Invoice and billing document template
Quotation template
A price quotation with the same automatic VAT and total calculation as the invoice, plus a validity date and lead time so it can never be mistaken for a tax invoice. Copy the field reference, download the Excel workbook, or send a personalized quote to every prospect on your list at once.
E-invoicing notice
A spreadsheet or PDF invoice generated here is not a structured e-invoice. Germany, Italy, Poland, France, and Spain each require, or are actively phasing in, a specific electronic format (like XRechnung, FatturaPA, KSeF, Factur-X, or Verifactu) delivered through a government platform or accredited network, not an emailed spreadsheet or PDF. Check whether your country's mandate already applies to your business before relying on this template for a sale that has to be reported that way.
A quotation is a priced offer a business sends before a sale is agreed: the line items, unit prices, and total a prospect would pay if they accept, plus how long the offer stands and how soon the work or delivery could start. It is explicitly not a tax invoice and creates no payment obligation on its own.
Sales and quoting teams often price the same handful of packages for many prospects in a row. Upload this workbook as an Excel template to MailMergic, upload a spreadsheet with one row per prospect and their line items, and generate one personalized, correctly totaled quote per row.
What is inside the Excel download
More than a plain spreadsheet an AI chat can improvise: a complete, formula-driven workbook built for billing and shipping teams who use it for real.
- The same five-line VAT, net, and gross formula layer as the invoice, so a quoted total is never off by a manual addition error.
- A Valid until date and a Lead time field up front, so the prospect knows the price is not indefinite.
- An explicit line stating this is an offer only and not a tax invoice, so a quote never gets filed or paid as though it were one.
- Native @token merge fields already wired for sending priced quotes to a whole list of prospects at once.
Field reference
Copy the plain field list below, or download the formatted Excel workbook with the formulas and layout built in.
QUOTATION - FIELD REFERENCE Spreadsheet columns, not letter prose: every @token below is bound to a cell in the workbook, listed in the order it reads down the page. Your own business details (name, address, VAT ID, bank details) are typed directly into the template and are not @tokens, so they are not listed here. DOCUMENT DETAILS @quote_number QUO-2026-0092 @document_date August 12, 2026 @valid_until September 11, 2026 @lead_time 3 to 4 weeks @currency EUR PREPARED FOR @buyer_name Norwood Design Studio @buyer_address 14 Ashfield Lane, Bristol BS1 4TR, United Kingdom @buyer_vat_id GB741852963 LINE ITEMS (Description / Qty / Unit price; VAT, Net, and Gross calculate automatically) @item1_desc Brand identity workshop @item1_qty 2 @item1_price 850.00 @item2_desc Design system documentation @item2_qty 1 @item2_price 1200.00 @item3_desc Icon set license @item3_qty 1 @item3_price 350.00 @item4_desc Style guide printing (20 copies) @item4_qty 20 @item4_price 6.50 @item5_desc Kickoff workshop travel expenses @item5_qty 1 @item5_price 145.00 PAYMENT @payment_terms 30 days net @notes Thank you for your business.
Merge fields: one spreadsheet column each
Filled per document row in a bulk run, straight from your billing spreadsheet.
@quote_numberQUO-2026-0092@document_dateAugust 12, 2026@valid_untilSeptember 11, 2026@lead_time3 to 4 weeks@currencyEUR@buyer_nameNorwood Design Studio@buyer_address14 Ashfield Lane, Bristol BS1 4TR, United Kingdom@buyer_vat_idGB741852963@item1_descBrand identity workshop@item1_qty2@item1_price850.00@item2_descDesign system documentation@item2_qty1@item2_price1200.00@item3_descIcon set license@item3_qty1@item3_price350.00@item4_descStyle guide printing (20 copies)@item4_qty20@item4_price6.50@item5_descKickoff workshop travel expenses@item5_qty1@item5_price145.00@payment_terms30 days net@notesThank you for your business.Before you send this quote
- 1.Set a validity date you can actually honor if the prospect accepts near the deadline.
- 2.Confirm the lead time reflects current capacity, not a generic estimate.
- 3.Check the VAT rate assumption in the formula matches the buyer's country and the goods or service quoted.
- 4.Keep the not-a-tax-invoice line intact so a signed quote is never mistaken for a billable invoice.
- 5.Reissue a fresh quote, rather than editing an expired one, once the validity date passes.
When to use this template
Sales teams pricing multiple prospects
Send a consistent, correctly totaled quote to every prospect in a pipeline from one spreadsheet.
Project-based and custom-order businesses
Quote a batch of custom jobs with different line items, quantities, and lead times in one run.
Quote-to-invoice workflows
Reuse the same line items and buyer details from an accepted quote when you build the eventual invoice.
Generate it for your whole list at once
One document, one spreadsheet, one personalized, correctly totaled copy per row. That is what MailMergic is for.
Upload the workbook template
Use the Excel download as-is, or edit it first. The @token merge fields and formulas are already in place.
Upload your billing spreadsheet
One row per document: buyer, line items, dates, whatever it needs. Excel, CSV, and Google Sheets all work.
Generate and deliver
One personalized, correctly totaled document per row. Download them all as PDFs, or email each customer with delivery and open tracking.
Quotation FAQ
Is a quotation legally binding?
What is the difference between a quotation and a proforma invoice?
Can I turn a quotation into an invoice?
Can I send quotes to a whole list of prospects at once?
Other invoice and billing templates
Invoice
A five-line invoice that calculates VAT, subtotal, and the total due automatically as you fill in each row.
Receipt
Confirms an amount received against an invoice, with the payment method and date.
Purchase order
Confirms what you are buying, from whom, and where it should be delivered, with the total calculated for you.
Proforma invoice
An estimated total and delivery terms a buyer can use for a deposit, an import, or a letter of credit, marked as not a VAT invoice.
Statement of account
An opening balance plus five transactions with the running balance calculated for you, ending in a closing balance to check against your records.
Credit note
Reduces a specific invoice by a stated amount and reason, calculated with the same VAT and total formula as the invoice it corrects.
Commercial invoice
The customs declaration fields an export shipment needs (HS code, incoterms, country of origin, weight), with the declared value calculated for you.
Packing list
What is inside a shipment and how it was packed, carrier and tracking included, with no prices or amounts.
Delivery note
What was delivered and a signature confirming it arrived in good condition, with no prices or amounts.
All invoice and billing templates
Browse the full set of free invoice and billing templates.
These templates and country tables are general information, not legal advice, and not tax advice. VAT and invoicing rules vary by country and change often, and several of the countries in the table are actively phasing in new e-invoicing mandates. Confirm the current requirements for your jurisdiction, or consult a tax advisor or accountant, before relying on them for a real invoice.