Pick a template, fill in one form and Refrens builds your quotation in the design you chose. The page scrolls to the form when you select a template, so you never hunt for it.
The Refrens quotation form builds your quotation in the template you pick, and you need a free account to download the PDF.
A quotation format is the set of fields a quotation carries. A template is the design that holds those fields. You fill in the same form whichever template you pick, so the format stays complete while the look changes.
| Field | What it settles | What to enter | Legal status |
| Quotation number | Lets both sides point to one offer | A unique, sequential number | Good practice. Local rules may add requirements |
| Quotation date | Starts the clock on your offer | The day you issue it | Good practice |
| Due date (validity date) | Ends the offer | The last day your price stands, such as 14 or 30 days out | Good practice |
| Logo and your details | Identifies the seller | Business name, address and contact details | Good practice. Local law may require registered business details on some documents |
| Client details | Identifies the buyer | Client name and billing address | Good practice |
| Items | Defines what you deliver | Name, quantity, rate, amount and a short description per line | Good practice |
| Discounts and extra charges | Explains how the price moves | A percentage or amount with a clear label | Good practice |
| Tax | Shows tax on the price | The tax label and rate | Local tax law decides whether and how you show tax |
| Total and total in words | Fixes the figure the client accepts | Check the arithmetic. Add the total in words if your client expects it | Good practice |
| Terms and conditions | Sets payment, delivery and exclusions | Payment terms, timeline and what the price excludes | Good practice. Ask a lawyer to review large contracts |
| Notes | Records scope and assumptions | Anything the client must supply | Good practice |
| Attachments | Backs the price with detail | Drawings, specifications or a brochure | Good practice |
| Signature | Shows the seller stands behind the offer | Sign on screen or upload a signature image | Good practice. Signature rules differ by country |
A quotation format needs a number, a date, a validity date, both parties' details, priced items, a total and terms, so the client can accept without asking you anything. Complete details also show your client they deal with a genuine, established business, and that builds trust before the first payment.
This page gives general guidance. It is not legal or tax advice.
Every Refrens quotation template has a purpose. Pick by what you sell and how your client will read the quotation.
| Template | Best for |
| Professional | Professionals. It is the default template and carries the Refrens color theme |
| Modern | Modern businesses in trading, wholesale, distribution and services |
| Modern (optimized) | The same businesses. The upgraded Modern: same layout, with fonts and colors tuned for printed paper |
| Simple | A sample or standard quotation format |
| Classic | A generic format that any business can use |
| Enterprise | Medium and large businesses, especially product quotations |
| Minimal | Price, rate and sales quotations |
| New minimal | Price, rate and sales quotations, in the newer minimal layout |
| Letter head | Any business that needs its letterhead on the quotation |
| Business | Service businesses. It suits product quotations less |
| Print friendly | Quotations with many line items that you want on one printed page |
| Crisp | The upgraded version of Print friendly |
As of November 2026, Refrens QA sees most businesses use Professional, Print friendly and Modern (optimized). Professional leads because it is the default template. Print friendly follows because it fits many line items on one printed page. Modern (optimized) follows because users moved to it from Modern after it launched. This is a QA observation, not a usage count.
Choose Simple when you want a standard quotation format. Use it as your sample quotation too. Fill it with dummy data once to see the layout, then start a real quotation. Choose Classic when you want a generic layout that fits any business.
Choose Letter head for a company quotation template that carries your stationery. Your company quotation format then matches your other business documents. Choose Enterprise when you quote products to medium or large buyers.
Choose Minimal or New minimal when the price and the rate are the point. A price quotation format suits a sales quotation where the buyer compares unit rates across suppliers.
Two more rules of thumb:
Illustrative example. We invented the business, the products, the rates and the tax rate.
A distributor sends a price quotation to a buyer. It uses the Minimal template and stays valid for 30 days.
| Item | Quantity | Rate (USD) | Amount (USD) |
| Paper cups, pack | 200 | 4.50 | 900.00 |
| Napkins, pack | 150 | 7.20 | 1,080.00 |
| Cleaning wipes, pack | 80 | 12.75 | 1,020.00 |
In this illustrative example, a price quotation for 3,000.00 USD of goods comes to 3,211.80 USD after a 3% discount, 120.00 USD delivery and 6% tax.
The buyer replies on day 12, inside the validity window, so the price holds. Sending the same quotation to 20 buyers means typing 60 item lines, and that is where a template alone starts to cost you time.
A quotation stands until its validity date, and the Refrens form's Due Date field sets that date. After that date you can change the price. Whether an offer binds you in law depends on where you work, so check your local rules.
Set the validity date by how fast your costs move. A distributor facing changing supplier prices might choose 7 days. A consultant with a fixed day rate might choose 30. These are habits, not rules.
If a client replies after the date, issue a new quotation with a new number and date. Do not edit the old one. Both sides then see which offer applies.
People search for "quotation bill" when they want a priced offer on paper. A quotation is not a bill. A quotation offers a price before the work. A bill, also called an invoice, asks for payment after the work or the delivery.
Use the quotation to win the job. When the client accepts, convert it into an invoice with free invoicing software, so the bill starts from the accepted quotation instead of a blank page.
A quotation bill is a quotation, not a request for payment, until you convert it into an invoice.
Match the document to the decision your client has to make.
| You need | Use |
| A designed quotation you create online and download as a PDF | This page |
| A price offer from the form, without choosing a design first | The free quotation generator |
| Quotation files in Word or Excel | The quote templates |
| An approximate cost before the scope is fixed | The free estimate templates |
| The buyer's order after they accept your quotation | The purchase order form |
A purchase order follows an accepted quotation, and an invoice follows the delivery.
A template ends at the PDF. These features carry the quotation through your sales process. They live in your Refrens account, and some sit on paid plans. The examples are illustrative.
A template suits a few quotations a month. Here is what the free access covers.
| Item | Detail |
| Starting cost | Free |
| Account | Free account required to download the PDF |
| Free limit | 15 documents a year across all document types |
| Branding | Free documents carry a small Refrens branding |
The Refrens free plan covers 15 documents a year across all document types, and you need a free account to download the PDF.
Use a template when you send a few quotations a month, need a standard format today or want to compare layouts. The form builds one quotation at a time and does not check local tax rules, so confirm required fields for your country. Move to quotation software when you quote every week or need every quotation in one list.
Scroll up, pick the quotation template that fits your business and create the quotation online in minutes. More than 150K businesses across 170+ countries send quotations and invoices with Refrens.
Use the Simple or Classic template for a standard quotation format. Choose Minimal for a price quotation, Letter head for a company quotation format and Print friendly when you have many line items. Every template uses the same fields.
A quotation format is the set of fields a quotation carries. A quotation template is the designed layout that holds those fields. Refrens gives you 12 templates for one complete format.
Modern and Modern (optimized) suit trading, wholesale, distribution and service businesses. Choose Minimal or New minimal for price and rate quotations, and Print friendly for long item lists.
A price quotation format lists each item with quantity, rate and amount, then discounts, delivery or other charges, tax and the total. Add a validity date and payment terms so the buyer knows how long the price stands.
Modern (optimized) is the upgraded version of Modern. The layout stays the same, but the fonts and colors suit printed paper better, and the fonts are smaller. Choose it when you print your quotations.
Print friendly fits a quotation with many line items, because it prints on a single page. Crisp is the upgraded version of Print friendly.
Use the worked example on this page as a sample quotation, or open the Simple template and fill it with dummy data. The example shows a wholesale price quotation from items to total.
A quotation bill is a quotation: a priced offer, not a request for payment. A bill or invoice asks for payment after the work. Convert the accepted quotation into an invoice when the job is done.
Yes. You need a free account to download the PDF. The free plan covers 15 documents a year across all document types, and free documents carry a small Refrens branding.
About Refrens. Refrens is invoicing and quotation software for small businesses, freelancers and service businesses. Create invoices, send quotations and collect payments in one place.
