FREE EXCEL TEMPLATE FOR DISTRIBUTORS AND WHOLESALERS
A quote template for distributors, with the fields that matter
Most quote templates are built for freelancers and contractors: a logo, a list of services, a total. A distributor’s quote is a different document. It lists catalogue items with part numbers and units of measure, prices them by customer tier, shows what is in stock and what is not, offers substitutes, adds freight and tax, and says how long the prices hold.
This free Excel template has those fields. It calculates unit prices from your list prices and the customer’s tier, totals every line, adds freight and tax at a rate you set, and prints on one US Letter page. Download it, replace the sample lines with your own, and send it as a PDF.
Last updated
Download the quote template
There is nothing to sign up for. The file has no macros and no external links; it is a plain Excel workbook with working formulas. It has three sheets: Quote, the page you fill in and print; Instructions, a short guide; and Settings, where you define your customer tiers and the units of measure.
An Excel workbook with customer tier, quantity, unit of measure, availability, substitutes, freight, a tax rate you set and a valid-until date, with sample data you replace.
We built and tested it in Microsoft Excel. It uses only standard spreadsheet functions (IF, ROUND, VLOOKUP, SUM), so it should also open in LibreOffice and Google Sheets; after importing, check that the totals still add up. The sample data in the file is clearly marked, and none of it is a real customer or price.
Every field, explained
Yellow cells are yours to fill in. Grey cells are calculated. This is what each field is for, and why a distributor needs it.
| Field | What you enter or what it calculates | Why a distributor needs it |
|---|---|---|
| Quote no. and date | A unique number and the issue date | Lets the customer’s purchase order refer to this exact quote |
| Valid for (days) and valid until | You enter the days; the date is calculated | States how long the prices hold, as a date that cannot be misread |
| Bill to, contact, ship-to | Customer company, contact and delivery address or pickup | Delivery changes freight and lead time |
| Customer ref. | Their RFQ number, PO number or job name | Their system can match your reply to their request |
| Customer tier | Picked from a list (A, B, C by default) | Sets the discount off list price for this customer |
| Part no., description, qty, UoM | One line per item, with the unit of measure | Avoids “200 pieces” versus “200 boxes” disputes |
| List price | Your list price per unit | The base from which the tier discount is taken |
| Line disc. % | Optional extra discount for one line | For a special price beyond the tier |
| Unit price | Calculated: list price less tier discount less line discount, rounded to the cent | The price the customer sees, the same way every time |
| Line total | Calculated: quantity × unit price | No arithmetic by hand |
| Availability / lead time | In stock, or when it ships | Tells the customer what to expect for each line |
| Substitute (part no.) | An alternate you can offer | Alternates are shown, not swapped silently |
| Subtotal, order discount, freight | Calculated subtotal; you enter an optional order discount and freight | Everything added to the goods is visible |
| Tax rate and “apply tax to freight?” | You set the rate and the freight rule | Tax rules vary by place and by customer, so the rate is yours |
| Total | Calculated: subtotal less discount plus freight plus tax | The number the customer pays against |
| Payment terms, delivery terms, notes, how to accept | Free text | The conditions the quote is made on |
| Checked by | The initials of the person who reviewed it | A second person has read the quote before it leaves |
What a filled-in quote looks like
The file opens with a sample quote already in it, so you can see every formula work. The customer is on tier B, which the Settings sheet defines as 8% off list price. Prices are rounded to the cent line by line.
| Description / part no. | Qty | List price | Unit price (tier B) | Line total |
|---|---|---|---|---|
| Brass ball valve 3/4 in — BV-075 | 24 | $10.00 | $9.20 | $220.80 |
| Copper elbow 3/4 in, 90° — CE-075 | 150 | $0.92 | $0.85 | $127.50 |
| PEX-A tubing 3/4 in, 300 ft coil — PXA-075-300 | 4 | $154.35 | $142.00 | $568.00 |
| Pipe hanger 3/4 in — PH-075 | 200 | $0.34 | $0.31 | $62.00 |
| Freight, flat rate | 1 | – | $35.00 | $35.00 |
| Sales tax 6.5% on goods | – | – | – | $63.59 |
| Total | – | – | – | $1,076.89 |
Sample products, prices and tax rate. Check: 10.00 × 0.92 = $9.20; 0.92 × 0.92 = $0.8464, rounded to $0.85; 154.35 × 0.92 = $142.00; 0.34 × 0.92 = $0.3128, rounded to $0.31. Goods: $220.80 + $127.50 + $568.00 + $62.00 = $978.30. Tax: $978.30 × 0.065 = $63.59. Total: $978.30 + $35.00 + $63.59 = $1,076.89.
Change the customer’s tier to C (15% off list on the sample Settings sheet) and every unit price recalculates. Type 10% in “Line disc. %” on the first line and only that line changes.
How to use the template
- Fill the yellow header cells: your details, the customer, the quote number and date.
- Pick the customer’s tier. Edit tier names and discounts on the Settings sheet to match your own price levels.
- Clear the four sample lines (columns B to G and J to K) and enter your own. Leave the formulas in columns H and I.
- Add freight, the tax rate and any extra order discount at the bottom.
- Write your payment terms, delivery terms and exclusions, and set how many days the prices are valid.
- Ask a second person to check the quote and write their initials in “Checked by”.
- Save as PDF and send. Keep the Excel file as your record, with a new revision number if you change it.
The sheet has 15 line rows. For a longer quote, insert rows above the last line and copy the formulas in columns H and I down. The Instructions sheet explains how.
Five choices that make a distributor’s quote hold up
- State the unit of measure on every line. It is the cheapest dispute to prevent.
- Print a valid-until date, not “30 days”. Pick a period you can honor when costs move.
- Show lead time on every line that is not in stock, and put substitutes on their own lines, labeled as alternates.
- Set the tax treatment deliberately. The right rate depends on where you operate and on whether the customer is exempt, and this template does not decide that for you.
- Have a second person check the quote before it goes out. A single wrong digit on a long quote is an expensive mistake.
The template is a layout. It is not legal, tax or accounting advice, and the content a quote must carry depends on your country and your terms of sale.
When a spreadsheet stops being enough
A spreadsheet is a fine place to write a quote while the volume is small. Two things eventually slow it down. The sheet does not know your catalogue, so every part number and price is typed or pasted by hand. And the customer’s request arrives as an email, a PDF, a photo of a handwritten list or a text message that someone has to read and re-key before the template can even be filled.
Qotora AI does that part. It reads the request as it arrived, finds each line in your own catalogue, applies your own price rules and customer tiers, and, when a line is unclear, asks a precise question instead of substituting. Every price traces back to your own data. A person on your team reviews the quote, and nothing leaves without approval. This template remains useful as a model of what a good quote contains.
Frequently asked questions
Is the quote template really free?
Yes. You can download the Excel file without signing up and use it for your own quotes. It has no macros, no external links and no hidden costs.
Can I edit the template and add my logo?
Yes. It is an ordinary Excel workbook. Insert your logo above the title, rename the tiers on the Settings sheet, change the wording of the terms and add lines. Keep the formulas in the grey columns so the totals stay correct.
How do I change the customer tier discounts?
Open the Settings sheet and edit the tier names and percentages. The Quote sheet reads from that table through the “Customer tier” dropdown, so every unit price follows.
What tax rate should I use?
The rate and what it applies to depend on where you operate and on the customer, for example whether they are exempt for resale. The template has a rate cell you set and a Yes or No choice for taxing freight. Ask your accountant which applies to you.
How long should the quote be valid?
Choose a period you can honor. A short window of days suits goods whose cost moves fast; around 30 days is common for stable catalogue goods. Enter the number of days and the template prints the valid-until date.
Does it work in Google Sheets or LibreOffice?
We built and tested it in Microsoft Excel. It uses standard functions that LibreOffice and Google Sheets also provide, so it should open there, but check the totals after importing.
What is the difference between a quote and an estimate?
A quote is a specific offer at a stated price for a limited time; an estimate is an approximate figure that may change. This template is for quotes. Our guide to quote versus estimate explains when to send which.