business details; use your own quote reference.
- Describe a result the client can recognise. One sheet, a 100-row limit and one round of comments define the work more clearly than “complete support”.
- Recalculate every changed amount. Here, 1 × 60 + 4 × 60 + 1 × 60 = 360; VAT is 360 × 20% = 72; total is 432. The DOCX will not perform that check for you.
- Read schedule, payment and exclusions together. Extra work may change both the price and the delivery date.
- Open the final PDF. Check page breaks, figures, identities, terms and attachments. Keep the file actually sent and the customer's acceptance.
Check the rules for your situation
Under French contract law, an offer and its acceptance can form a contract. An accepted quote can therefore matter beyond its layout: French Civil Code, article 1113. Do not reuse this B2B example unchanged for a consumer, regulated trade or international sale. Our quote details checklist and the official sources linked above are starting points for checking your circumstances.
A template or a mobile workflow?
If you send few quotes, this template and a reliable filing system may be enough. If you regularly reuse clients, edit service lines or prepare documents away from your desk, compare those tasks in the tools you are considering. The Word, Excel and software comparison uses a separate website quote to show the practical differences; the mobile app guide shows a Devisly quote being prepared on a phone.
Enough reading. Send your next quote straight from the job.
Dictate what you’re billing for. Devisly prepares the quote or invoice. You review it, then send it.