Project Service Quotation
Agencies and consultants quoting a project in phases with deliverables.
- Phases and deliverables
- Hours x rate or fixed fee per line
- Deposit due on acceptance
- Revision and timeline terms
Word, Excel & PDF · Free
Service Quotation Format for Agencies and Service Businesses
Five service quotation formats for how you actually price: by project, by the hour, monthly retainer, annual maintenance (AMC) and freelance. Plus a filled GST sample with the math worked out.
4.8/5 on G2 · Our quotation generator is used by 50,000+ people · Updated October 2026What is a service quotation format?
A service quotation format is a quotation for work rather than goods: it lists the scope, deliverables or tasks, how they are priced (fixed fee, hours x rate or monthly), tax, payment terms and what is excluded.
Quoting services is different from quoting products. There is no unit price on a shelf, so the quote has to make the scope clear: what is included, what is not, how many revisions, and when you get paid. Choose the format that matches your pricing model below, then add your scope and terms.
- Priced by project, hours, monthly retainer or annual contract
- Scope, exclusions and revision limits in writing
- Deposit due on acceptance
- Excel versions calculate tax, totals and deposits
- Free for commercial use, no email required
Download a Service Quotation Format
Pick the format that matches how you charge. Each one comes in Word and PDF, and in Excel with working formulas.
Hourly Service Quotation
Work billed by time, where you quote estimated hours per task.
- Task, hours, rate and amount
- Discount, tax and total
- Deposit due on acceptance
- Note on estimates vs actual hours
Monthly Retainer Quotation
Ongoing monthly services such as social media, SEO or support.
- Service, monthly allowance, hours and fee
- Tax, monthly total and setup fee
- Minimum term and contract value (Excel)
- Extra hours and rollover terms
Maintenance (AMC) Quotation
Annual maintenance contracts for equipment, IT systems or premises.
- Equipment, qty, visits per year and annual rate
- GST shown separately
- Response time and visit terms
- Contract period and payment schedule
Freelance Quotation
Freelancers and solo creatives quoting a project with a deposit.
- Deliverables with hours x rate
- Deposit due on acceptance
- Optional extras kept out of the total
- Revision and file handover terms
Sample Service Quotation: A Filled-In Example
Brightline Digital in Bengaluru quoting a social media retainer to Kavya Home Decor in Pune. Quotation QT-2026-0042, dated 20/10/2026, valid until 19/11/2026. Dates are DD/MM/YYYY.
| # | Service | SAC | Qty | Rate (₹) | Taxable (₹) |
|---|---|---|---|---|---|
| 1 | Social media management (monthly) | [SAC] | 1 | 45,000 | 45,000 |
| 2 | Reels production | [SAC] | 4 | 6,000 | 24,000 |
| 3 | Brand setup (one-time) | [SAC] | 1 | 15,000 | 15,000 |
| Taxable value | 84,000 | ||||
| IGST @ 18% | 15,120 | ||||
| Total | 99,120 | ||||
| Deposit due on acceptance (50%) | 49,560 |
In words: Rupees Ninety-Nine Thousand One Hundred Twenty only. Karnataka to Maharashtra is inter-state, so IGST applies. For a client in Karnataka it would be CGST 9% (₹7,560) plus SGST 9% (₹7,560), the same total. The GSTIN shown on a real quote would be your own; never copy a sample one.
How to Price Services on a Quotation
The format follows the pricing model. Not sure what to charge? Try the service pricing calculator or the freelance rate calculator.
| Model | How it works | Best for | Format to use |
|---|---|---|---|
| Fixed fee | One price per phase or deliverable | Clear, well-defined projects | Project service quotation |
| Hourly | Estimated hours x hourly rate per task | Work whose size is uncertain | Hourly service quotation |
| Retainer | A monthly fee for an agreed set of services | Ongoing work: social, SEO, support | Monthly retainer quotation |
| Annual contract | A yearly fee per item with scheduled visits | Maintenance of equipment or systems | AMC quotation |
| Value-based | A price tied to the result for the client | High-impact strategic projects | Project service quotation, priced per phase |
What to Include in a Service Quotation
| Field | What to write | Example |
|---|---|---|
| Scope | The services and deliverables, specific enough to check | 12 posts and 4 reels per month |
| Exclusions | What is not included | Ad spend and paid influencers excluded |
| Revision rounds | How many rounds per deliverable, and the rate for more | 2 rounds, then ₹1,500 per hour |
| Timeline | Start date, milestones or monthly schedule | Starts 1 November, reports on the 5th |
| Price and tax | Fee per line, tax rate and total | ₹84,000 + IGST 18% |
| Deposit | What is due on acceptance | 50% on acceptance |
| Validity | How long the quote holds | Valid until 19/11/2026 |
| Change requests | How extra work is quoted and approved | Quoted separately, approved in writing |
| SAC code | The services accounting code, if you are GST-registered | [SAC code], confirm with your CA |
| Acceptance | How the client accepts: signature or written confirmation | Signed and returned, or accepted online |
SAC Codes for Common Services
GST-registered businesses in India show a SAC code for each service. These codes are from the official CBIC services classification. Check which code fits your exact service with your CA before you use it.
| SAC | Service |
|---|---|
| 998311 | Management consulting and management services |
| 998312 | Business consulting services, including public relations |
| 998313 | Information technology (IT) consulting and support services |
| 998314 | Information technology (IT) design and development services |
| 998315 | Hosting and IT infrastructure provisioning services |
| 998361 | Advertising services |
| 998391 | Specialty design services |
| 998713 | Maintenance and repair services of computers and peripheral equipment |
Not GST-registered? Leave out the GSTIN and tax lines and write "not registered under GST" on the quote. Most professional services are taxed at 18%.
AMC Quotation Format
An AMC (annual maintenance contract) quotation prices a year of upkeep for equipment, IT systems or premises. List each item with its quantity, the number of preventive visits a year and the annual rate, then show GST separately.
Buyers compare AMC quotes on the terms as much as the price, so spell out the response time for breakdowns, whether spare parts are included, the contract period and the payment schedule, usually in advance or quarterly. The AMC quotation template above has these terms ready to edit.
How to Make a Service Quotation
1
Pick the format for your pricing model
Project, hourly, retainer, AMC or freelance, and open it in Word or Excel.
2
Add both parties
Your business details and GSTIN if registered, then the client's name, company and address.
3
Describe the scope
List each service or task specifically, and write what is excluded. Attach a scope of work for bigger projects.
4
Price each line
Enter the fee, hours and rate, or monthly fee. In Excel, amounts and totals calculate on their own.
5
Add tax, deposit and terms
Set the tax rate, the deposit due on acceptance, revision limits and the validity date.
6
Send it as a PDF
Use File > Save As > PDF and email it, or send it from Taskip so the client can accept it online.
Tips for Service Quotations Clients Accept
- List exclusions as clearly as inclusions. Most scope disputes come from an assumed extra.
- Put revision limits in writing, with the rate for extra rounds.
- Ask for a deposit on acceptance, so the client commits before you start.
- Attach a scope of work for anything bigger than a few lines.
- Add standard terms from these quotation terms and conditions.
- Selling goods or materials rather than services? Use the price quotation format.
Related Templates & Free Tools
Free Quotation Templates
Standard, service, sales, freelance, construction and GST templates in Word, Excel and PDF.
Quotation Format in Word
Eight editable .docx quotation formats.
Quotation Format in Excel
Quotation formats with automatic totals and GST.
Price Quotation Format
Itemized, rate list, letter and GST price quotations.
Quotation Terms & Conditions
40+ copy-ready clauses.
Free Quotation Generator
Fill in a quote online, 3 designs and 39 currencies, PDF in minutes. Used by 50,000+ people.
Service Quotation Format FAQs
How do I write a quotation for services?
Pick a format that matches how you price, add both parties, describe the scope and exclusions, price each line, then add tax, the deposit, revision limits and a validity date before sending it as a PDF.
What is a service charge quotation?
A quotation that sets out the charges for a service, such as installation, repair or ongoing support, rather than the price of goods. It usually lists each service with its fee, tax and payment terms.
Should a service quotation include GST?
If you are GST-registered, yes. Show the SAC code, the taxable value and GST: CGST and SGST for a client in your state, or IGST for a client in another state.
What is an AMC quotation?
An annual maintenance contract quotation prices a year of maintenance for equipment or systems: the items covered, scheduled visits, response time, the annual fee and GST.
Should I send a quotation or a proposal for services?
Send a quotation when the client already knows what they want and needs a price. Send a proposal when you still need to explain your approach and win the work, then follow it with a quote.
Can I convert a service quotation into an invoice?
Yes. Copy the same lines into an invoice once the client accepts, or use Taskip Quotations, which converts an accepted quote into an invoice in one click.