Software development quotation

Quote for Requirements analysis, Feature development, Acceptance testing.

Templates by industry

  • Requirements analysis
  • Feature development
  • Acceptance testing

Preparation guide

Document implementation scope, client-provided access and acceptance scenarios to distinguish completed development from operational handover.

Deliverables and line items
Requirements analysis, Feature development, Acceptance testing: specify the planned quantity and delivery scope for each item.
Environment and dependencies
Record target systems, integration counts, data volume and who supplies test access.
Acceptance and support
Set acceptance scenarios, the review window, support duration after handover and excluded work.
Scope to agree
Set the features in and out of scope, the criteria acceptance testing must pass, and how long defects are covered after handover.
  • Separate third-party service charges from implementation fees.
  • Agree who handles the production transition and what recovery work is included if it fails.
  • Check quote validity, the customer approval method and payment milestones.

  1. Confirm scope and quantities

    Example: start with "Requirements analysis", confirm the required quantity and client inputs, then agree completion criteria for each item.

  2. Review and approve the quotation

    Confirm acceptance evidence for "Acceptance testing", all line quantities, exclusions and quote validity with the customer, and retain the approved version.

  3. Deliver and prepare billing

    Deliver the agreed test results and configuration notes, and assign owners for outstanding items. When the agreed milestone is complete, prepare an invoice using actual quantities and approved changes.

What the document must show

A a quotation is easier to approve and to file when these details are on it.

  • 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 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

Software development quotation: what should it include?
Start with the line items this template already carries — Requirements analysis, Feature development, Acceptance testing — 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?
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.