Quote Template Excel Free

Sending quotes in PDF is the professional standard in business communications. A PDF preserves your format, prevents unauthorized modifications and looks identical on any device or operating system.

In this complete guide we teach you how to create professional PDF quotes, with real examples, free templates and step-by-step to convert from Word, Excel and Google Docs without losing format.

Why send quotes in PDF

PDF (Portable Document Format) is the worldwide standard for documents that must remain intact regardless of where they are opened. For quotes, this means your format, prices and conditions will arrive exactly as you designed them.

Advantages of PDF for quotes

Advantage	Description
Fixed format	Looks the same on Windows, Mac, phone or tablet
Not editable	Client cannot modify prices or conditions
Professionalism	Is the standard in formal businesses
Compatibility	Opens on any device without special software
Reduced size	PDFs weigh less than Word documents with images

How to create a PDF quote step by step

From Microsoft Word

1. Create your quote in Word with professional format: header, client data, product table, conditions and signature.
2. Review content: Verify spelling, prices, dates and contact information.
3. Save as PDF: Go to File > Save As > Select PDF in file type.
4. Configure options: Click Options and select Pages if you only want to save part of the document.
5. Verify the result: Open the generated PDF and check that everything looks correct.

From Microsoft Excel

1. Design your quote in Excel with formulas for subtotals and VAT.
2. Adjust print area: Go to Page Layout > Adjust Print Area to fit on one page.
3. Save as PDF: File > Save As > Type: PDF.
4. Quick alternative: File > Print > Select Save as PDF as printer.

From Google Docs

1. Create a document in Google Docs with the quote format.
2. Go to File > Download > PDF (.pdf).
3. Check page settings before downloading to ensure correct format.

PDF quote example

Here is an example of how a professional quote should look in PDF:

═══════════════════════════════════════════════════
         DISTRIBUIDORA TECNICA DEL CENTRO
    Tax ID: DEF987654321 | Tel: +52 55 9876-5432
  ventas@distribuidoratecnica.mx
═══════════════════════════════════════════════════

QUOTE
Number: QUO-2026-045
Date: August 12, 2026
Valid until: August 26, 2026

───────────────────────────────────────────────────
CLIENT DATA
───────────────────────────────────────────────────
Name: Ing. Patricia Mendoza
Company: Constructora Edifica S.A. de C.V.
Tax ID: EDI850101AB3
Address: Av. Insurgentes Sur 456, Col. Del Valle, CDMX
Phone: +52 55 4321-8765
Email: pmendoza@edifica.com.mx

───────────────────────────────────────────────────
QUOTE DETAILS
───────────────────────────────────────────────────

| No | Item              | Quantity | Unit | Unit Price | Total     |
|----|-------------------|----------|------|------------|-----------|
| 1  | HP ProBook laptop | 5        | pc   | $18,500.00 | $92,500   |
| 2  | 24" LED Monitor   | 5        | pc   | $4,200.00  | $21,000   |
| 3  | Wireless keyboard | 5        | pc   | $650.00    | $3,250    |
| 4  | Wireless mouse    | 5        | pc   | $350.00    | $1,750    |
| 5  | Laptop cooling pad| 5        | pc   | $890.00    | $4,450    |
| 6  | 2m HDMI cable     | 10       | pc   | $180.00    | $1,800    |
|    |                   |          |      | Subtotal   | $124,750  |
|    |                   |          |      | Discount 3%| -$3,742.50|
|    |                   |          |      | Net subtotal| $121,007.50|
|    |                   |          |      | VAT (16%)  | $19,361.20|
|    |                   |          |      | TOTAL      | $140,368.70|

───────────────────────────────────────────────────
COMMERCIAL CONDITIONS
───────────────────────────────────────────────────
• Payment method: Bank transfer
• Conditions: 50% advance, 50% against delivery
• Delivery time: 7 business days
• Warranty: 12 months from manufacturer
• Delivery address: Av. Insurgentes Sur 456, CDMX

───────────────────────────────────────────────────
QUOTE VALIDITY
───────────────────────────────────────────────────
This quote is valid for 14 calendar days
from the issue date.

We appreciate your trust. We are at your disposal
for any clarification.

Sincerely,

_________________________
Lic. Fernando Torres
Commercial Manager
Distribuidora Tecnica del Centro
Tel: +52 55 9876-5432

Free PDF quote templates

Professional services template

Includes sections for: service scope, timeline, deliverables, investment per phase and payment conditions.

Products template

Detailed table with columns for item, description, quantity, unit price and total. Space for technical specifications.

Multiple quotes template

Format with several budget alternatives so the client can choose between different service or quality levels.

Common mistakes when creating PDF quotes

Not adjusting print area

If the quote is cut off or appears on two pages, adjust margins and print area before saving as PDF.

Sending PDF without verification

Always open the generated PDF and check for formatting errors, broken images or cut text.

Forgetting to protect the PDF

If you don’t set a password, the client could edit the PDF with special tools. Protect the document if it contains confidential information.

Using low resolution images

If you include logos or graphics, use images with at least 300 dpi so they look sharp in the PDF.

Not including page numbers

In long quotes, include page numbers and total pages (Page 1 of 3) to facilitate review.

Tools for creating PDF quotes

Free options

• Google Docs: Create the quote and download as PDF.
• LibreOffice Writer: Free alternative to Word with PDF export.
• Smallpdf: Online editor to convert and edit PDFs.
• ILovePDF: Online tool to compress, convert and edit PDFs.

Paid options

• Adobe Acrobat: Professional tool for creating and editing PDFs.
• Foxit PhantomPDF: More affordable professional alternative.
• Nitro PDF: PDF editor with advanced features.

Best practices for PDF quotes

1. Maintain consistency: Use the same format in all your quotes.
2. Include logo: The logo reinforces your brand identity.
3. Use corporate colors: Maintain your company’s color palette.
4. Add contact information: Phone, email and address always visible.
5. Include page numbers: In long quotes, number the pages.
6. Verify spelling: A spelling mistake reduces professionalism.
7. Save the original: Always keep the editable Word or Excel file.

Frequently asked questions

Can I create a PDF directly without Word?

Yes. You can use Google Docs, LibreOffice or online tools like Smallpdf to create and export directly to PDF.

How do I send a large PDF by email?

If the PDF exceeds 25 MB, compress it with tools like ILovePDF or Smallpdf. You can also remove unnecessary images or reduce their resolution.

Does the PDF look different on mobile?

The PDF should look the same. However, some PDF readers on mobile may show slightly different colors. Test on multiple devices before sending.

How do I add a footer with page numbers?

In Word: Insert > Page Number > Footer. In Google Docs: Insert > Page numbers.

Can I digitally sign a PDF?

Yes. Adobe Acrobat and Smallpdf allow you to add digital signatures. This gives additional legal validity to your quote.