Estimate templates · IT Services
IT Services Quote Template — Free & Fillable
An IT quote mixes three things that behave differently: hardware that changes price weekly, subscriptions that renew, and labor you can only estimate. This template starts with a real network and firewall upgrade so each is on its own line with the right terms.
Make your IT services quote
Prefilled with a sample network and firewall upgrade — every line, the terms and the notes. Change the quantities and rates to your own, add your logo and the customer’s details, and download a clean PDF. No signup, no watermark.
What goes on a IT services quote
Labor lines first, each named for the outcome (design, firewall, deployment, cutover) with hours and rate. Then hardware by model, then subscriptions with their term. Customers approve projects faster when they can see that the hardware is half the total and the labor is the part you control.
| Line item | How it’s priced | Example |
|---|---|---|
| Remote support | Per hour, 15-minute increments | $135/hr |
| Onsite support | Per hour, 1-hour minimum | $150/hr |
| Project engineering | Per hour | $165/hr |
| After-hours | Per hour | $225/hr |
| Hardware | Per unit — model and warranty term | Business laptop $1,489 |
| Subscriptions and licenses | Per seat or per year | Threat protection $610/yr |
| Managed services | Per user or device, per month | Monthly agreement |
| Recycling and drive destruction | Per device, with certificate | $25 |
Example prices come from the Keystone IT demo price book (Columbus, OH). Your market, crew and suppliers will differ — use them for structure, not as a rate card.
How to price a IT services job
Separate the three cost types. Hardware is quoted by model with its warranty term; subscriptions and licenses by seat or by year, flagged as recurring; labor as estimated hours at role-based rates. A single “network upgrade — $9,800” line hides the renewal the client will be surprised by next year.
Price after-hours work at a premium and put it on its own line. Cutovers usually have to happen when the office is closed, and clients accept the premium when they see why.
For ongoing support, managed services are usually priced per user or per device per month, with a defined scope; anything outside it is billed hourly. Quote the agreement and the project separately so the monthly number stays clean.
Deposits and payment schedule
Hardware is typically billed when it arrives — or up front with a deposit on large orders — because you’re carrying the cost. Project labor is billed as tracked time, often monthly. Managed services agreements bill monthly in advance.
- ApprovalHardware ordered (deposit on large orders)
- Hardware arrivesHardware invoiced
- Monthly / at completionTracked labor invoiced
Hardware, licensing and warranty
Keep validity short — 15 days is common — because hardware pricing and availability move quickly. State that configured hardware is non-returnable, and that labor is an estimate billed as tracked time unless you’re quoting a fixed price.
List warranty terms per item (business PCs often carry multi-year onsite warranties) and your own labor warranty. Before migrations, say who is responsible for verified backups — and quote the backup check if it’s you.
Frequently asked questions
How do I write an IT services quote?
Describe the outcome, then list labor by task with hours and rates, hardware by model with warranty terms, and subscriptions with their renewal period. Add a short validity date, billing terms for hardware and labor, and what’s out of scope.
Why are IT quotes only valid for a short time?
Hardware prices and stock change quickly. A 15-day validity protects you from honoring a price you can no longer buy at — say so on the quote.
Should IT project labor be fixed price or hourly?
Hourly (tracked time against an estimate) suits projects with unknowns like migrations. Fixed price suits well-defined work you’ve done many times, like a standard workstation deployment. State which on the quote.
How do I price managed IT services?
Usually per user or per device per month, with a written scope — monitoring, patching, help desk, backups — and an hourly rate for anything outside it. Quote it as a recurring agreement, separate from one-off projects.
When the job is done
An approved quote becomes your invoice — same lines, same numbers. Grab the IT services invoice template, or open the invoice generator and bill what you quoted. Not sure which document you need? Read estimate vs. invoice.
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