Meeting room AV installation quotation template
Meeting room AV installation quotation template: displays, microphones, conferencing cameras, cabling and commissioning per room, plus a user handover.
Templates by industry
- Wall-mounted display with bracket, per room
- Ceiling microphones and speaker bar, per room
- Video conferencing camera and room PC, per room
- Cabling, control panel and commissioning, per room
- User handover session
Preparation guide
Example workflow
Confirm scope and quantities
Example: start with "Wall-mounted display with bracket, per room", confirm the required quantity and client inputs, then agree completion criteria for each item.
Review and approve the quotation
Confirm acceptance evidence for "User handover session", all line quantities, exclusions and quote validity with the customer, and retain the approved version.
Deliver and prepare billing
Confirm completed quantities, site photos, agreed test results and any remaining remedial work. When the agreed milestone is complete, prepare an invoice using actual quantities and approved changes.
When an office equips its meeting rooms for hybrid calls, each room needs a screen people can read from the back, microphones that pick up everyone around the table, a camera and something to run the calls on. An installer's quotation is easiest to approve when it is built room by room with the equipment models named. This template lists the hardware per room, keeps cabling and commissioning as labour of its own, and ends with a short handover for the people who will use the rooms.
Fields to prepare
- Deliverables and line items
- Wall-mounted display with bracket, per room, Ceiling microphones and speaker bar, per room, Video conferencing camera and room PC, per room, Cabling, control panel and commissioning, per room, User handover session: specify the planned quantity and delivery scope for each item.
- Wall-mounted display with bracket, per room
- Give the screen size and model per room, and confirm the wall can carry the bracket.
- Ceiling microphones and speaker bar, per room
- Say how many microphones each room gets for its table size, and test pickup from every seat.
- Video conferencing camera and room PC, per room
- Name the conferencing platform the room is set up for and who supplies the software licences.
- Cabling, control panel and commissioning, per room
- Say whether electrical sockets and network ports are in place or must be added by another trade.
- User handover session
- Give the length of the handover and leave a one-page guide in each room.
- Site and measured quantities
- Record the site, work zones, areas, lengths or counts, and access hours.
- Materials and work stages
- Specify materials, labor, removal, disposal and making-good allowances, and completion criteria for each stage.
- Scope to agree
- Quote per room with the equipment model on each line, say who handles electrical work and network ports, and finish with a tested call in every room.
Before sending
- Does “Wall-mounted display with bracket, per room” say what is included and what quantity the price assumes?
- Would the customer read “Ceiling microphones and speaker bar, per room” the way you do, including what it leaves out?
- Can you still honour the price of “Video conferencing camera and room PC, per room” on the last day the quotation is valid?
Show 5 more
- Does “Cabling, control panel and commissioning, per room” say what is included and what quantity the price assumes?
- Would the customer read “User handover session” the way you do, including what it leaves out?
- Agree how quantity changes following measurement or drawing revisions will be approved.
- Confirm client-supplied materials and work that other contractors must finish first.
- 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: 5 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Wall-mounted display with bracket, per room | 3 × $1,400.00 | $4,200.00 |
| Ceiling microphones and speaker bar, per room | 3 × $1,100.00 | $3,300.00 |
| Video conferencing camera and room PC, per room | 3 × $1,600.00 | $4,800.00 |
| Cabling, control panel and commissioning, per room | 3 × $700.00 | $2,100.00 |
| User handover session | 1 × $300.00 | $300.00 |
| Subtotal | $14,700.00 | |
| Sales tax (8%) | $1,176.00 | |
| Total | $15,876.00 | |
Quoted net amount $14,700.00, sales tax $1,176.00, quoted total $15,876.00.
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 already owns screens. Can I reuse them?
Yes, if they suit the room. Remove the display line for those rooms and add a line for mounting and connecting existing equipment, so the labour is still paid.
Should conferencing software licences be on my quotation?
Usually the client buys them under its own account. If you supply them, list them separately with the term, because licences renew while the hardware does not.
How is the sales tax worked out on this quotation?
The worked example above uses an example rate of 8%: $1,176.00 on a net amount of $14,700.00, for a total of $15,876.00. The editor recalculates all three when you change a quantity, a price or the country.
How do I turn an approved quotation into an invoice?
Open the approved quotation and convert it. The original stays unchanged, and the invoice carries the same line items so the customer can match the two documents.
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.
Read next
Reading for the Meeting room AV installation 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.