How to create a PDF quote

Creating a PDF quote is now the preferred solution for most professionals. Easy to share, compatible with all devices, and resistant to accidental changes, the PDF format allows you to send a clear, professional document that is ready to be reviewed and approved by your client.

However, many businesses still create their quotes using Word or Excel without always knowing how to generate a clean PDF, what information should be included or which tools can help them save time. A poorly formatted or incomplete PDF quote can slow down your client's decision-making process and create a less professional impression of your business.

In this guide, you'll learn how to create a PDF quote step by step, explore the different tools available, discover the information every quote should include, avoid the most common mistakes, and follow best practices for sending professional PDF quotes that your clients can easily review, approve and sign.

Why create a PDF quote?

The PDF format has become the standard for sending professional quotes. Whether you're a contractor, freelancer, consultant, tradesperson or small business owner, it allows you to share a clean, professional document that looks exactly the same on every device. Unlike a Word or Excel file, a PDF quote keeps its formatting regardless of whether your client opens it on a computer, tablet or smartphone.

One of the biggest advantages of a PDF is its professional appearance. Your client receives a finalized document that cannot be accidentally modified, reducing formatting issues, compatibility problems and unintended changes. PDF is also the preferred format for printing, archiving and sending quotes by email.

Although Word and Excel can be used to create quotes, they often require additional work such as formatting the document, calculating totals manually, exporting it as a PDF and checking that everything displays correctly. In contrast, a quote generator can produce a professional PDF in just a few clicks with automatic calculations and a consistent layout.

A PDF quote is suitable for almost every type of business, whether you provide services, sell products, carry out construction work or offer professional consulting. Regardless of your industry, sending your quotes as PDFs strengthens your professional image, makes communication with clients easier and ensures your document can be viewed exactly as intended.

Different ways to create a PDF quote

There are several ways to create a PDF quote today. The best option depends on how often you create quotes, the features you need and how much time you want to spend preparing your documents.

The table below compares the most common solutions used by professionals.

If you only create a few quotes each year, Word or Excel may be sufficient. However, if you regularly prepare quotes, an online quote generator can save a significant amount of time while reducing the risk of mistakes. You can generate a professional PDF quote in just a few minutes without worrying about formatting or manual calculations.

If you'd like to create a professional PDF quote directly from your browser, try our free quote generator.

How to create a PDF quote step by step

Once you've chosen the tool that best fits your business, creating a PDF quote is straightforward. The goal is not only to generate a PDF document, but also to produce a clear, professional quote that is easy for your client to understand and approve.

Step 1: Create your quote

Start by creating a new quote using the tool of your choice, whether it's Word, Excel, dedicated quoting software or an online quote generator. Before describing your products or services, take a few moments to enter the key information that identifies both your business and your client.

A professional quote should typically include:

• your business name;
• your business address and contact details;
• your client's name or company name;
• your client's contact details;
• the quote issue date;
• a unique quote number.

For example:

Business: ABC Renovation
12 Artisan Street
New York, NY 10001

Client: John Smith
245 Madison Avenue
New York, NY 10017

Quote #: Q-2026-018
Date: July 5, 2026

If you'd like to learn more about creating a professional quote, read our complete guide: How to create a professional quote.

Step 2: Add your products or services

Once you've entered the general information, it's time to describe the products or services you're offering. This is one of the most important parts of your quote, as it allows your client to clearly understand what is included in your proposal and how the total amount is calculated.

For each line item, provide a clear and detailed description to avoid any confusion. If necessary, organize your quote into multiple sections or categories to separate different phases of the project. A well-structured quote is easier to read and reinforces your professional image.

For each item, include:

• a description of the product or service;
• the quantity;
• the unit price;
• any applicable discount;
• the line total.

For example:

The more detailed your quote is, the easier it is for your client to understand exactly what they are paying for. Clear descriptions reduce misunderstandings, help prevent disputes and immediately give your business a more professional image.

Step 3: Check the important details

Before generating your quote as a PDF, take a few moments to make sure all the essential information is included. This final review helps prevent omissions, reduces unnecessary back-and-forth with your client and ensures your quote is complete before you send it.

Some of the most important details to verify include:

• the quote validity period;
• your payment terms;
• accepted payment methods;
• the estimated delivery or completion timeframe;
• any deposit required before work begins.

For example, you could include information such as:

Quote valid for: 30 days from the issue date.
Payment terms: 30% deposit upon approval, balance due upon project completion.
Accepted payment methods: Bank transfer or credit card.

Providing this information upfront reassures your client, clearly defines the terms of your proposal and reduces the risk of misunderstandings once the quote has been accepted. It also answers many of your client's questions before they even need to ask.

If you're unsure how much to request upfront, read our complete guide: How to ask for a deposit on a quote.

Step 4: Generate your PDF quote

Once your quote is complete, you can generate it as a PDF. This step converts your document into a file that is ready to share with your client while preserving the same layout across all devices.

Before exporting your quote, take a few moments to review it carefully. Make sure all the required information is included, that no line items are missing and that the amounts shown accurately reflect your offer. A final review often helps you catch spelling mistakes, calculation errors or missing information.

It's also a good idea to open the PDF after it has been generated to check its appearance. Make sure the layout is easy to read, tables are not split across multiple pages, your logo displays correctly and all important information is clearly visible. A clean, well-formatted PDF immediately reinforces your professional image.

Most quoting software and online quote generators can generate a professional PDF in a single click. You then have a document that is ready to send by email, share online or use as part of an electronic signature workflow.

If you'd like to learn how to download a PDF quote with Siklop, read our tutorial: Download a PDF quote.

Step 5: Send your PDF quote

Your PDF quote is now ready to be sent to your client. The goal is to make it easy for them to review your proposal and access all the information they need before making a decision.

PDF has become the standard format for sending professional quotes. It preserves your layout on every device and avoids the formatting issues that can occur with Word or Excel documents.

However, a standard PDF also has its limitations. Once the document has been sent, your client usually has to reply by email to approve the quote and make a separate payment if a deposit is required. As a result, tracking the progress of the quote often depends on multiple back-and-forth conversations.

To simplify this process, some solutions combine your PDF quote with a complete approval workflow. With Siklop, Optimized Send allows your client to view the quote online, download the PDF and sign it electronically. You can also add an integrated online payment module, allowing your client to pay a deposit or the full amount directly by credit card, Apple Pay or Google Pay. You'll also be able to track whether your quote has been viewed, signed or paid in real time. To learn more about sending quotes and collecting payments online, read our complete guide: How to send quotes and collect payments online.

Common mistakes to avoid when creating a PDF quote

Creating a PDF quote is straightforward, but a few common mistakes can make your business appear less professional or make it harder for your client to approve your proposal. Before sending your quote, take a few minutes to check the following points.

Poor quote presentation

A cluttered or poorly organized quote can leave a negative first impression, even if the quality of your products or services is excellent. Misaligned tables, inconsistent spacing and an overloaded layout make your quote harder to read and can reduce your client's confidence in your business.

Use a clean layout with clear headings, easy-to-read tables and a logical visual hierarchy that highlights key information such as the total amount, payment terms and the quote validity period.

Forgetting important information

Before generating your PDF quote, make sure all the essential information is included, such as the contact details of both parties, the products or services provided, pricing, payment terms, the quote validity period and any required deposit.

An incomplete quote often leads to unnecessary follow-up questions and can delay your client's decision.

Not reviewing the PDF before sending it

Once your quote has been exported as a PDF, take a few moments to open and review it. Check that every page displays correctly, tables are not split across pages, your logo appears properly and all prices and important information are easy to read.

This final review helps prevent avoidable mistakes and immediately reinforces your professional image.

Creating a PDF that is difficult to read on mobile

Many clients now review quotes directly from their smartphones. A document with small text, oversized tables or a crowded layout can quickly become difficult to read on a mobile screen.

By using a clean, well-structured and uncluttered layout, you make your PDF quote easier to read regardless of the device your client is using.

How to save time when creating a PDF quote

Creating a PDF quote with Word or Excel can quickly become time-consuming. Every new quote requires you to update the layout, copy an old document, edit customer information, verify calculations, export the file as a PDF and double-check that nothing has been forgotten. If you create quotes regularly, these repetitive tasks can consume a significant amount of time.

An online quote generator automates much of this process. You start with a professional template, quantities, discounts and totals are calculated automatically, and your quote remains clean and well-formatted even after multiple edits.

With Siklop, you can also organize your quotes using sections and line items, making it easier to present your products or services clearly. Once your quote is complete, it can be generated instantly as a PDF. You can then send it to your client, collect an electronic signature, add an integrated online payment module and track its status from a single platform.

By automating repetitive tasks and centralizing the entire quoting process, you save valuable time while providing a smoother and more professional experience for your clients.

If you'd like to create a professional PDF quote in just a few minutes, try our free quote generator.

Conclusion

A PDF quote has become the standard way to present a clear, professional proposal that is easy to share with clients. Compatible with every device, it preserves your formatting when viewed, printed or archived while offering a more professional appearance than a Word or Excel document.

Creating a PDF quote involves more than simply exporting a file. A well-written quote should clearly describe your products or services, include all the essential information and be easy for your client to read and understand. The better your quote is presented, the more confidence it inspires and the more likely it is to be approved.

If you'd like to save time while creating professional PDF quotes, discover Siklop. You can create your quotes directly from your browser, generate professional PDFs, collect electronic signatures, add an integrated online payment module and track the status of every quote from a single platform.