Professional Quote: Write Commercial Proposals That Convert
A well-written quote is the first step to winning a contract. Here's how to structure it to maximize your chances.
Difference Between Quote and Invoice
Quote (offer)
- Document before service
- Not mandatory (except regulated sectors)
- Binds the supplier on price
- No accounting value
Invoice
- Document after service
- Mandatory for any transaction
- Due for payment
- Accounting and tax value
Mandatory Information on a Quote
Company Identification
- Name or company name
- Complete address
- UID number (if registered CR)
- VAT number (if subject)
Client Identification
- Name or company name
- Address
Quote Content
- Unique quote number
- Issue date
- Validity date (generally 30 days)
- Detailed description of services
- Unit prices and quantities
- Amount excl. VAT, VAT, incl. VAT
- Payment terms
- Execution deadlines
Important mention: "Free quote - valid until XX.XX.2025"
Structure of an Effective Quote
1. Professional Header
- Logo
- Complete contact details
- Sober and clear design
2. Personalized Introduction
Dear Sir/Madam,
Following our discussion on XX.XX.2025, we are pleased
to submit our offer for [project].
3. Detailed Description
- Break down by phases/deliverables
- Be specific about content
- Mention what is included/excluded
Converting Quote to Invoice with ToBill
In 1 click:
- Client accepts the quote
- Open the quote in ToBill
- Click "Convert to invoice"
- Send the invoice automatically
Advantage: consistency guaranteed, no re-entry.