Farm supply quotation
Quotation template for agricultural suppliers: seedling supply, growing substrate and farm supply transport. Fill it in online or download Excel or Word.
Templates by industry
- Seedling supply
- Growing substrate
- Farm supply transport
Preparation guide
Example workflow
Confirm scope and quantities
Example: start with "Seedling supply", confirm the required quantity and client inputs, then agree completion criteria for each item.
Review and approve the quotation
Confirm acceptance evidence for "Farm supply transport", all line quantities, exclusions and quote validity with the customer, and retain the approved version.
Deliver and prepare billing
Deliver dispatch details, delivery or storage records and the quantities confirmed by the customer. When the agreed milestone is complete, prepare an invoice using actual quantities and approved changes.
Growers order seedlings weeks before planting, and the nursery has to sow on a date that fits the grower's field plan, so a farm supply quotation is as much about timing as about price. This one quotes the plants, the growing medium and the delivery as three lines. A grower can compare your seedlings with another nursery's while keeping substrate and freight in view, and you can state the sowing deadline by which the order must be confirmed.
Fields to prepare
- Deliverables and line items
- Seedling supply, Growing substrate, Farm supply transport: specify the planned quantity and delivery scope for each item.
- Seedling supply
- Give variety, tray size such as 72 or 128 cells, and the number of trays, and say whether you add a few percent extra to cover losses.
- Growing substrate
- Quote per bag or per bulk bale with the volume in litres and name the mix; a grower comparing quotations needs the same unit on both.
- Farm supply transport
- Name the delivery point on the farm and whether the driver unloads by hand, by tail lift or with the grower's forklift, since waiting time costs extra.
- Goods and volume
- Record item codes, counts, weight or volume, packing units and handling conditions.
- Route and period
- Define origin and destination, storage or transport period, loading responsibilities and proof of delivery.
- Scope to agree
- Specify seedling varieties, sizes and counts, substrate pack sizes, delivery dates and unloading responsibility.
Before sending
- Does “Seedling supply” say what is included and what quantity the price assumes?
- Would the customer read “Growing substrate” the way you do, including what it leaves out?
- Can you still honour the price of “Farm supply transport” on the last day the quotation is valid?
Show 3 more
- Check extra-charge conditions for waiting, redelivery, returns and special handling.
- Reconcile dispatch, arrival and received quantities and explain discrepancies.
- 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 |
|---|---|---|
| Seedling supply | 6 × $95.00 | $570.00 |
| Growing substrate | 10 × $300.00 | $3,000.00 |
| Farm supply transport | 1 × $1,500.00 | $1,500.00 |
| Subtotal | $5,070.00 | |
| Sales tax (8%) | $405.60 | |
| Total | $5,475.60 | |
Quoted net amount $5,070.00, sales tax $405.60, quoted total $5,475.60.
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
What happens if the grower confirms after the sowing deadline?
Say in the quotation that the delivery date then moves back by the same number of days, or that price and quantity depend on stock at that point. Seedlings need their growing time, so a late confirmation usually means a later date rather than a rush order.
How should I quote plants dispatched in several deliveries?
Split the seedling line by delivery week, with the variety and quantity of each, and add a transport line per trip. The grower can then plan planting crews for each date, and a delay to one batch does not hold up invoicing the others.
How is the sales tax worked out on this quotation?
The worked example above uses an example rate of 8%: $405.60 on a net amount of $5,070.00, for a total of $5,475.60. The editor recalculates all three when you change a quantity, a price or the country.
Can I use it in another language or currency?
Yes. The document language can be set to any of 33 languages, and changing the country setting updates the currency, the date format and the tax rate.
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 Farm supply quotation: How to write a quotation: format, example and checklist and Estimate vs quote: what binds you, with a remodeling example. The VAT and GST calculator adds tax to your quoted prices.