AR/VR experience quotation template
AR/VR experience quotation template: concept and prototype, 3D assets per object, the app for named headsets or phones, and on-site set-up for an event.
Templates by industry
- Concept and interaction prototype
- 3D assets, per object
- App build for the agreed headset or phone
- On-site set-up at the exhibition, per day
Preparation guide
Example workflow
Confirm scope and quantities
Example: start with "Concept and interaction prototype", confirm the required quantity and client inputs, then agree completion criteria for each item.
Review and approve the quotation
Confirm acceptance evidence for "On-site set-up at the exhibition, per day", all line quantities, exclusions and quote validity with the customer, and retain the approved version.
Deliver and prepare billing
Deliver the agreed test results and configuration notes, and assign owners for outstanding items. When the agreed milestone is complete, prepare an invoice using actual quantities and approved changes.
Brands commission augmented and virtual reality pieces for trade fairs, showrooms and training, and the price swings with three things: how many 3D objects must be built, which devices the app must run on, and whether someone from the studio must be on site. This template quotes the concept and an early interaction prototype first, so the client can try the idea before the full build, then prices assets per object and the build for named hardware.
Fields to prepare
- Deliverables and line items
- Concept and interaction prototype, 3D assets, per object, App build for the agreed headset or phone, On-site set-up at the exhibition, per day: specify the planned quantity and delivery scope for each item.
- Concept and interaction prototype
- Say what the prototype lets the client try, and that the full build starts only after it is approved.
- 3D assets, per object
- Define what counts as one object, such as a product with its animations, and how detailed it will be.
- App build for the agreed headset or phone
- Name the headset or phone models supported; each extra device family means more testing and is priced separately.
- On-site set-up at the exhibition, per day
- Give the event dates, set-up hours and whether the client or the venue provides power and network.
- Environment and dependencies
- Record target systems, integration counts, data volume and who supplies test access.
- Acceptance and support
- Set acceptance scenarios, the review window, support duration after handover and excluded work.
- Scope to agree
- Name the devices the experience must run on, count 3D assets by object, and say who supplies the hardware for testing and for the event.
Before sending
- Does “Concept and interaction prototype” say what is included and what quantity the price assumes?
- Would the customer read “3D assets, per object” the way you do, including what it leaves out?
- Can you still honour the price of “App build for the agreed headset or phone” on the last day the quotation is valid?
Show 4 more
- Does “On-site set-up at the exhibition, per day” say what is included and what quantity the price assumes?
- Separate third-party service charges from implementation fees.
- Agree who handles the production transition and what recovery work is included if it fails.
- Check quote validity, the customer approval method and payment milestones.
Worked example with sample figures
The figures below are invented to show how the template adds up: 4 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Concept and interaction prototype | 1 × $2,400.00 | $2,400.00 |
| 3D assets, per object | 12 × $180.00 | $2,160.00 |
| App build for the agreed headset or phone | 1 × $9,500.00 | $9,500.00 |
| On-site set-up at the exhibition, per day | 2 × $650.00 | $1,300.00 |
| Subtotal | $15,360.00 | |
| Sales tax (8%) | $1,228.80 | |
| Total | $16,588.80 | |
Quoted net amount $15,360.00, sales tax $1,228.80, quoted total $16,588.80.
What the document must show
The details a quotation has to show, and why each one matters, are set out in the guide below.
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Full requirements: How to write a quotation: format, example and checklist
Frequently asked questions
The client wants the experience on more headsets later. How do I quote that?
Quote a port to each new device family as its own line, with testing included. Porting is rarely free, as controllers, performance and app stores differ.
Who keeps the 3D assets after the event?
Say it in the notes. If the client may reuse the models in other campaigns, that is worth more than use in one experience and may change the asset price.
How is the sales tax worked out on this quotation?
The worked example above uses an example rate of 8%: $1,228.80 on a net amount of $15,360.00, for a total of $16,588.80. The editor recalculates all three when you change a quantity, a price or the country.
Can I add my logo and signature?
Yes. The From section of the editor has a place for your company logo and for a signature or seal image. Uploading a picture needs a free account, and a member can keep both in settings so that every new document starts with them.
Can I email it to the customer?
Yes, from your own mail app. With a free account, the editor’s download menu offers Email this document, which opens your mail app with a message about the document already written. QuoteBill sends nothing itself, so save the PDF and attach it before you send.
Read next
Reading for the AR/VR experience quotation template: How to write a quotation: format, example and checklist and Quotation vs invoice: differences and timing. The VAT and GST calculator adds tax to your quoted prices.