Equipment quote template
Specs, compatibility, and lead times buyers can actually act on.
Commercial equipment quotes live or die on detail: the right model, confirmed compatibility, delivery lead time, install, and warranty. This template keeps all of it on one document so a buyer can compare, get sign-off, and order without a dozen follow-up emails.
Who it's for
Equipment dealers, machinery and hardware suppliers, and technical sales teams quoting configured or spec'd products where accuracy protects both margin and reputation.
What to include
- Your business name, logo, ABN/GST or company number, and contact details
- A unique quote number and the issue + valid-until dates
- The customer's name, company, and billing details
- Clear line items with description, quantity, unit price, and line total
- Subtotal, tax (GST/VAT/sales tax), and a bold grand total
- Payment terms, deposit requirements, and accepted payment methods
- Scope, assumptions, and exclusions so there are no surprises later
- An acceptance block — signature or a one-click approve link
- Model numbers, specifications, and confirmed compatibility
- Lead time, delivery, installation, and warranty terms
Template structure
Copy this skeleton into your quote, or use it as a checklist before you send.
Header
- Seller and buyer details, quote #, valid-until date
- Site / delivery address and any access constraints
Equipment lines
- Model — spec summary — qty — unit price — line total
- Compatibility / required accessories confirmed per line
- Consumables, spares, or optional upgrades listed separately
Delivery & service
- Lead time and delivery method
- Installation / commissioning scope and price
- Warranty period, servicing, and support terms
Commercials
- Subtotal, freight/install, GST/tax, grand total
- Deposit, payment terms, finance option if offered
- Acceptance block and named account contact
Tips for a quote that wins
- Confirm compatibility on the quote, not in a follow-up call. It's the #1 cause of equipment-quote rework.
- Separate the machine, the install, and the consumables — buyers want to see each line.
- State the lead time as a date range. 'In stock' or 'ships in 2–3 weeks' beats silence every time.
FAQ
What should a commercial equipment quote always include?
Model and specifications, confirmed compatibility, quantity and unit price, lead time and delivery, installation scope, warranty terms, and a clear tax-inclusive total with payment terms.
How do I quote equipment with configurable options?
List the base unit, then each option as its own line with its own price so the buyer can see what's included and adjust. QuoteMate applies your configuration and pricing rules automatically so options never fall out of policy.