Website maintenance plan quotation template
Website maintenance plan quotation template: monthly updates, backups with restore checks, monitoring, included content hours and a fixed rate for extra work.
Templates by industry
- Software and plugin updates, per month
- Daily backups with a monthly restore check
- Uptime and security monitoring, per month
- Content changes, hours included per month
- Extra hours beyond the plan, per hour
Preparation guide
Example workflow
Confirm scope and quantities
Example: start with "Software and plugin updates, per month", confirm the required quantity and client inputs, then agree completion criteria for each item.
Review and approve the quotation
Confirm acceptance evidence for "Extra hours beyond the plan, per hour", all line quantities, exclusions and quote validity with the customer, and retain the approved version.
Deliver and prepare billing
Deliver the service record, materials used, unresolved issues and the agreed next visit date. When the agreed milestone is complete, prepare an invoice using actual quantities and approved changes.
After a website goes live, someone has to keep its software up to date, make sure backups can actually be restored, notice when it goes down and change the opening hours on the contact page. A maintenance plan bundles that work into a monthly fee. This template quotes a year of the plan line by line, so the client sees what each part costs, includes a set number of hours for content changes, and fixes the rate for any hours beyond them.
Fields to prepare
- Deliverables and line items
- Software and plugin updates, per month, Daily backups with a monthly restore check, Uptime and security monitoring, per month, Content changes, hours included per month, Extra hours beyond the plan, per hour: specify the planned quantity and delivery scope for each item.
- Software and plugin updates, per month
- Say how often updates are applied and, if the plan includes it, that they are tried on a copy of the site first.
- Daily backups with a monthly restore check
- Give where backups are stored and how long they are kept, and report the monthly restore check to the client.
- Uptime and security monitoring, per month
- Name what is monitored, such as uptime and certificate expiry, and how quickly you respond to an alert.
- Content changes, hours included per month
- State the hours included each month and whether unused hours carry over or lapse.
- Extra hours beyond the plan, per hour
- Quote the hourly rate for work beyond the plan and say that larger changes get their own quotation.
- Assets and visits
- Record the asset or area, visit dates, visit count and access arrangements.
- Labor and materials used
- Separate labor hours, quantities of parts or consumables, and work outside the recurring scope.
- Scope to agree
- List what the monthly fee covers and what it does not, state the hours of content changes included, and quote extra hours at a fixed rate so overruns are predictable.
Before sending
- Does “Software and plugin updates, per month” say what is included and what quantity the price assumes?
- Would the customer read “Daily backups with a monthly restore check” the way you do, including what it leaves out?
- Can you still honour the price of “Uptime and security monitoring, per month” on the last day the quotation is valid?
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- Does “Content changes, hours included per month” say what is included and what quantity the price assumes?
- Would the customer read “Extra hours beyond the plan, per hour” the way you do, including what it leaves out?
- Match extra parts and return-visit charges to approved work.
- Record the initial condition and the post-service checks.
- Check quote validity, the customer approval method and payment milestones.
Worked example: a year of care for a company website
The figures are an example, with an example tax rate of 8%. An agency quotes twelve months of updates, backups with a monthly restore check, monitoring, two hours of content changes a month, and four extra hours expected over the year.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Software and plugin updates, per month | 12 × $60.00 | $720.00 |
| Daily backups with a monthly restore check | 12 × $25.00 | $300.00 |
| Uptime and security monitoring, per month | 12 × $20.00 | $240.00 |
| Content changes, hours included per month | 12 × $90.00 | $1,080.00 |
| Extra hours beyond the plan, per hour | 4 × $75.00 | $300.00 |
| Subtotal | $2,640.00 | |
| Sales tax (8%) | $211.20 | |
| Total | $2,851.20 | |
The five lines come to $2,640.00; tax at 8% is $211.20; the quotation total for the year is $2,851.20. Extra hours are billed only if they are used.
Common mistakes on a website maintenance quotation
- Promising unlimited small changes, which turns the plan into unpaid project work.
- Taking backups without ever testing a restore.
- Leaving the response time to an outage unstated.
- Not saying whether unused hours roll over, which causes a dispute at the end of the year.
- Folding hosting into the fee, so neither price can be compared.
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
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
Is a redesign of one page part of the plan?
Only if it fits within the included hours. A new page layout or a new feature is project work; quote it separately so the monthly hours stay free for routine changes.
What happens if an update breaks the site?
Since updates are part of the plan, restoring the site from the last backup and finding the cause should be part of it too. Say so in the notes, with the response time.
Can the client cancel the plan partway through the year?
Set a notice period in the quotation, such as one month. If the year is prepaid, say whether unused months are refunded or the plan simply runs to its end.
Should hosting be in the same quotation?
It can be, on its own lines, if you provide it. Keeping it separate lets the client compare hosting prices without touching the maintenance fee.
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.
Read next
Reading for the Website maintenance plan 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.