Free Quote Generator

Quotes vs invoices — what's the difference?

A quote is an offer to supply goods or services at a specified price. It is not a request for payment — that comes later, on the invoice. A quote becomes binding once the customer accepts it, which is why the terms on your quote matter as much as on your invoice. An estimate is similar but typically less firm; it signals a likely cost rather than a fixed one. In practice, "quote" and "estimate" are used interchangeably in many Australian industries, but always be clear with your customer which one you're providing.

A professional quote should include your business name and ABN, the client's details, a clear breakdown of all line items with quantities and rates, the total amount including GST where applicable, a validity period, and your terms and conditions. For trades and construction businesses, your licence number adds credibility and is often required by the client or by state licensing authorities.

Validity periods protect you from being held to a price that no longer reflects your costs — materials prices, labour rates, and subcontractor costs can shift quickly. A 14 to 30-day validity period is standard for most Australian trades and service businesses. When the validity expires and the customer wants to proceed, issue a revised quote rather than honouring an outdated one.

GST on quotes follows the same rules as GST on invoices. If your business is registered for GST, the quote must show the GST component separately or state "Total includes GST". A quote is not a tax invoice, so the customer cannot use it to claim GST credits — they need your tax invoice for that.

How to use this quote generator

1. Enter your business name, ABN, and contact details. Add your logo for a professional finish.
2. Fill in the client's name and contact details, a quote number, the issue date, and the validity expiry date.
3. Add line items with descriptions, quantities, and unit prices. Toggle GST on or off per line item as needed.
4. Add any notes or terms, preview the quote, and download as PDF to email to your client.

How do I convert a quote to an invoice?

Once your quote is accepted, create a new invoice using the same line items and amounts. Reference the quote number on the invoice so the customer can match the two documents. In accounting software like Xero or MYOB, quotes can be converted to invoices in a single click. Using this free generator, simply recreate the document as an invoice with an invoice number and payment due date.

Can a customer hold me to a quote after it has expired?

Generally no, if the quote clearly states a validity period and the customer accepts after that date. Including a validity clause on every quote is essential. Without one, a court may consider the quote open for a "reasonable time" — which can be longer than you intended. Always include an expiry date and note it prominently on the document.

Do I include GST if my business isn't registered?

No. If your business is not registered for GST (turnover under $75,000 for most businesses), do not add GST to your quotes or invoices. Simply show the total price and note "GST not applicable — not registered for GST." Charging GST without being registered is against the law.