Quote Spreadsheet in Excel

A quote spreadsheet in Excel is the most efficient tool for creating quotes with automatic calculations. With the right formulas, subtotal, VAT and final total calculate themselves, eliminating manual errors and saving time on each quote.

In this complete guide we teach you how to create your own quote spreadsheet in Excel from scratch, with formulas, professional format and a step-by-step example you can copy and adapt.

Why use Excel for quotes

Excel offers unique advantages for quote creation: automatic formulas, multiple sheets, charts and the ability to create reusable templates. Unlike Word, Excel calculates totals without you having to do anything manually.

Main advantages

Feature	Benefit
Automatic formulas	Instant calculation of subtotals, VAT and totals
Multiple sheets	Organize quotes by client or project
Cell protection	Prevent accidental formula modifications
Conditional formatting	Highlight special prices or discounts
Reusable templates	Save time on future quotes

Basic structure of a quote spreadsheet

Before creating formulas, you need to define the sheet structure. Here is the recommended layout:

Company header (rows 1-4)

• Row 1: Company logo (Insert > Image)
• Row 2: Company name
• Row 3: Address, phone and email
• Row 4: Tax ID or identification number

Quote data (rows 5-8)

• Row 5: Quote number (e.g., QUO-2026-001)
• Row 6: Issue date
• Row 7: Expiration date
• Row 8: Client name

Products table (row 10 onwards)

The table should have the following columns:

Column	Content	Format
A	Line number	Integer
B	Concept or product	Text
C	Description	Text
D	Unit of measurement	Text (pc, kg, m, etc.)
E	Quantity	Number
F	Unit price	Currency
G	Discount (%)	Percentage
H	Line total	Formula

Create the quote spreadsheet step by step

Step 1: Set up the Excel book

Open Excel and create a new book. Save the file with a descriptive name like “Quote Template 2026.xlsx”.

Step 2: Design the header

Select cells A1 to H1 and click Merge and Center. Type your company name. Repeat for address and contact information in rows 2 and 3.

Step 3: Create the products table

In row 10, write the column headers:

A10: No.
B10: CONCEPT
C10: DESCRIPTION
D10: UNIT
E10: QUANTITY
F10: UNIT PRICE
G10: DISCOUNT %
H10: TOTAL

Step 4: Add the formulas

In row 11, write the following formulas:

• Cell H11 (Line total): =E11*F11*(1-G11) This formula multiplies quantity by unit price and applies the discount.

• Cell E25 (Subtotal): =SUM(H11:H24) Adds all line totals.

• Cell E26 (VAT 16%): =E25*0.16 Calculates 16% VAT on the subtotal.

• Cell E27 (Final total): =E25+E26 Adds subtotal plus VAT.

Step 5: Format as currency

Select columns F and H. Go to Home > Number > Currency. This will format values with the $ sign and two decimal places.

Step 6: Protect the formulas

Go to Review > Protect Sheet. Check the “Select unlocked cells” box and set a password. This prevents formulas from being accidentally modified.

Complete quote spreadsheet example

Here is a complete example with test data:

[Logo]
Constructora Edifica S.A. de C.V.
Av. Reforma 123, Col. Centro, CDMX
Tel: +52 55 1234-5678 | ventas@edifica.com.mx
Tax ID: EDI850101AB3

QUOTE: QUO-2026-028
Date: 08/05/2026
Valid until: 08/20/2026
Client: Ing. Roberto Martinez
Company: Desarrollos Inmobiliarios del Norte

| No | Concept | Description | Unit | Qty | Unit Price | Disc. | Total |
|----|---------|-------------|------|-----|------------|-------|-------|
| 1  | Steel bar | Corrugated 3/8" x 12m | pc | 100 | $185.00 | 0% | $18,500.00 |
| 2  | Cement | CPC 30R 50kg | bag | 200 | $245.00 | 5% | $46,550.00 |
| 3  | Sand | Washed river | m3 | 10 | $850.00 | 0% | $8,500.00 |
| 4  | Gravel | Crushed 3/4" | m3 | 8 | $900.00 | 0% | $7,200.00 |
| 5  | Block | Concrete 15x20x40 | pc | 500 | $12.50 | 0% | $6,250.00 |
| 6  | Shipping | Transport to site | trip | 3 | $2,500.00 | 0% | $7,500.00 |

Subtotal: $94,500.00
VAT (16%): $15,120.00
TOTAL: $109,620.00

CONDITIONS:
- Payment: 50% advance, 50% against delivery
- Delivery: 5 business days after order confirmed
- Warranty: manufacturer's specifications
- Validity: 15 calendar days

Advanced formulas for your quote spreadsheet

Volume discount

If you offer quantity discounts, you can use a conditional formula:

=IF(E11>=100, 0.10, IF(E11>=50, 0.05, 0))

This formula applies 10% discount if quantity is greater than or equal to 100, 5% if greater than or equal to 50, and 0% otherwise.

Multiple currencies

If you quote in different currencies, create a cell with the exchange rate and use absolute references:

=H11*$K$1

Where K1 contains the daily exchange rate.

Quantity price table

For tiered pricing, use VLOOKUP:

=VLOOKUP(E11, $A$30:$B$35, 2, TRUE)

This looks up the unit price based on the requested quantity in a reference table.

Common mistakes in quote spreadsheets

Not protecting formulas

If you don’t protect cells with formulas, any user can accidentally modify them and cause calculation errors.

Forgetting to update prices

A template with old prices generates incorrect quotes. Set a quarterly reminder to update prices.

Not including VAT

Forgetting VAT can cause tax issues. Always include a line for taxes.

Sending in editable format

Never send the Excel sheet directly. Always convert to PDF before sending to the client.

Not adjusting the print area

If the quote doesn’t fit on one page when printing, adjust margins and print area from File > Print > Page Setup.

Download our free template

We have an Excel quote spreadsheet template ready to download and customize. Includes all formulas, professional format and cell protection.

Download free template

Frequently asked questions

Can I use Google Sheets instead of Excel?

Yes, Google Sheets works the same way. The formulas are the same. The advantage is that you can share and collaborate in real time.

How do I send the quote by email?

Convert to PDF (File > Save As > PDF) and attach it to the email. Write a brief introductory message in the email body.

What do I do if I need to add more lines?

Simply insert new rows before the subtotal line. Formulas will update automatically if you copy the formula from the previous row.

Can I add charts to my quote?

Yes. Select the data and go to Insert > Chart. Bar or pie charts are useful for summarizing cost distribution.

How do I create an automatic quote number?

In a separate cell, use =COUNTA($B$11:B11)+1 to generate automatic sequential numbers.