UK trade quote

A UK quote template you can send the same day

Most UK trade quotes fall over on the same three things: no validity date, no split between labour and materials, and VAT buried in one round number. This worked example fixes all three, and it opens in the editor so you can price your own job over the top of it.

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That link opens the real editor, not a preview. Sign in with Google and this example loads as an editable draft using your own currency and VAT defaults.

The worked example

Plumbing and heating · Replace a leaking bathroom radiator and alter the feed pipework.

Quote forM. Okonkwo

18 Cavendish Row, Sheffield S11

Issued: 3 Aug 2026
Valid until: 2 Sep 2026

Example quote lines for Replace a leaking bathroom radiator and alter the feed pipework
Work and materials	Qty	Unit price	Line total
Labour — two days, first and second fix	2	£280.00	£560.00
Replacement radiator, TRV, lockshield and brackets	1	£215.00	£215.00
Copper pipe, fittings, inhibitor and sundries	1	£64.00	£64.00
Removal and disposal of the old radiator	1	£45.00	£45.00
Subtotal			£884.00
VAT at 20%			£176.80
Total			£1,060.80

Customer-facing note

Prices hold for 30 days from the issue date. Work is booked once you confirm in writing. Anything found behind the existing panel that changes the scope is priced and agreed with you before it is started. Invoice payment is due 14 days from the invoice date.

Figures are an original example in GBP at 20% VAT. Nothing here is a real customer, a real price, or a recommended rate — price your own work.

What this template gets right

A validity date the customer can see
The quote carries an issue date and a valid-until date, so a price you gave in March is not held against you in August. Thirty days suits most material-heavy work.
Labour and materials priced apart
Separate lines for days on site and for parts make a price easy to compare and easy to defend. They also make a variation simple to add later.
One VAT line, shown separately
The subtotal, the VAT at your rate, and the total are printed as three figures. Set the rate to 0 if you are not VAT registered and the line still reads honestly.
Terms written for a customer, not a lawyer
Short wording covering how long the price lasts, how a change of scope is handled, and when the invoice falls due.

How it moves through EstimateBird

Load the example, swap in your customer, site, and figures, and save it as a draft quote with a numbered reference.
Email it from EstimateBird, or mark it sent if you handed it over on site.
When the customer accepts through their own link, convert the accepted quote into a separately numbered invoice.

What it will not do

Worth knowing before you build a business process on it.

Set your own VAT rate in company settings — EstimateBird holds one rate per document, not a mix of rates on the same quote.
The wording here is a starting point, not legal advice. Consumer cancellation rights, deposits, and retention rules depend on how and where you sell.
EstimateBird is not accounting, tax, or legal advice, and it makes no HMRC, Making Tax Digital, or certified-signature claim.

Questions about this quote template uk

Does this quote template work if I am not VAT registered?

Yes. Set the VAT rate to 0 in company settings or on the quote itself. The document then shows a subtotal and a total with a zero VAT line, and no VAT number is printed unless you have entered one.

How long should a UK trade quote stay valid?

The example uses 30 days, which covers most jobs where material prices move. You can set any date. EstimateBird shows the valid-until date on the customer's copy but does not expire the quote automatically.

Can the customer accept the quote in writing?

Yes. Emailing the quote gives the customer a private link where they type their name and email to acknowledge it. That acknowledgement is stored with a timestamp on the document. It is a record of agreement, not a qualified electronic signature.

Other worked templates

Price your own version of this job

The example opens as an editable draft. Change the lines, save it, and send it for the customer’s acknowledgement.

Open the editor