Project Quote Templates

What is a Quotation in Project Management?

A quotation in project management is a non-binding in-depth description of the scope of work, duration, and cost of the project. Usually, you submit a quotation alongside a proposal to a company you are offering the services to. Quotations are the precursor to a transaction involving one company outsourcing services, usually corporate training, delivery, and other business-supporting activities.

The quotation lays down the deliverables and the price to the client. Usually, a quote is specific about the amount, unlike an estimate. You may need to adjust the quote to meet the client’s budget.

What is a Project Quote Template?

A project quote template is a pre-drafted project quotation with all the essential requirements of a project quotation. Since the template is predesigned, you only have to fill in the scope of services, price, duration, contact information, and unique elements of the project.

There are different types of project quote templates depending on the industry. Freelance, web design, cleaning, engineering, interior design, and other industry verticals have templates that vary depending on the services being rendered.

Essential Elements of a Project Quote

A project quote is essentially a bid to a prospective client. Since you will not have a second trial, it is necessary to include all the essential elements to impress the client. Since a quote is judged on price and deliverable metrics, they should take center stage in your quote. The main aspects of a project quote are:

• Name and address of your business
• Date and end date of the quote’s validity
• Business logo
• Description of services or products
• Price per service or unit in case of a product and the quantity
• Total amount
• Project duration
• Taxes and other costs involved
• Terms and conditions such as non-compete, payment, and cancelation policy.
• Contact details for your organization or project manager

The benefit of using a template is they have all the essentials nicely drafted. Since they are a cinch to edit, you can customize the template to suit your project plan needs without a hassle.

The best practices for developing a project quote indicate being as specific as possible. Note who will handle what, the parties liable, and the estimated completion time. Assign a dedicated project manager if you run a large organization.

How to Estimate Project Time and Cost

The fundamental building blocks of a project are time and cost. The two metrics can solely determine if the client will hire you or not. Projects carry unanticipated costs, risks, and project bottlenecks. It is important to factor in the necessary adjustments to get the perfect tradeoff between time and cost that suits you and the client.

There are two main approaches when estimating cost: fixed cost and variable price cost. The variable price cost estimation considers unprecedented situations such as raw material shortages or problems with delivery. Variable cost incorporates some level of risk and price adjustment. Usually, variable cost is between entities that trust each other and have a good working relationship.

The best way to estimate the cost of a project is to price each deliverable and adjust for inflation, tax changes, general administrative charges, and EBITDA. Once you have the rough estimate, factor in the risk factor, which is your insurance against loss. Risk factor usually doesn’t exceed 11% for most businesses. Once you have the exact figures, you have adopted the fixed price approach, which many clients accept since they know what they will be paying.

Time constraints usually occur due to logistical hindrances, labor shortages, or failure to describe the specifics of who should handle what. To estimate time, consider the labor force available. It is best to have your team confirm their availability.

Capacity is vital in time and cost estimation. Consider whether your team has the skills to handle the detailed tasks. Estimate the time it takes to complete each task and add a buffer. Use data from similar past projects to better understand the estimated time. Once you have time and cost estimation nailed down, you can put them in the project quote template and send it to prospective customers.

Time and cost estimation are two of the hardest tasks in developing a project plan. It is important to leverage project management and forecasting tools to create near-perfect estimations that find the sweet spot between profit and achieving the project vision on time.

Final Thoughts

Project planning is essential in delivering a successful project to your client. A project quote covers the bases for cost, time, and project deliverables. Use a project quote template to detail the scope of services, cost, and time. Accurate forecasting is the backbone of any project quote.