Podcast production quotation template
Podcast production quotation template for audio producers: format work once, then recording, editing and show notes priced per episode. Turn it into an invoice.
Templates by industry
- Episode format and run sheet
- Recording with a remote guest, per episode
- Editing, mixing and mastering, per episode
- Show notes and transcript, per episode
Preparation guide
Example workflow
Confirm scope and quantities
Example: start with "Episode format and run sheet", confirm the required quantity and client inputs, then agree completion criteria for each item.
Review and approve the quotation
Confirm acceptance evidence for "Show notes and transcript, per episode", all line quantities, exclusions and quote validity with the customer, and retain the approved version.
Deliver and prepare billing
Hand over approved versions and a file manifest, confirming usage scope and completed revisions. When the agreed milestone is complete, prepare an invoice using actual quantities and approved changes.
A podcast is usually commissioned as a series, so a production quotation has to price one episode and show what changes when the client orders eight instead of six. This template separates the one-off work of designing the format from the per-episode work of recording, editing and writing show notes. The per-episode lines multiply cleanly, and the notes hold what the client must provide: guests, topics and approvals on time.
Fields to prepare
- Deliverables and line items
- Episode format and run sheet, Recording with a remote guest, per episode, Editing, mixing and mastering, per episode, Show notes and transcript, per episode: specify the planned quantity and delivery scope for each item.
- Episode format and run sheet
- Bill the format work once, and say what it delivers: a running order, a segment plan or a trailer script.
- Recording with a remote guest, per episode
- State the recording length per session and what happens if a guest cancels on the day.
- Editing, mixing and mastering, per episode
- Name the loudness target and the number of revision rounds included; extra rounds are where budgets slip.
- Show notes and transcript, per episode
- Say whether the transcript is machine-made and checked or typed by hand, as clients compare the two prices.
- Quantity and output format
- Record pages, images, word counts or running time, final file formats and whether editable source files are included.
- Review and usage scope
- Specify the draft approver, revision rounds, intended media and duration, and who supplies third-party assets.
- Scope to agree
- Fix the number of episodes, their running time, how many revision rounds each gets, and who owns the raw recordings once the series is delivered.
Before sending
- Does “Episode format and run sheet” say what is included and what quantity the price assumes?
- Would the customer read “Recording with a remote guest, per episode” the way you do, including what it leaves out?
- Can you still honour the price of “Editing, mixing and mastering, per episode” on the last day the quotation is valid?
Show 4 more
- Does “Show notes and transcript, per episode” say what is included and what quantity the price assumes?
- Agree when a change of direction after draft approval becomes additional work.
- Check separately whether editable sources and final delivery files are included.
- 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 |
|---|---|---|
| Episode format and run sheet | 1 × $450.00 | $450.00 |
| Recording with a remote guest, per episode | 6 × $180.00 | $1,080.00 |
| Editing, mixing and mastering, per episode | 6 × $220.00 | $1,320.00 |
| Show notes and transcript, per episode | 6 × $60.00 | $360.00 |
| Subtotal | $3,210.00 | |
| Sales tax (8%) | $256.80 | |
| Total | $3,466.80 | |
Quoted net amount $3,210.00, sales tax $256.80, quoted total $3,466.80.
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 a series whose length is not fixed yet?
Quote the format work once and the per-episode lines for the number of episodes agreed so far. Further episodes are then billed at the same per-episode prices.
Should music licences be on the quotation?
If you buy music for the show, list the licence as its own line with the term and the platforms it covers, so the client sees it is not part of your fee.
How is the sales tax worked out on this quotation?
The worked example above uses an example rate of 8%: $256.80 on a net amount of $3,210.00, for a total of $3,466.80. 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 Podcast production quotation template: 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.