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Quote Template for Manufacturers

A manufacturing quote has to say more than a price: quantity breaks, lead time, validity, Incoterms and what is excluded. This template puts those on one page so the customer can issue a purchase order without a round of clarifying emails.

Fill in

Your company

Quote number

Quote date

Valid for (days)

Customer

Attention

Customer RFQ or reference

Part description

Part number / Rev

Quantity break 1

Unit price break 1

Quantity break 2

Unit price break 2

Currency

Lead time

Incoterm

Payment terms

Exclusions and assumptions

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Manufacturer Sales Quotation Template

Quotation Q-2026-03318

From: Acme Precision Ltd Date: 2026-10-20 Valid for: 30 days

To: Northfield Controls Inc. Attention: Dana Whitfield, Purchasing Your reference: RFQ 55-2210

Pricing (USD)

Part number / Rev	Description	Quantity	Unit price
PN-48213 Rev C	Valve body, 6061-T6, anodized	50	84.50
PN-48213 Rev C	Valve body, 6061-T6, anodized	250	71.20

Delivery

Lead time: 6 weeks ARO after PO and approved drawings Incoterm: FCA (Incoterms 2020)

Commercial Terms

Payment terms: Net 30 from invoice date Prices are valid for 30 days from the quote date and are subject to our standard terms and conditions of sale.

Assumptions and Exclusions

Tooling and first article inspection quoted separately. Price assumes material certs to mill standard. Taxes and duties excluded.

Acceptance

Quoted by / Date

Customer purchase order number and date / Date

Starting point only, not legal advice. Attach your standard terms and conditions and confirm material, finish and inspection requirements against the customer drawing before issuing. Add a third quantity break or tooling line by editing the exported Word file.

Quote faster from ERP cost data

Optional: we can review how your quote process could pull standard cost and capacity from the ERP.

Optional. The tool and every export work without this. No spam.

How to use the quote template

Fill in the customer, their RFQ reference, the part and revision, and two quantity breaks. Set the validity period and lead time, choose the Incoterm, and list assumptions. Export to PDF for the customer or to Word to add more lines. Number each quote from your ERP or quote log so a purchase order can reference it, and note the drawing revision so a later revision change triggers a requote.

Quote against the drawing revision you actually reviewed
Give at least two quantity breaks when volume is uncertain
State the lead time as weeks after PO and approved drawings, not from the quote date
List what is not included: tooling, FAI, freight, taxes, duties

What belongs on a manufacturer's quote

Customers compare quotes on price, lead time and risk. A clear validity date protects you from material price swings. Incoterms 2020 set who handles freight, insurance and risk, so naming one avoids disputes. Assumptions such as material certification level, inspection scope or packaging should be written down, because the buyer will assume the most generous reading if you do not.

Quote to sales order handoff

When the PO arrives, order entry should compare it line by line to the quote: part, revision, quantity, price, ship date and terms. Differences are the most common source of invoice disputes. In SAP the quote becomes a quotation document that converts to a sales order; Epicor, SyteLine, NetSuite and Dynamics all support quote conversion too. Keep the quote number on the sales order for traceability.

Common mistakes

Frequent errors are quoting the wrong revision, forgetting tooling or first article cost, using a validity period longer than your material supplier's price hold, and quoting a lead time that ignores the current backlog. A quote that is fast but wrong costs more than a slow one, so use a lead time calculation based on actual load.

Frequently Asked Questions

How long should a manufacturing quote be valid?

Commonly 30 days, shorter when raw material prices are volatile and longer for stable catalog parts. Match the validity to how long your own suppliers hold pricing, so you are not committed to a price you can no longer buy at.

Should a quote include quantity breaks?

Yes, whenever volume is uncertain. Setup cost spreads over larger runs, so unit price falls with quantity. Showing two or three breaks lets the buyer choose and often wins a larger order than the single quantity requested.

What is the difference between a quote and an order acknowledgment?

A quote is an offer that the customer may accept. An order acknowledgment is your written confirmation of a received purchase order, with the confirmed price, quantity and ship date. The acknowledgment forms the agreed record.

Do I need to attach terms and conditions?

It is good practice to reference or attach your standard terms of sale so they are part of the offer. Have your legal adviser review the wording, since this template is only a starting point.

If quoting still depends on spreadsheets and tribal knowledge, Netray can help build ERP-connected quote assistants that pull cost and load data, with human approval before anything is sent.

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