Workflow automation quotation template
Workflow automation quotation template: a process mapping workshop, each automated workflow priced on its own, app connectors and three months of support.
Templates by industry
- Process mapping workshop
- Automation build, per workflow
- Connector set-up for each app linked
- Monitoring and support, per month for the first three
Preparation guide
Example workflow
Confirm scope and quantities
Example: start with "Process mapping workshop", confirm the required quantity and client inputs, then agree completion criteria for each item.
Review and approve the quotation
Confirm acceptance evidence for "Monitoring and support, per month for the first three", all line quantities, exclusions and quote validity with the customer, and retain the approved version.
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.
Small companies lose hours copying data between a web form, a spreadsheet, the accounting tool and a chat channel. An automation consultant joins those steps up, and the honest unit of price is the workflow: one trigger, one chain of actions, one result. This template quotes a short workshop to map the processes first, then each workflow separately, the connection to every app involved, and a period of monitoring after go-live, when most automations need small fixes.
Fields to prepare
- Deliverables and line items
- Process mapping workshop, Automation build, per workflow, Connector set-up for each app linked, Monitoring and support, per month for the first three: specify the planned quantity and delivery scope for each item.
- Process mapping workshop
- Name the processes the workshop will cover and who from the client must attend.
- Automation build, per workflow
- Describe each workflow in one sentence, from trigger to result, so the client can tick it off at acceptance.
- Connector set-up for each app linked
- List the apps and say whether the client's plan for each one allows the access the automation needs.
- Monitoring and support, per month for the first three
- State what support covers, such as fixing failed runs, and that new workflows are quoted separately.
- 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
- Count workflows by trigger and outcome, list every app to be connected and whose account it runs under, and keep the automation platform's subscription out of your price.
Before sending
- Does “Process mapping workshop” say what is included and what quantity the price assumes?
- Would the customer read “Automation build, per workflow” the way you do, including what it leaves out?
- Can you still honour the price of “Connector set-up for each app linked” on the last day the quotation is valid?
Show 4 more
- Does “Monitoring and support, per month for the first three” say what is included and what quantity the price assumes?
- 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.
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 |
|---|---|---|
| Process mapping workshop | 1 × $900.00 | $900.00 |
| Automation build, per workflow | 4 × $1,200.00 | $4,800.00 |
| Connector set-up for each app linked | 6 × $150.00 | $900.00 |
| Monitoring and support, per month for the first three | 3 × $250.00 | $750.00 |
| Subtotal | $7,350.00 | |
| Sales tax (8%) | $588.00 | |
| Total | $7,938.00 | |
Quoted net amount $7,350.00, sales tax $588.00, quoted total $7,938.00.
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
One of the apps changes its interface after go-live. Is the fix included?
During the support period, repairing a workflow broken by an outside change is usually included. After it ends, quote the repair as new work or offer a maintenance plan.
Should the automation platform's fee be in my quotation?
Name it in the notes with the plan the client will need, but let the client pay the platform directly. Your price then covers your work only and does not move if the platform raises its fee.
How is the sales tax worked out on this quotation?
The worked example above uses an example rate of 8%: $588.00 on a net amount of $7,350.00, for a total of $7,938.00. The editor recalculates all three when you change a quantity, a price or the country.
Can I download it as Excel, Word or PDF?
Yes. A PDF needs no account: fill in the template and use Print / PDF. The Excel and Word files download from this page with a free account, and the spreadsheet keeps its formulas, so changing a quantity updates the tax and the total.
How is the document numbered?
QuoteBill gives each new document a unique number of its own. A member can switch to numbers in sequence in settings, such as QUO-2026-0001: one sequence for each kind of document, starting again every calendar year. A number you type yourself is kept as it is.
Read next
Reading for the Workflow automation 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.