Project proposal template

Project proposal template: scope, deliverables, timeline and price as line items, with a valid-until date. A proposal is not a firm offer until you confirm it.

Free generators

  • Scope and kickoff (week 1)
  • Main deliverables (weeks 2-5)
  • Revisions and handover (week 6)

Preparation guide

Separate advisory time from final outputs so additional meetings or a broader report can be identified.

Deliverables and line items
Scope and kickoff (week 1), Main deliverables (weeks 2-5), Revisions and handover (week 6): specify the planned quantity and delivery scope for each item.
Assignment and inputs
Identify the subject, source versions, and the inputs the client will supply with their due dates.
Time and completion basis
State the hourly or fixed-fee basis, meeting allowance, output format and review rounds.
Scope to agree
Break the scope, deliverables, timeline and price into one line item per phase and say how long the proposal holds. It is not a firm price until accepted: confirm it in a quotation once the client agrees.
  • Check whether meeting preparation and follow-up revisions are included in the fee.
  • Name the person who can approve additional research or a change in scope.
  • Check quote validity, the customer approval method and payment milestones.

  1. Confirm scope and quantities

    Example: start with "Scope and kickoff (week 1)", confirm the required quantity and client inputs, then agree completion criteria for each item.

  2. Review and approve the quotation

    Confirm acceptance evidence for "Revisions and handover (week 6)", all line quantities, exclusions and quote validity with the customer, and retain the approved version.

  3. Deliver and prepare billing

    Hand over the final report or activity record with the versions of the inputs reviewed. When the agreed milestone is complete, prepare an invoice using actual quantities and approved changes.

What the document must show

These details make a quotation easier to approve and to file.

  • Your business name, address and registration or tax number
  • The customer's name and address
  • Issue date and a document number you do not reuse
  • Each line item with quantity, unit price and amount
  • Tax shown separately from the net amount, and the total payable
  • Payment terms: due date, bank details or accepted payment methods
  • Sales tax is set by the state and often the city or county, so use the combined rate for the delivery address; some services and purchases for resale are exempt.

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

Frequently asked questions

Project proposal template: what should it include?
Start with the line items this template already carries — Scope and kickoff (week 1), Main deliverables (weeks 2-5), Revisions and handover (week 6) — and replace them with what you actually supplied. Then check the required details above, especially the document number and the separated tax amount.
How is tax calculated on this template?
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending. The editor keeps the net amount, the tax and the total apart, and recalculates all three when you change a quantity, a unit price or the country setting.
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.
Is this template free?
Yes. Editing and PDF export are free with an account; there is no payment step and no watermark on the document.
Can I download it as Excel, Word or PDF?
Yes. The spreadsheet and the Word file download straight from this page, and the spreadsheet keeps its formulas, so changing a quantity updates the tax and the total. For PDF, open the template and use Print / PDF.
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.