Whether you are a freelancer, tradesperson or consultant — if you want to win jobs, you need a professional quote. It shows potential clients what you will deliver, how much it costs and how long the offer is valid.
In Switzerland, there are no legally required fields for quotes as there are for invoices. Nevertheless, there are established standards you should follow — both from a legal perspective and to make a professional impression.
01What Belongs in a Quote?
A complete quote contains all the information your client needs to make a decision. Here is an overview of the key components:
| Component | Description | Status |
|---|---|---|
| Sender (Name, Address) | Your company name and full address | Required |
| Recipient (Name, Address) | Name and address of the potential client | Required |
| Quote Number | Unique reference number (e.g. QUO-2026-001) | Recommended |
| Date | Date the quote was created | Required |
| Subject / Project Title | Brief description of the job | Recommended |
| Description of Services | Detailed list of all line items | Required |
| Quantities and Unit Prices | Per item: quantity, unit and price | Required |
| Total Amount (CHF) | Total of all line items | Required |
| VAT (if liable) | VAT rate and amount, if registered | Conditional |
| Validity Period | How long the offer is valid (e.g. 30 days) | Recommended |
| Payment Terms | Payment deadline, instalments, advance payment | Recommended |
| Delivery Timeframe | When the service will be delivered | Recommended |
02Download Template
We have created two free quote templates — one for Word and one for Excel. Both feature a professional layout with all recommended components.
Professional layout with placeholders. Customise, export as PDF and send by email.
Quote layout with automatic formulas for subtotal, VAT and total. Ideal for multiple line items.
03Writing a Quote — Step by Step
Download the Word or Excel file and open it in your preferred program.
Replace the placeholders with your company name, address and contact details. These details remain the same on every quote.
Enter the name and address of the potential client. Write a precise subject line, e.g. 'Quote: Website redesign for samplecompany.ch'.
Describe each service as a separate line item. Be as specific as possible — this builds trust and avoids misunderstandings. Enter the quantity, unit (hours, pieces, flat rate) and unit price.
Specify how long the quote is valid (30 days is standard). Define payment terms, e.g. '50% upon order confirmation, 50% upon completion'.
Save the quote as a PDF and send it by email. A PDF looks more professional than a Word file and cannot be accidentally altered.
04Quote vs. Cost Estimate
In everyday language, 'quote' and 'cost estimate' are often used interchangeably. Legally, however, there is an important difference:
- Quote (Offer): A binding offer with a fixed price. If the client accepts the quote, a contract is formed at the stated terms. You cannot increase the price afterwards (unless you have included a reservation).
- Cost Estimate: An estimate of the expected costs. The final price may differ — a tolerance of 10% is typically accepted (under Swiss case law). Overruns beyond this must be communicated to the client immediately.
05From Quote to Invoice
Once your client accepts the quote and you have delivered the service, you create the invoice. Ideally, the invoice is based on the quote line items — keeping everything consistent.
- Transfer the line items from the quote to the invoice. Adjust quantities if the scope has changed.
- Reference the quote number on the invoice — this makes it easier for your client to match the documents.
- Check that payment terms and deadlines match those in the quote.
- Do not forget VAT if you are VAT-liable — even if the quote showed amounts excluding VAT.
With einzly, you can convert quotes into invoices with one click — all line items, prices and client details are transferred automatically. Learn more in our article Creating and Sending Quotes.
06Create Quotes Automatically with einzly
Instead of filling in templates by hand, you can create quotes with einzly in just a few clicks and send them directly by email.
- Professional layout: Every quote is generated as a print-ready A4 PDF — with your logo, all details and clean formatting.
- Quote to Invoice: Convert an accepted quote into an invoice with one click. All line items and client details are transferred.
- Tracking: See at a glance which quotes are open, accepted or declined.
- VAT automatic: The correct rate is applied, net and gross amounts are calculated.