CNC machining quotation
Quotation template for machine shops: machining program preparation, precision cutting and dimensional inspection. Fill it in online or download Excel or Word.
Templates by industry
- Machining program preparation
- Precision cutting
- Dimensional inspection
Preparation guide
Example workflow
Confirm scope and quantities
Example: start with "Machining program preparation", confirm the required quantity and client inputs, then agree completion criteria for each item.
Review and approve the quotation
Confirm acceptance evidence for "Dimensional inspection", all line quantities, exclusions and quote validity with the customer, and retain the approved version.
Deliver and prepare billing
Reconcile delivered quantities with approved specifications and hand over inspection and use or installation records. When the agreed milestone is complete, prepare an invoice using actual quantities and approved changes.
Machine shops quote a batch of parts from the customer’s drawing with this template. Programming is a one-off cost, cutting is priced per part, and inspection depends on how many dimensions must be measured and reported. Quote the drawing number and revision on the first line: a part made to the wrong revision is a common and expensive mistake, and the quotation is where both sides agree which drawing applies. Tight tolerances and special materials belong in the line text, not hidden in the price.
Fields to prepare
- Deliverables and line items
- Machining program preparation, Precision cutting, Dimensional inspection: specify the planned quantity and delivery scope for each item.
- Machining program preparation
- Bill programming once per part number and say it is not repeated on repeat orders of the same revision.
- Precision cutting
- Give the quantity, the material and the unit price, and mention the critical tolerances or surface finish that set the machining time.
- Dimensional inspection
- Say which dimensions are measured, all of them or only the critical ones, and whether a measurement report is supplied with the parts.
- Specification and revision
- Record the approved drawing or file revision, material, dimensions, finish and agreed tolerances.
- Setup and production quantity
- Separate one-time setup from per-unit production and define inspection, packing and transport allowances.
- Scope to agree
- Specify drawing revision, stock material, machining quantity, dimensional tolerances and whether an inspection report is included.
Before sending
- Does “Machining program preparation” say what is included and what quantity the price assumes?
- Would the customer read “Precision cutting” the way you do, including what it leaves out?
- Can you still honour the price of “Dimensional inspection” on the last day the quotation is valid?
Show 3 more
- Define the sample or proof that must be approved before production and its approval deadline.
- Distinguish defect and rework handling from the cost of customer specification changes.
- 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: 3 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Machining program preparation | 20 × $120.00 | $2,400.00 |
| Precision cutting | 2 × $650.00 | $1,300.00 |
| Dimensional inspection | 2 × $180.00 | $360.00 |
| Subtotal | $4,060.00 | |
| Sales tax (8%) | $324.80 | |
| Total | $4,384.80 | |
Quoted net amount $4,060.00, sales tax $324.80, quoted total $4,384.80.
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
How do I quote when the drawing gives no tolerance for some dimensions?
State that the general tolerances named in the drawing’s title block apply where no tolerance is given, or ask the customer before quoting. Writing your assumption down avoids an argument about a dimension nobody specified.
Should material certificates be listed?
If the customer needs a material certificate or traceability to the bar or plate used, add it as a line or say it is included. It has to be requested when the material is ordered, so it cannot be added after the parts are made.
What if the customer sends a new revision after the quotation?
Requote before cutting. Even a small change can mean a new program, different fixtures or a different stock size, so reference the new revision on the revised quotation and withdraw the old one.
How is the sales tax worked out on this quotation?
The worked example above uses an example rate of 8%: $324.80 on a net amount of $4,060.00, for a total of $4,384.80. The editor recalculates all three when you change a quantity, a price or the country.
How is the document numbered?
QuoteBill gives each new document a unique number of its own. A member can switch to numbers in sequence in settings, such as QUO-2026-0001: one sequence for each kind of document, starting again every calendar year. A number you type yourself is kept as it is.
Read next
Reading for the CNC machining quotation: 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.