Why software quotes are hard
Clients ask “how much for an app?” A single number hides scope mismatch. Professionals break work into phases and modules so clients see where money goes—and change requests can be priced as add-ons.
Typical line items
| Module | Notes |
|---|---|
| Discovery & prototype | Interviews, flows, wireframes |
| UI/UX | Visual system, key screens |
| Frontend | Web / mini program / mobile |
| Backend & API | Logic, database, integrations |
| Third-party | Payments, SMS, maps, SSO |
| QA & UAT | Test cycles, fix rounds |
| Deployment | Hosting, DNS, SSL, CI |
| Training & docs | Admin guide, handover |
| Warranty / ops | Year-one fixes, monitoring (optional line) |
Template: software quotation template.
Day rate vs fixed price
- Day rate: shifting scope; state “estimated X days × rate”
- Fixed: frozen spec; changes via formal CR quotes
Hybrid is common: core fixed, extras on day rate.
Milestone payments (example)
Total 120k CNY:
- Signing 30%
- Prototype/UI sign-off 20%
- UAT on staging 30%
- Go-live 15%
- End of warranty 5%
Put this in payment terms on the quote.
Draft with AI
- Open AI quote generator
- Template: Software dev
- Describe stack, platforms, timeline, budget band, maintenance
- Tune days and rates in the form
- Export Excel or print PDF
Overview: quotation generator online.
Quotes, contracts and invoices
- Quote phase: Excel/PDF for client sign-off
- After contract: scope locked; changes quoted separately
- After delivery: invoice per quote vs invoice
Use Excel tools if you need to reshape exported data.
Pre-send checklist
- Each line maps to a spec section
- Tax and currency clear
- Validity (often 14–30 days for software)
- Exclusions (hardware, compliance audits, etc.)
- Warranty scope and response time