Quick Answer
Download our free ServiceM8 quote template below in Word or PDF format. It includes itemised labour and materials, automatic VAT calculations, professional terms and conditions, and a clear acceptance section. If you already use ServiceM8, you can build this directly inside the app using their built-in quoting tools, which sync quotes to jobs and let customers accept online.
Table of Contents
ServiceM8Why Professional Quotes Win More Jobs
Most tradespeople lose jobs before they even start the work. The quote goes out late, looks rushed, or misses key details. The customer goes with someone else, not because they were cheaper, but because they looked more professional.
A clean, well-structured quote tells customers three things: you take your work seriously, you have nothing to hide on pricing, and you are organised enough to deliver on time. That matters more than most trades realise. According to ServiceM8's own data, tradespeople using their quoting tools convert roughly one in three quotes into paying work. The ones sending scribbled estimates on the back of a receipt? Nowhere close.
The biggest mistakes on trade quotes are simple ones. Missing VAT breakdowns. No clear scope of work. Vague payment terms that lead to arguments later. Our template fixes all of these with a structured layout that covers every section a professional UK trade quote needs.
The Real Cost of Bad Quotes
If your win rate is 25% instead of 33%, that is one lost job for every twelve quotes you send. At an average job value of £800, that is £800 per month walking out the door because your quote did not look the part.
Download the Free Quote Template
Both versions contain the same professional layout with itemised pricing, VAT calculations, terms and conditions, and a customer acceptance section. The Word version is fully editable so you can add your logo, change colours, and adjust sections. The PDF is ready to print or email as-is.
Word Document (.docx)
Fully editable template. Add your company logo, customise colours, adjust line items and T&Cs to match your trade. Works with Microsoft Word, Google Docs, and LibreOffice.
Download Word VersionPDF Version (.pdf)
Print-ready format with professional styling. Fill in your details by hand or use a PDF editor. Ideal for tradespeople who want a quick, polished quote without editing software.
Download PDF VersionAlready Using ServiceM8?
You can skip the template entirely and build quotes directly inside the app. ServiceM8's built-in quoting syncs to jobs, lets customers accept online, and tracks quote status automatically. We cover this in detail in the Quoting Inside ServiceM8 section below.
What Is Included in the Template
Every section in this template exists for a reason. Here is what you get and why each part matters for winning work.
Company Header
Your business name, logo, address, phone number, email, and company registration or sole trader details. This establishes credibility and makes it easy for customers to contact you.
Customer Details
Customer name, property address, phone number, and email. Getting the site address right avoids confusion on multi-property jobs and ensures your quote reaches the right decision-maker.
Quote Reference and Date
A unique quote number (e.g. QT-2026-001) and the date issued. This helps you track quotes, follow up on time, and avoid duplicate or conflicting versions.
Scope of Work
A clear, plain-English description of exactly what work is included. This is where most disputes start, so be specific: "Supply and install 1x Vaillant ecoTEC Plus 832 combi boiler" is far better than "Install new boiler".
Itemised Pricing
Line-by-line breakdown of labour, materials, and any other costs. Columns for description, quantity, unit price, and line total. Customers trust itemised quotes because they can see where their money goes.
VAT Calculation
Subtotal, VAT amount (at 20% standard rate or 5% reduced rate for qualifying energy-saving work), and grand total. If you are VAT-registered, this is a legal requirement. If you are not, the template clearly states "Not VAT registered".
Payment Terms
When payment is due, accepted methods (bank transfer, card, cash), and any deposit requirements. Clear payment terms prevent awkward conversations and late payments.
Terms and Conditions
Quote validity period (typically 30 days), warranty details, cancellation policy, and liability limitations. These protect both you and your customer.
Customer Acceptance
Signature line, printed name, and date. Once signed, this turns your quote into a binding agreement, giving you legal protection if the customer disputes the work later.
How to Customise Your Quote Template
The Word version is designed to be edited. Here is how to make it your own in under ten minutes.
- Add your logo: Replace the placeholder image in the header with your company logo. In Word, right-click the image, select "Change Picture", and choose your logo file. Resize to roughly 150px wide.
- Fill in company details: Replace the placeholder text with your business name, address, phone number, email, and any registration numbers (Companies House, Gas Safe, NICEIC, etc.).
- Set your payment terms: Update the payment section with your standard terms. Common options: 50% deposit on acceptance, balance on completion. Or 100% on completion within 14 days.
- Adjust the T&Cs: Review the terms and conditions section. Update the quote validity period (we default to 30 days), warranty period, and any trade-specific clauses your work requires.
- Customise line items: Add or remove rows in the pricing table to match your typical job types. Plumbers might add a "Materials" section; electricians might separate "First fix" and "Second fix" labour.
- Save as a template: Once customised, save the file as a Word Template (.dotx) so you can create new quotes from it without overwriting your master copy.
Pro Tip: Save Multiple Versions
Create separate templates for different job types. A boiler install quote needs different line items than a bathroom refit. Having pre-built templates for your common jobs cuts quoting time from 30 minutes to under 5.
Quoting Directly Inside ServiceM8
If you already use ServiceM8, you do not need a Word template at all. The app has built-in quoting that links directly to your jobs, customers, and invoicing. Here is what it offers and which plan you need.
Standard Quoting (All Paid Plans)
Every paid ServiceM8 plan (from Lite at £8/month) includes basic quoting. You can create quotes from a job, add line items for labour and materials, set quantities and prices, and email the quote as a branded PDF. When the customer approves, you convert it to an invoice with one tap. ServiceM8 tracks quote status (draft, sent, accepted, declined) so you always know where each job stands.
Proposals Add-on (Growing Plan and Above)
From the Growing plan (£59/month), you unlock Proposals. This is a WYSIWYG builder that lets you create rich, multi-page documents with photos, multiple-choice options, and optional extras customers can select themselves. It includes a smart writing helper powered by AI that suggests professional descriptions for your services. Proposals are ideal for larger jobs where you need to present options, such as "Standard boiler" vs "Premium boiler with extended warranty".
Auto-Quote (100+ Completed Jobs)
Once you have completed at least 100 jobs in ServiceM8, the Auto-Quote feature unlocks. It analyses your pricing history and automatically suggests line items and prices for new quotes based on similar past work. ServiceM8 reports this saves tradespeople an average of 3.5 hours per week on quoting. It is not a replacement for reviewing each quote, but it gives you a strong starting point instead of building from scratch every time.
ServiceM8 UK Pricing (March 2026)
Free: £0 (limited jobs) | Lite: £8/mo | Starter: £25/mo | Growing: £59/mo | Premium: £119/mo | Premium Plus: £269/mo. All prices exclude VAT. Quoting is included on all paid plans. Proposals require Growing or above. If you are just starting out, the Starter plan at £25/month covers quoting, invoicing, and scheduling for most sole traders.
For tradespeople already tracking jobs in ServiceM8, our free ServiceM8 invoice template covers the invoicing side, and the job report form template handles site documentation.
Template vs ServiceM8 Built-in Quoting
| Feature | Word/PDF Template | ServiceM8 Quoting |
|---|---|---|
| Cost | Free | From £8/month |
| Setup time | 10 minutes | 30-60 minutes |
| Online acceptance | No (manual signature) | Yes (email link) |
| Job tracking | Manual (spreadsheet/diary) | Automatic (linked to job) |
| Quote-to-invoice | Re-type into invoice | One-tap conversion |
| Auto-pricing | No | Yes (after 100+ jobs) |
| Customer follow-up | Manual reminders | Automated status tracking |
| Best for | Sole traders, low volume | Growing businesses, 10+ quotes/week |
UK Legal Requirements for Trade Quotes
Getting the legal side right protects you and builds customer confidence. Here are the key requirements for UK trade quotes.
Quote vs Estimate
A quote is a fixed price. Once the customer accepts it, you are legally bound to complete the work at that price unless the scope changes. An estimate is a rough guide that can go up or down. Always make clear which one you are providing. Our template uses "Quotation" in the header and includes acceptance terms, making it a binding quote once signed.
VAT Requirements
If you are VAT-registered (mandatory above £90,000 turnover), your quotes must show the VAT amount separately. The template calculates this automatically at 20% standard rate. For qualifying energy-saving installations (heat pumps, solar panels, insulation), a reduced 5% rate may apply. If you are not VAT-registered, the template clearly states this so customers are not confused by the absence of a VAT line.
Consumer Rights
Under the Consumer Rights Act 2015, work must be carried out with reasonable care and skill, and materials must be of satisfactory quality. Your quote should reference these rights rather than try to exclude them. Our T&Cs section includes standard warranty clauses that comply with consumer law.
Cooling-Off Period
If you sell services at the customer's home (which most tradespeople do), the Consumer Contracts Regulations 2013 give customers a 14-day cooling-off period to cancel. You can start work sooner if the customer gives written consent, but they must be informed of their cancellation rights. The acceptance section in our template covers this.
Watch Out: Quote Validity
Always set an expiry date on your quotes. Material prices can change quickly, especially for copper, timber, and electrical components. Our template defaults to 30 days, which is standard for most trades. For large projects with volatile material costs, consider reducing this to 14 days.
If you are working on pricing strategy more broadly, our guide on project-based vs day rate vs per-square-metre pricing breaks down which model works best for different trade specialisms.
Helpful Videos
Adding Sections to Quotes & Invoices
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Proposals with ServiceM8
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5 Ways to Quote & Invoice Faster
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How to Quote for Jobs Like a Pro
ToolBox Talk For Electricians
ServiceM8 Introduction & Demo
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How to Use the Bundles Add-on
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What the Community Thinks
Frequently Asked Questions
Yes. Once a customer accepts your quote (by signing it or accepting online), it becomes a legally binding contract. You are obligated to complete the work at the quoted price. An estimate, by contrast, is not binding and can change. Always make clear whether you are providing a quote or an estimate.
No. If you are not VAT-registered, you should not charge or display VAT. However, it is good practice to state "Not VAT registered" on your quote so customers understand why there is no VAT line. Our template handles this automatically.
30 days is standard for most trades. For jobs with volatile material costs (copper piping, timber, electrical cable), consider 14 days. For large projects quoted months in advance, include a materials price adjustment clause rather than extending the validity period.
Absolutely. While this template is designed with ServiceM8 users in mind, the Word and PDF versions work independently of any software. You can use them with Tradify, Jobber, simPRO, or no software at all. The structure follows UK trade quoting standards regardless of which platform you use.
For jobs over £500, a deposit is common and sensible. Typically 25-50% on acceptance, with the balance on completion. This covers your material costs and confirms the customer is committed. Always state deposit terms clearly on the quote so there are no surprises.
For help using AI to speed up your quote writing, our guide on using ChatGPT to write quotes that win jobs shows practical prompts for generating professional descriptions and scope-of-work text.
Key Takeaways
- Professional quotes win more work. A clean, itemised quote with clear T&Cs builds trust before you pick up a tool.
- Our free template includes everything a UK trade quote needs: company details, itemised pricing, VAT calculations, payment terms, T&Cs, and customer acceptance.
- ServiceM8 users can quote directly inside the app with online acceptance, quote-to-invoice conversion, and automatic pricing after 100+ jobs.
- Always set an expiry date on quotes. 30 days is standard, but consider 14 days for volatile material prices.
- Under UK law, a signed quote is a binding contract. Make sure your scope of work is specific enough to avoid disputes.
Our Verdict
If you are a sole trader or just starting out, download the Word template, customise it with your details, and start sending professional quotes today. It costs nothing and takes ten minutes to set up. If you are doing 10+ quotes per week and want online acceptance, job tracking, and automatic pricing, ServiceM8's built-in quoting is worth the investment from £8/month. Either way, stop sending rough estimates on WhatsApp. A proper quote is the cheapest marketing tool you will ever use.
Best for: UK sole traders and small trade businesses who want to look professional and win more work
Time saved: 20-30 minutes per quote using templates; up to 3.5 hours per week with ServiceM8 Auto-Quote
Cost: Template is free; ServiceM8 quoting starts at £8/month
Setup time: 10 minutes for the template; 30-60 minutes for ServiceM8
Need an estimate spreadsheet with auto-calculated margins? Check out our free job estimate spreadsheet template that calculates labour, materials, and profit margins automatically.
