A prospective client messages you: “How much for a store design?” You reply on WhatsApp: “SAR 8,500.” A month into the work, the client asks for extra pages and endless revisions, insisting they’re “part of the deal”, and delays the final payment because “we never agreed a date”. The problem wasn’t only the client — it was the absence of a clear quote setting out what the price includes and what it doesn’t.
A quote isn’t just a number. It’s a document that persuades the client of your work’s value, sets expectations and protects you. This guide explains how to write one for freelancers and small businesses.
This article is guidance, not legal or tax advice. For large contracts consult a legal professional, and for tax invoicing rules refer to the Zakat, Tax and Customs Authority (ZATCA) or a certified accountant.
Quote, invoice and tax invoice: what’s the difference?
| Document | When it’s used | Note |
|---|---|---|
| Quote | Before work starts, to set out scope and cost | Not a payment request; has a validity period |
| Simple invoice | After delivery or when a payment falls due | Suits transactions that don’t require a tax invoice |
| Tax e-invoice | For VAT-registered businesses subject to e-invoicing | In Saudi Arabia, issued from a system that meets ZATCA requirements |
If you’re VAT-registered, the official invoice to your client must come from a certified invoicing system. A quote, on the other hand, can be prepared with any tool, because it isn’t an invoice.
The elements of a professional quote
1. Both parties’ details
Your name or business and contact details, the client’s name and organisation, and your VAT number if you’re registered. Simple, but it gives the document weight.
2. Number, date and validity
A sequential number (Q-0001, for example) for easy reference, the issue date, and a specific “valid until” date. Validity protects you from a client who returns six months later expecting the old price despite changed costs.
3. Scope of work: the most important part
Spell out what the price includes: the number of pages or designs, rounds of revisions, the files the client will receive and the timeline. Also state what it does not include: copywriting, product photography, platform subscriptions or paid ads. Most disputes start from an unwritten scope.
4. Line items and prices
Split the price into clear items rather than one number: storefront design, store development, payment gateway setup, team training. Itemising shows the value and makes it possible to negotiate one item without touching the rest.
5. Discount, VAT and total
If you offer a discount, show it clearly (subtotal, discount, amount after discount), then VAT if applicable, then the total due. State whether prices include VAT. For accurate maths, see our VAT calculation guide.
6. Payment terms
For example: 50% on approval and 50% on delivery, or three payments tied to milestones. Specify the payment method, bank account and due date for each payment.
7. Notes and additional terms
Delivery time and when it starts (from receipt of the first payment and content), the cost of extra revisions outside scope, and file ownership after full payment.
Our quote and invoice generator brings these elements together in a structured document in Arabic or English: your details and the client’s, line items and quantities, discount and VAT, and notes — then you save it as PDF or print it. The document always carries a notice that it isn’t a certified tax e-invoice, and no data is stored.
Making the quote persuasive, not just a price list
- Open with your understanding of the client’s problem: a line or two in the covering message summarising what you understood of their need.
- Tie items to outcomes: “local payment gateway setup” means “your customers pay with mada and Apple Pay without friction”.
- Offer options: a basic and an advanced package make the client compare your options rather than compare you with a competitor.
- Add similar past work with one or two links.
- Keep it easy to read: one or two pages, clear headings, no unnecessary technical jargon.
Pricing before the quote
A beautiful quote won’t rescue a wrong price. Before you write the number, work out: how many hours will the job really take? What are your direct costs (subscriptions, tools, licences)? What margin do you need? And don’t forget meetings, revisions and communication — that’s work time too. Big discounts to win a client cut your profit more than you’d expect, as our discount strategy guide shows.
After approval: from quote to invoice
- Get written approval (a signature, an email or a clear message).
- Issue the first payment invoice — from a certified system if you’re subject to e-invoicing.
- Any scope change during the work is added as a supplementary quote before it’s carried out.
- On delivery, issue the final payment invoice and hand over files after payment, as agreed.
And keep your messages professional from the start with a clear email signature from our email signature generator.
An example: quote structure for an online store project
| Item | What it includes |
|---|---|
| Storefront design | Home, category, product and cart pages, with two revision rounds |
| Store setup | Uploading up to 50 products from data the client provides, and configuring shipping and VAT |
| Payment gateways | Connecting local payment methods and testing a full purchase |
| Training | One remote session on managing orders and products |
Then, under the table: “This quote does not include product copywriting, product photography, the platform subscription or paid advertising. Additional revisions beyond the two rounds are charged at the agreed hourly rate.” Those few lines are what prevent “I thought that was included” a month later.
Key takeaways
- A quote sets scope, cost and terms before work starts — it isn’t an invoice.
- A written scope, including what’s excluded, prevents most disputes.
- Show clear line items, a visible discount and VAT, and the total due.
- Set payment terms and a specific validity date.
- Official tax invoices come from a certified system if you’re subject to e-invoicing.
Frequently asked questions
How long should a quote be valid?
Usually two weeks to a month, depending on how stable your costs are. Projects tied to fluctuating supplier prices need a shorter validity.
What if the client asks for a discount after receiving the quote?
Rather than cutting the price outright, offer to reduce the scope: drop an item, or reduce the number of pages or revision rounds. That protects your rate, lets the client choose what fits their budget, and makes clear the price reflects the work, not just negotiation.
Should prices include VAT?
For businesses, showing the amount before VAT, then VAT, then the total is clearest. For individuals, a VAT-inclusive total may be clearer. What matters is that there’s no ambiguity.
Can I use a simple invoice if I’m not VAT-registered?
That depends on your legal status and type of business. Check ZATCA’s requirements or ask an accountant what applies to you.
A clear quote saves you time and disputes, and raises your approval rate. Prepare your next one with our free quote and invoice generator — and if you want a professional identity across your documents, messages and website, get in touch.
