Free templates · Aligned with AU Fair Trading
Quote vs estimate
A quote is binding once accepted. An estimate is an approximation that can move with scope. Copy either template directly into an email, WhatsApp, or Word doc.
Side-by-side templates
Copy either one straight into an email, WhatsApp, or Word doc. Replace the [bracketed] placeholders with your numbers.
Quote (binding once accepted)
Use when scope is locked + price is fixed.
Quote #[QUOTE-NUMBER] [Your business name] ABN: [Your ABN] [Address, suburb, postcode] [Phone] · [Email] For: [Customer name] [Customer address] Date: [DD/MM/YYYY] Valid until: [DD/MM/YYYY] (typically 14–30 days) Scope of work: [1–3 short sentences describing exactly what you will and won't do.] Line items: - [Description] · [Qty × unit-rate] · $[amount] - [Description] · [Qty × unit-rate] · $[amount] Subtotal: $[net] GST (10%): $[gst] Total (inc GST): $[gross] Payment terms: - Deposit: $[deposit] payable on acceptance - Balance: $[balance] payable on completion - Method: [bank transfer / Stripe link / card] This is a fixed-price quote. The price above will not change unless the scope of work changes — in which case I will give you a written variation before doing the additional work. By signing or paying the deposit, you accept this quote and the price becomes binding for both of us. Signed: ______________________ Date: ____________
Estimate (approximation only)
Use before site visit, when scope can shift.
Estimate (not a quote) #[ESTIMATE-NUMBER] [Your business name] ABN: [Your ABN] For: [Customer name] Date: [DD/MM/YYYY] What you've asked me about: [1–2 sentences describing the job at a high level.] Best-case approximation (assumes [list 2–3 key assumptions, e.g. "existing plumbing is to spec", "no asbestos in wall cavity"]): - Labour (~[N] hours @ $[rate]): $[approx] - Materials (approx): $[approx] - Subtotal: $[approx-net] - GST (10%): $[approx-gst] - Approximate total (inc GST): $[approx-gross] THIS IS AN ESTIMATE, NOT A QUOTE. The final price may go up or down depending on what we find on site. Common reasons it would change: - Scope grows (you decide to do more / change materials mid-job) - We find unexpected work (e.g. damaged stud behind plaster) - Material prices have moved since this estimate was issued I will give you a fixed-price quote once I've inspected the site, and the quote will then be binding once you accept it. This estimate is for budgeting only — please don't rely on the exact figure. Signed (you, acknowledging this is not a binding quote): ______________________ Date: ____________
Frequently asked questions
What's the legal difference between a quote and an estimate in Australia?
A quote is a fixed-price offer that becomes binding once the customer accepts it (verbally, in writing, or by paying the deposit). An estimate is a good-faith approximation of likely cost — it doesn't bind either party to the exact figure. Quotes get you certainty + recourse; estimates leave room for the price to move with scope.
When should I send a quote vs an estimate?
Send a quote when scope is locked and you've inspected the site (so you can stand behind the price). Send an estimate when the customer is still scoping the job, the site hasn't been inspected, or there's a real chance you'll find unknowns (asbestos, damaged structure, hidden plumbing). The estimate template above is designed for the pre-inspection ballpark conversation; the quote template is for the post-inspection commitment.
Is an estimate legally binding in Australia?
An estimate is not a fixed price — but you still owe the customer the Australian Consumer Law guarantee that the work will be done with due care + skill, materials will be of acceptable quality, and any representations you made about cost / timing were honest. If you estimate $5,000 and bill $20,000 with no scope change, the customer has consumer-law recourse even though there was no fixed price. Honest estimating + clearly-listed assumptions are your defence.
What must an AU quote include to be valid?
Your business name + ABN, customer details, scope of work, line items with quantity + rate, subtotal + GST clearly broken out, total, payment terms (deposit + balance), validity period, and the customer's path to accept. The 'tax invoice' wording isn't required on the quote itself — that goes on the invoice issued at completion. The Fair Trading body in your state publishes a model template you can cross-check against.
How long should a quote stay valid?
Most AU sole tradies set 14, 21, or 30 days. The valid-until date matters because materials prices move and your availability changes — without an expiry, you're technically locked into the price indefinitely if the customer accepts six months later. 14 days is tight but appropriate for high-volatility material trades (steel, copper); 30 days is the residential-services standard.
Can I change my mind on a quote after the customer accepts?
Generally no — once accepted, both parties are locked in. The exception: if the scope changes (customer asks for an upgrade, you discover unknown work mid-job), you issue a written variation describing the change + new price + the customer must accept it before you do the variation work. Don't do the extra work on a verbal nod and bill for it later — that's the #1 dispute pattern Fair Trading sees.
Skip the template — voice it instead
VoxQuote auto-fills your business details, ABN, and the AU-correct quote structure from a 30-second voice dictation. Customer accepts on their phone with a signature. Free to start.
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