Video production
quote generator.
Itemise the job, add your fee, and send a PDF that looks like it came from a company rather than a spreadsheet.
Fill it in below and the preview updates as you type. The PDF is built on your device — no account, no email address, and your client's name and prices are never uploaded.
Your details
Whatever should appear at the top of the document — your company, or your own name if you invoice as yourself.
Client and project
What the quote is for. The description is the scope — the thing you'll point at when someone asks whether a second edit round was included.
Quote line items
One line per thing the client is paying for. Quantity × unit price, less any discount on that line.
Production fee or contingency
Added after the lines, as a percentage of the subtotal or a flat amount. A contingency covers the overrun you can't itemise yet; a production fee is what your time managing the job is worth.
Nothing added. Most quotes carry one or both.
Tax
Charged on the subtotal plus any fee. Leave it off if you're not registered, or if the client accounts for it themselves under the reverse charge.
Terms, notes and exclusions
What's not in the price is worth as much as what is. Exclusions are where a quote stops being an argument later.
Live preview
This is the document that downloads.50% on booking, 50% on delivery of the final files.
A quote is the argument you'll have later, written down early.
Everything a client disputes after delivery — an extra edit round, a second location day, a music licence nobody priced — was either on the quote or wasn't. These are the parts that do the work.
Who, and for whom
Your name or company at the top, the client's beside it. Obvious, and the most common thing missing from a quote written in a hurry.
A number and a date
A quote number you can refer to in an email, the date it was issued, and the date it stops being valid. Thirty days is the usual window.
The scope
A short paragraph describing what's being made: deliverables, lengths, shoot days, how many revision rounds are included. This is the line you'll point at in three months.
Itemised lines
Quantity × unit price, grouped by category. A client who can see which line is expensive negotiates that line; a client shown one number negotiates the whole quote.
A production fee
The work of running the job — scheduling, hiring, insurance, supervision. Usually 10–20% of the subtotal, and on a small job it is often where the profit actually is.
Contingency
For the overrun you can't itemise yet. Ten per cent is a normal starting point and it is not the same thing as a production fee, though quotes routinely confuse them.
Tax, correctly
Quote net, show the tax as its own line, give the gross. For a business client in another EU country the reverse charge usually applies and the quote should say so.
Payment terms
When you get paid, and how much up front. 50/50 on booking and delivery is standard for commissioned video; thirds is common on longer jobs.
What's NOT included
Talent buyouts, music licensing, travel beyond a radius, extra revision rounds, rush delivery. Exclusions cost nothing to write and save the entire argument.
Price the job from the bottom up, then sanity-check the top.
Day rates times days, plus kit, plus everything that isn't either — then a fee for running it. Guessing a round number first and working backwards is how a job ends up funding itself out of your own time.
Crew, kit, locations, travel, post — every line at quantity × unit price.
Running the job: scheduling, hiring, insurance, supervision.
The overrun you can't itemise yet. Taken on the subtotal, not on the fee.
€10,500 net + €2,520 VAT. Quote net, show the tax, give the gross.
Percentages stack on the subtotal, not on each other
A 15% fee and a 10% contingency are both taken on the line subtotal. Charging the contingency on the fee too is a rounding error nobody notices until a client's accountant recalculates the quote — and it makes the price depend on the order two rows happen to be in. This generator always takes percentages on the subtotal.
A discount on a line, not on the total
If you're giving a client a break, put it on the line it belongs to. A discount on the bottom of the quote reads as a price you were willing to drop and invites another go; a discount on the second shoot day reads as a decision about that day. Every line here takes its own percentage.
Know your cost before you quote
A quote is a price. It only tells you what you earn if you already know what the job costs you — including the kit you own and the days you don't invoice for. The film budget calculator does that half, and explains the difference between a markup and a margin while it's at it.
What should a video production quote include?
Who is quoting and who it is for, a quote number and date, how long the price holds, a description of the scope, itemised lines with quantity and unit price, the subtotal, any production fee or contingency, tax if it applies, the total, payment terms, and — the part most quotes skip — what is not included. A quote that lists only a single total invites the client to negotiate the whole thing rather than one line of it.
How long should a video production quote be valid?
Thirty days is the normal window and the default here. Crew and kit rates move, and a quote with no expiry is a price you can be held to a year later when the job finally greenlights. State the date it expires on the document itself, not just in the covering email.
Should a quote show day rates or just a total?
Show itemised lines, but at the level you're willing to defend. Category totals — production, crew, equipment, post — are enough for most clients and keep a negotiation about scope rather than about what your gaffer earns. If you itemise every rate, expect each one to be questioned individually.
What is a production fee on a video quote?
A percentage, usually 10–20% of the line subtotal, covering the work of running the production: scheduling, hiring, insurance, supervision and the time spent on the job that isn't a shoot day. It is not the same as contingency, which covers overrun you can't itemise yet, and it is not profit — though on a small job it is often where the profit actually lives.
Should a quote include VAT?
If you're VAT-registered and the client is domestic, yes: quote the net figure, show the tax as its own line and give the gross total. For a business client in another EU country the reverse charge usually applies, so the quote carries no VAT and says why. Leave the tax off entirely if you're not registered — a quote that invents a tax line will be queried by the client's accountant, not by the client.
Is this quote generator really free?
Yes. It runs entirely in your browser, needs no account or email address, and the PDF is rendered on your device — the client's name and your prices are never uploaded. Slatewise itself, where quotes become schedules and margin reporting across projects, has a free plan with no card required.
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