Product sellers send quotes before a customer commits to a bulk, custom, or recurring order. The buyer is usually comparing unit price, minimums, lead time, and shipping cost across several suppliers. A quote that shows the full landed cost avoids surprises when the invoice arrives.
When to use estimates: Use estimates to provide project quotes and get client approval before starting work. Once approved, convert your estimate to an invoice with one click to collect payment.
Create an invoice for payment collection
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Invoice_1001_Client_2026-10-14.pdf
Locks in exactly what is being priced so a change in quantity or variant is clearly a new quote.
Material and wholesale costs change. A 15 to 30 day expiration protects you from honoring old pricing.
Shows how price drops at higher volumes and prevents buyers from claiming a tier price on a smaller order.
Buyers plan around delivery. Stating production time and whether it starts at deposit or artwork approval prevents disputes.
Freight can be a large part of the total. Say whether it is estimated or actual, and who owns the risk in transit.
Clarifies one-time fees, how many proof revisions are included, and that production begins only after written approval.
Custom or special-order goods cannot be resold easily, so state what is non-refundable once production starts.
| Service | Priced | Typical range |
|---|---|---|
| Wholesale price (share of retail MSRP) | percent of MSRP | 40-60% |
| Volume discount on large orders | percent off unit price | 5-20% |
| Shipping and handling (small parcel orders) | flat fee per order | $8-35 |
| Freight / LTL shipping (pass-through) | per shipment | $75-400 |
| Custom label, artwork, or personalization setup | flat fee | $50-250 |
| Rush order surcharge | percent of order | 10-25% |
| Restocking fee on non-defective returns | percent of returned items | 10-25% |
| Independent sales rep commission | percent of order value | 5-20% |
Typical US ranges. Rates vary by region, experience, and job size.
Include product, setup, shipping, and tax treatment on one page. Buyers compare totals, and a low unit price with hidden freight loses trust.
Showing prices at 50, 100, and 250 units lets the buyer choose and often raises the order size. Make sure each tier still meets your margin.
Base the quote on what it costs to restock today, not what you paid for existing inventory. Include a note that pricing may change if supplier costs shift before the order.
A clear end date creates a reason to decide and covers you if costs or availability change.
Many sellers charge for samples and credit the cost against a first order. Free samples are usually reserved for serious buyers with a clear volume. Shipping on samples is often paid by the buyer.
Generally not if the quote is still valid and the order matches. If quantities, specs, or ship dates change, issue a revised quote. Include language that pricing assumes the listed quantities.
Use a short validity window, state that the price is subject to supplier cost changes, and ask for a deposit to lock in materials once the order is accepted.
It is strongly advised. A written acceptance, even by email, along with the deposit and approved artwork, gives you documentation if the buyer later disputes specs or cancels.
Use the Product Sales invoice template to bill the client, or convert this estimate once it's approved.
Product Sales invoice template