Backup and disaster recovery quotation template
Backup and disaster recovery quotation template: software licences per server, off-site storage per month, a written recovery plan and a tested restore.
Templates by industry
- Backup software licence, per server per year
- Off-site backup storage, per 500 GB per month
- Recovery plan document
- Restore test with written report
Preparation guide
Example workflow
Confirm scope and quantities
Example: start with "Backup software licence, per server per year", confirm the required quantity and client inputs, then agree completion criteria for each item.
Review and approve the quotation
Confirm acceptance evidence for "Restore test with written report", 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.
Many small offices believe they have backups until the day they need one. A backup and recovery quotation should therefore sell more than software: it should say what will be copied, where the copies will live, how the business gets running again, and how anyone will know it works. This template prices licences and off-site storage as running costs, the recovery plan as a document, and a restore test whose report the client keeps.
Fields to prepare
- Deliverables and line items
- Backup software licence, per server per year, Off-site backup storage, per 500 GB per month, Recovery plan document, Restore test with written report: specify the planned quantity and delivery scope for each item.
- Backup software licence, per server per year
- Name the servers or machines covered and the licence term; laptops covered under another plan are excluded here.
- Off-site backup storage, per 500 GB per month
- Give the storage block size, the retention period and the location or region where copies are kept.
- Recovery plan document
- Say what the plan contains: contacts, the order in which systems are restored and where passwords are held safely.
- Restore test with written report
- Describe the test: which system is restored, to where, and what the report records.
- 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
- Say what is backed up and how often, keep licences and storage apart from your own work, and promise a tested restore rather than a recovery time you have never measured.
Before sending
- Does “Backup software licence, per server per year” say what is included and what quantity the price assumes?
- Would the customer read “Off-site backup storage, per 500 GB per month” the way you do, including what it leaves out?
- Can you still honour the price of “Recovery plan document” on the last day the quotation is valid?
Show 4 more
- Does “Restore test with written report” 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 |
|---|---|---|
| Backup software licence, per server per year | 3 × $240.00 | $720.00 |
| Off-site backup storage, per 500 GB per month | 12 × $45.00 | $540.00 |
| Recovery plan document | 1 × $900.00 | $900.00 |
| Restore test with written report | 1 × $650.00 | $650.00 |
| Subtotal | $2,810.00 | |
| Sales tax (8%) | $224.80 | |
| Total | $3,034.80 | |
Quoted net amount $2,810.00, sales tax $224.80, quoted total $3,034.80.
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
Can I promise how quickly the business will be back up?
Only a time you have measured in a test. State the result of the restore test in its report rather than a target in the quotation, and repeat the test after big changes.
Should the yearly restore test be quoted now?
Quote the first test with the set-up, and offer later tests as an option on their own line. The client can then plan them as a recurring cost.
How is the sales tax worked out on this quotation?
The worked example above uses an example rate of 8%: $224.80 on a net amount of $2,810.00, for a total of $3,034.80. The editor recalculates all three when you change a quantity, a price or the country.
Can I download it as Excel, Word or PDF?
Yes. A PDF needs no account: fill in the template and use Print / PDF. The Excel and Word files download from this page with a free account, and the spreadsheet keeps its formulas, so changing a quantity updates the tax and the total.
Can I change the layout and colour?
Yes. The editor offers other layouts and a document colour for the printed page. Changing them moves no figure: the lines and totals stay as they are, and the PDF, Word and Excel files follow the layout you pick.
Read next
Reading for the Backup and disaster recovery quotation template: How to write a quotation: format, example and checklist and Quote to invoice: how to convert a quote, step by step. The VAT and GST calculator adds tax to your quoted prices.