Swiss quote template to download
A ready-to-fill quote template, in Word or Excel, built for Swiss practice: full contact details, a validity period, itemised work and VAT at the standard 8.1% rate. A clear quote cuts down on back-and-forth and becomes the written basis of the job once accepted.
Free · no sign-up · no email required
Both files share the same structure: six line-item rows, a totals block, a validity period and a reminder that a quote is not binding until accepted. Pick Word to write by hand, Excel to let the spreadsheet add up the lines.
Quote example — template preview
This is the exact structure of the downloaded file, shown here with a renovation example. The shaded areas are the ones you complete.
Your details
Parquets Nicolet Sàrl
Chemin des Vignes 8
1032 Romanel-sur-Lausanne
UID number: CHE-123.456.789
VAT number: CHE-123.456.789 MWST
QUOTE
Quote number
2026-042
Client
Ms Claire Bovet
Rue de Bourg 21
1003 Lausanne
- Date
- 12.03.2026
- Valid until
- 30 days
- Reference
- Living room and hallway
| Description | Quantity | Unit price | Total |
|---|---|---|---|
| Sanding and restoring parquet flooring (m²) | 45 | 38.00 | 1'710.00 |
| Two-coat sealing (m²) | 45 | 22.00 | 990.00 |
| Travel and furniture protection | 1 | 300.00 | 300.00 |
| … | |||
- Total excl. VAT
- 3'000.00
- VAT 8.1%
- 243.00
- Total incl. VAT (CHF)
- 3'243.00
A quote is not an invoice: it only becomes binding once the client accepts it in writing. Always state a validity period and the payment terms.
What a Swiss quote should contain
A quote is not bound by the same formal rules as an invoice, but three items decide what it is worth: the validity period, the statement that it is not binding before written acceptance, and the payment terms. The rest builds your credibility and heads off misunderstandings.
- Validity period
- State how long your prices hold, typically 30 days. After that you are no longer tied to the figure quoted, which protects you against rising material costs or a filling order book.
- Not binding before written acceptance
- Say in plain words that the document is an offer and only becomes binding once the client accepts it in writing, by signature or by email. That sentence is what separates a quote from a firm commitment.
- Payment terms
- Payment deadline, any deposit due on order, staged payments for larger jobs and late-payment interest where applicable. Accepted along with the quote, these terms then carry over to the invoice.
- Name and address of both parties
- Your company name and full address, and the client's as well. A quote addressed to a company must carry the recipient's exact registered name.
- Itemised description of the work
- One line per item, with quantity and unit price. That level of detail is what makes your quote comparable to a competitor's and limits arguments about what was included.
- Amount and VAT rate
- If you are VAT-registered, show the net total, VAT at the applicable rate — 8.1% standard in 2026 — and the gross total. If you are not, show a single amount with no mention of VAT.
- What is excluded
- Travel costs, waste disposal, unforeseen work, options priced separately. Naming exclusions up front beats discovering them on the final invoice.
From quote to invoice
Once the quote is accepted, carry its content across to your invoice unchanged: same lines, same amounts, with a reference to the quote number. Any additional work needs a written variation or a fresh quote — never a quiet extra line on the final invoice.
Filling in the quote template in 4 steps
Allow about fifteen minutes for a first quote, and considerably less afterwards once you have saved the file as your base.
- 1Complete the headerFill the "Your details" block with your company name, address and, if you are registered, your UID and VAT numbers. Save the file under a generic name: this header will not change again.
- 2Add the client, the date and the validityEnter the client's full address, the issue date and the validity period — 30 days in the template. Assign a unique quote number: it is the one you will reference on the invoice.
- 3Itemise the workOne line per item, with a precise description, a quantity and a unit price. The template provides six rows; duplicate one to add more. Put options the client may decline on their own separate lines.
- 4Add your terms and send as PDFTotal up the net amount, apply 8.1% VAT if you are registered, then complete the footer with your payment terms and the written-acceptance clause. Send the quote as a PDF and get written agreement before starting.
Why move from a Word template to online quoting
A Word or Excel file stops at the moment you send it. It does not tell you whether the quote was opened, does not chase the client after ten days, and does not turn into an invoice in one click. On back-to-back jobs, that follow-up is what you miss most.
- An accepted quote converts into a QR invoice with no retyping: same lines, same client, continuous numbering.
- You can see the status of every quote — sent, accepted, expired — instead of digging through your inbox.
- Your templates, clients and services are saved once and for all, which makes the next quote very quick to produce.
To Bill costs CHF 30 per month or CHF 300 per year, everything unlimited, with a 7-day free trial.
FAQ
Is a quote binding in Switzerland?
Until the client accepts it, a quote remains an offer. It becomes binding on acceptance, ideally in writing: a signed document or a confirmation email. That is why the template explicitly states that it is not binding before written acceptance, and carries a validity period beyond which your prices no longer hold.
How long should a quote stay valid?
Thirty days is the most common practice and the value written into the template. Shorten it if your material costs move quickly; extend it for a project whose approval takes several rounds inside the client's organisation.
Can I invoice an amount different from the quote?
Only if the client agreed to the change in writing before the work was done. Any additional work needs a variation or a new quote. An invoice that exceeds the accepted quote without prior agreement is the leading cause of disputes on small jobs.
Should VAT appear on a quote?
If you are VAT-registered, yes: show the net amount, the rate applied and the gross total, so the client knows exactly what they will pay. If you are not registered, show no rate or VAT amount at all and quote a single figure.
Does the template work without Microsoft Office?
Yes. The .docx file opens in LibreOffice Writer, Pages and Google Docs; the .xlsx file in LibreOffice Calc, Numbers and Google Sheets. Formatting may shift slightly, but the structure stays the same.