Worked example

Software development services quote example

Quoting software development involves phases, estimated hours and changing scope. This example gives you a realistic starting point.

Quote software services in Quotive

Organize phases, hours and totals in a single document.

What makes a software quote different

Unlike a physical product, software development is often quoted by phase or in blocks of hours, with a scope that may evolve during the project. Clear phases and exclusions are particularly important.

Steps

1. Divide the project into phases or modules

Discovery, design, development, QA and deployment are typical phases. Quoting by phase makes it easier to approve work and adjust scope without rewriting the entire document.

2. Estimate hours per phase, not just a single total

Showing estimated hours for each block gives the client transparency and helps protect you if the scope grows during the project.

3. Make technical exclusions explicit

Third-party integrations, ongoing maintenance and out-of-hours support are often outside the base scope. Say so explicitly.

4. Set milestone-based payments

A deposit at the start, a payment when design is completed and a final payment on production delivery is a common structure that reduces risk for both parties.

Software quote example

Quote #Q-2026-031 for “Booking platform”, client Hotel Delmar. Amounts are in USD, with an illustrative 16% tax:

  • Discovery and architecture — 20 h × $45.00 = $900.00
  • UI/UX design (10 screens) — 30 h × $45.00 = $1,350.00
  • Frontend + backend development — 120 h × $45.00 = $5,400.00
  • QA and deployment — 16 h × $45.00 = $720.00
  • Subtotal: $8,370.00 · Example tax (16%): $1,339.20
  • Total: $9,709.20 USD · Excludes: payment integrations and ongoing maintenance

Related resources

Free Excel quote templateBuild your own line items by phase and hour.How to create a quote, step by stepThe basics before adapting a quote for software services.

How to do it in Quotive

In Quotive, you can create line items by phase with hours and rates, calculate the total automatically and send a trackable quote. If the client requests changes, edit the document and share the same link again without losing the history.

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Frequently asked questions

Should I quote by the hour or offer a fixed project price?

It depends on the scope. If it is well defined, a fixed price per phase gives the client more predictability. If the work is exploratory, quoting blocks of hours helps protect your time.

What if the client requests scope changes?

Treat them as a new line item or additional phase with its own price. Do not absorb scope changes without recording them in the document.

Should I include maintenance in the initial quote?

You can list it as an optional item, but it is often clearer to quote it separately once the project is in production.