About this template
Quote Template & Cost Calculation 2026/2027 is a complete, editable package for those who want to provide clear quotes while maintaining control over prices, VAT, costs, and follow-up. You receive a client-ready quote in Word and PDF, a separate quote acceptance/order confirmation, a detailed user guide, an English working document, and an Excel workbook with calculation formulas and a quote register.
The package is suitable for small business owners, contractors, consultants, service companies, and suppliers who want to work in a structured manner without an expensive quote management system. Price: 79 SEK, one-time purchase. The templates are based on Swedish conditions and need to be adapted to each assignment and client relationship.
Version 1.0 for 2026/2027. Legal premises have been verified against the Swedish Companies Registration Office/Verksamt and the Swedish Consumer Agency, including information on tenders, acceptance, and the Consumer Services Act. This template is not an individual legal or tax opinion.
Included in the quote package
| Document | Content and use | Format |
|---|---|---|
| 1. Quote / Tender | Customer details, quote number, assignment description, price rows, VAT, pricing model, validity period, delivery terms, limitations, and acceptance. | Word + PDF |
| 2. Quote Acceptance & Order Confirmation | Separate document with clear connection to the quote, customer acceptance, changes, final terms, and supplier confirmation. | Word + PDF |
| 3. Detailed user guide | Step-by-step, instructions for filling in, price control, legal considerations, common mistakes, archiving, and official sources. | Word + PDF |
| 4. Quote & Order Confirmation (English) | A supplementary English-language working document for quotes and order confirmations in a Swedish business context. Not a complete English translation of all Swedish documents. | Word + PDF |
| 5. Quote Calculation & Quote Register | Excel with five tabs: calculation, quote register, follow-up, overview, and instructions and sources. | Excel (XLSX) |
Total of 9 delivery files: four DOCX, four searchable PDF, and one XLSX, collected in a ZIP file. All main documents are in Swedish and a shorter English working document is included.
Who is the quote template suitable for?
It is particularly useful for contractors and service companies that specify labor and materials; consultants with service descriptions, deliverables, and hourly rates; suppliers and trading companies with items, quantities, and discounts; as well as small businesses and associations that need a consistent quoting process. For larger contracts, public procurement, or complex international VAT, you will need supplementary industry terms or professional advice.
Excel calculation with price, VAT, and internal margin
| Excel sheet | What can you do? |
|---|---|
| Quote calculation | 40 quote items with type, description, quantity, unit price, discount, internal cost, and VAT per row. Automatic calculation of net price, VAT amount, gross price, and internal contribution margin. |
| Quote register | 80 rows for sent quotes, customer, validity period, quote value, responsible party, and status: draft, sent, negotiation, accepted, etc. |
| Follow-up | 80 activities to track next customer contact, responsible party, priority, and implementation. |
| Overview | Dashboard with number of quotes, accepted/rejected quotes, quote values, win rate, and open activities. |
| Instructions | Fill-in guide, explanation of formulas, risks, and relevant sources. |
Excel handles VAT rates per row instead of locking all products and services to 25%. You must personally select the correct tax rate and check if special VAT rules apply. A missing VAT rate will not provide a correct gross price. Discount is entered as a decimal, for example 0.10 for 10%.
Important: The calculation's internal costs and margins are confidential working data – do not send the entire Excel workbook to the customer. Copy the reviewed customer amounts to the Word quote. Excel is not an accounting system, does not generate invoices, and does not send reminders automatically. ROT/RUT, reverse VAT, foreign VAT, and special tax rules are not calculated automatically.
How to use the quote template – from calculation to accepted quote
- Gather the supporting data. Enter company name, organization number, customer, scope, costs, delivery time, and what is expressly not included.
- Calculate in Excel. Register each item with quantity, unit price, and any internal cost. Enter the correct VAT rate per item and check the summation.
- Choose the correct pricing model. Fixed price, approximate price, or time and materials have different consequences. State the pricing model explicitly and do not write contradictory terms.
- Fill in the Word quote. Transfer customer details, specified items, and the customer's total price. For consumers, the price information including VAT must be clear.
- Set validity period. Check when and how the quote is to be accepted, start and delivery times, and payment terms.
- Send the customer version. It is recommended to save Word as PDF, review the file, and send only customer documents – never an internal calculation by mistake.
- Document acceptance. Use acceptance/order confirmation to link the accepted scope to the correct quote number and version. Customer changes may be a new tender.
- Follow up. Register the quote in Excel, note the customer's decision, and the next activity. Archive the final documents and relevant communication.
What are the legal rules for quotes and tenders?
A quote is an offer of goods or services with terms. Verksamt.se states that a quote should normally include what is being offered, price, VAT, and delivery and payment terms. It is important to specify a validity period. A clean acceptance can lead to a binding contract, while a response with changes may be considered a new tender.
If a consumer purchases a service within the scope of the Consumer Services Act (1985:716), there is mandatory consumer protection. For an approximate price estimate, as a general rule, it may not be exceeded by more than 15 percent, subject to permitted exceptions or special agreements under the law. A fixed price may not be increased without reason, and additional work needs to be handled correctly. Read the Swedish Consumer Agency's guidance for businesses.
There are differences between providing a quote to another business and to a private individual. For consumers, clear price information including VAT is particularly important. A quote template cannot alone determine the correct VAT rate or if a specific deduction is allowed. Check your tax rules and current conditions separately.
Common mistakes to avoid
- Sending prices excluding VAT to a consumer without clear information about the total price.
- Using standard VAT on all rows even if the conditions might vary.
- Forgetting scope, limitations, or terms for materials, additional work, and delivery.
- Omitting the expiry date and handling acceptance unclearly.
- Mixing internal cost calculation and the customer's quote.
- Thinking that a quote is an invoice or that values in the quote register are booked sales.
- Providing an approximate price estimate without understanding the rules for consumer services.
Frequently asked questions
Can I use the quote template for both private individuals and businesses?
Yes, but terms and price information must be adapted to the customer type. For services to consumers, the Consumer Services Act may be mandatory.
Does Excel calculate prices and VAT automatically?
Yes, after you enter price, quantity, any discount, and the correct VAT rate per row. You are responsible for ensuring the chosen VAT setup fits the specific sale.
Are ROT and RUT deductions included?
No. These have special rules and require verification of, among other things, eligible work and the customer's conditions. The calculation does not perform automatic ROT/RUT deductions.
Is the quote a binding contract?
A quote can be binding for the offeror during the validity period, and a clean acceptance can create a contract. The consequences depend on the parties' terms, circumstances, and relevant legislation.
What does contribution margin mean in Excel?
The difference between net revenue and specified internal row costs. It is a simplified internal metric, not booked profit or a complete cost outcome.
Is there an English version?
Yes, a supplementary English Quote & Order Confirmation is included, intended for use in a Swedish business context. Other main documents and the guide are in Swedish.
How are the files delivered?
As a digital ZIP package with editable Word and Excel files as well as searchable PDFs. Shopify requires the ZIP file to be linked in Digital Products for automatic download delivery to occur after purchase.
File format and delivery
Word (DOCX) + PDF + Excel (XLSX). A total of nine files: four Word files, four PDF files, and one Excel workbook with five sheets. The files can be edited offline in compatible software; PDF is used for printing and distribution. Digital product, no physical shipping.
Official sources and further reading
- Verksamt/Tillväxtverket – Quote and tender
- Swedish Consumer Agency – Consumer Services Act for businesses
- Swedish Consumer Agency – Hiring contractors
- The Riksdag – Consumer Services Act (1985:716)
Disclaimer: The package is a standardized document template and an administrative tool. It does not replace individually designed contracts, industry-specific terms, or legal, tax, or accounting advice.
