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DownloadHave you ever had to manually calculate and put together a quote for a client? For professionals in any field, calculating prices, fees, and discounts, as well as organizing this information into a clear layout, can be a time-consuming and error-prone process. To solve this, we developed the Quote Template, which automates the creation of up to five different quote layouts based on your offered products and services, allowing you to select the ideal one and send it to your client in just a few clicks.
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Before using the template, it's helpful to know how it's set up. The blue highlighted fields – or blue text – are where you need to enter your information, and they're essential for the template to work correctly. The black fields have special formulas and calculations. Be careful not to delete the fields with black numbers or make big changes, as they are important for the template to function properly.
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To begin with the template, it's important to understand the difference between the group of "input tabs" and "Reports & PDFs tabs". The "input tabs", marked in blue, are designated for users to register and input data. This includes company information, client details, registration of services, and product catalogs, among other components necessary to create the quotes.
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On the other hand, the "Reports & PDFs tabs", identified by the gray color, are sections created automatically that require no manual input. They use the data from the "input tabs" to create different layout options where users can export them as PDF documents to send directly to clients. This structure ensures that data is entered only once, and automates the formatting of the final report to reduce the margin for errors.
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The "Fields" tab serves as the starting point for customizing the template. Here, you can enter your company's data, such as name, address, phone number, email, and website, which appear in the heading of the quotes you create. An important feature of this tab is the ability to select, through checkboxes, which information to display on the final layouts, giving you control over what to share.
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This tab is also where you define the client information you wish to record and include in the quotes, be it company name, address, social media, or any other detail. This flexibility helps to adapt the template to different business practices and communication preferences. Similarly, the checkboxes allow you to decide whether these details will be visible in the final document or if they will only be used internally for registration.
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The 'Clients' tab simplifies how you manage and access client details, eliminating the need to search for scattered information each time you create a new quote. Once you've customized the fields in the "Fields" tab to match your data entry requirements, the "Clients" tab adapts to display the chosen setup. All you need to do is add the desired clients, and their information becomes instantly accessible across other tabs for any future quotes.
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In the "Services" tab, you catalog the services that your company or you, as a freelancer, provide. Each service can have a fixed price or be billed hourly, depending on the nature of the work. These options can be selected in the "Pricing Type" dropdown of the services table and directly affect cost calculations. Services billed by hour multiply the unit value by the number of hours, while those with a fixed price maintain their value, regardless of duration. The tab also provides room to include a detailed description of each service. This helps prevent misunderstandings and serves as a reference guide for the range of services offered.
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The "Products" tab functions similarly to the "Services" tab and is useful for businesses and professionals who offer physical or digital products. In this part of the template, it's possible to register and organize the product catalog, including unit prices and, if necessary, a brief description of each item. When a quote is being created, the user has the option to determine the quantity of each product requested by the client. The template automatically calculates total costs based on the established unit price.
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The "Quote details" tab is where the quote takes shape. Here, the user consolidates all the information needed, covering everything from the recipient and discounts to fees, shipping, and the selection of products and services. The process of constructing the quote begins with the client choice, whose data gets imported from the "Clients" tab automatically.
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The subsequent steps involve entering details like the date of the quote, its validity, currency, and the person handling it, which facilitates management when there are multiple individuals responsible for the quotes.
The tab also allows for the application of discounts, either by adding a percentage or fixed values, including extra fees, shipping costs, and an estimated product delivery time. These adjustments are automatically reflected in the total quote.
Finally, in the "Quote items" section, the user can detail each item in the quote, whether it's a "Service" or "Product", from a dropdown menu. The template also allows specifying the required quantity. This way, costs based on the unit value of each item are calculated automatically.
Ultimately, the entered data is reflected in the template's layouts, providing the client with all the necessary information.
The template features five layout options to allow users to choose the model that best matches the style of the proposal and client expectations. The layouts are configured to display all essential elements based on the 'Quote details' tab, like company and client information, the list of services or products with their respective costs, calculated totals, applied discounts, taxes, and shipping. To edit any information, return to the previous tabs and customize as needed.
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Users can customize the templates' colors and fonts as they wish, thus offering a level of personalization that reinforces the brand's visual identity. This customization is easily carried out within Excel's own formatting tools. Here's how:
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Once inserted, the image will appear over the cells. You can click and drag the image to position it wherever you want. To resize the image, click on it and then drag any of the corner or side handles.
After customizing your quote to your liking, you can convert it to PDF to share with your client. Here's how:
And there you have it, with just a few clicks, you can create a print-ready or electronically sharable PDF, preserving the defined layout, structure, and visual quality.
The Quote Template, available in Microsoft Excel and Google Sheets, is an essential tool for professionals across various fields, as it saves time and reduces errors by eliminating manual calculations. Download the template now to streamline proposal management and improve the accuracy of your quotes.
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