This software development quotation template connects each priced feature to expected behavior, dependencies and an acceptance record. It keeps the original scoped subtotal intact while a new request remains unestimated.
State the known scope before the fee
PandaDoc's software scope-of-work template separates services and deliverables, functional and nonfunctional requirements, and assumptions. Use those structural distinctions to explain a quote; its contract clauses, payment rules and example rates are not adopted here. Software scope-of-work structure
The original fictional quote QS01 covers a local task-list app. The listed prices are illustrative fixed fees, not market benchmarks. Actual client/provider details, delivery format, supported environment, dates, revision terms, acceptance authority, payment and tax terms remain TO CONFIRM.
| Feature/work item | Known scope | Illustrative fixed fee |
|---|---|---|
| F01 | Add and edit a task | $300 |
| F02 | Filter open and completed tasks | $120 |
| F03 | Supplied acceptance-case checks and handoff | $180 |
| Known scoped subtotal | F01 + F02 + F03 | $600 |
Authentication, a server, multiple users, persistent storage, network integration and deployment are outside this stated scope. A local app design is not a deployed service. Do not describe these exclusions as included simply because a client expects a “complete app.” Reconcile the actual intended environment and deliverable before approving the quote.
Give the behavior a checkable record
The quote's requirements/acceptance matrix should keep expected behavior apart from actual test results.
| Case | Linked feature | Proposed check and expected behavior | Dependency | Actual result |
|---|---|---|---|---|
| C01 | F01 | Add a task with a title; one task becomes visible. | Agreed title-input rules and local task representation | Blank |
| C02 | F01/F02 | Mark a task complete; it no longer appears in the Open view. | Agreed status behavior and filter definitions | Blank |
These are supplied proposed acceptance cases. They have not been executed. Complete the actual edit-specific criterion and any additional required checks with the client; two cases should not silently become proof that every promised behavior is covered.
F03 prices the stated checks and handoff work. The actual test environment, evidence format, handoff contents and acceptance decision still need confirmation. A recorded pass should later identify the version, input, observed output and reviewer. It should never be copied from the expected-result column.
Treat CSV import as a separate change brief
Request F04 is CSV import. Record it beside QS01 without adding a guessed fee:
| F04 dependency | Question that must be resolved |
|---|---|
| Column mapping | Which column maps to title, status and any other approved field? |
| Invalid-row handling | Which conditions are invalid, and should the import reject the file or report/skip those rows? |
| Encoding and file format | What encoding and CSV conventions must be supported? |
| Duplicate handling | What identifies a duplicate, and should it be skipped, updated or retained? |
| Verification and handoff | Which input fixtures, expected outputs and user instructions are required? |
Keep each answer TO CONFIRM until supplied. Do not assume import includes cloud storage, integrations or deployment. Once the rules are known, estimate implementation, tests and handoff together. Record the actual reviewed fee and any schedule impact before producing a revised total.
The current price summary is known scope $600; F04 fee unestimated; revised total unavailable. Unestimated does not mean $0. The old subtotal is not the final price of the changed scope.
Preserve the proposal and the decision
Use a change record with fields for request ID, original quote version, proposed behavior, unresolved dependencies, implementation/test/handoff estimate, revised fee, schedule effect, reviewer and actual decision. Leave unsupplied amounts and approvals blank.
A useful unsent clarification is:
QS01's known scoped subtotal is $600 for F01–F03. To estimate F04 CSV import, please confirm column mapping, invalid-row handling, encoding and duplicate rules. The revised total is not available until implementation, testing and handoff work have been estimated and reviewed.
If a new price is later approved, retain the original QS01 and link the change decision to the revised quote. Do not overwrite the original assumptions or turn the clarification message into evidence of acceptance. This is a scope-and-pricing worksheet, not a completed contract or delivered application.
Copy this prompt for your software quote
Prepare an original US-English software quotation worksheet QS01, feature/fee/expected-acceptance matrix and CSV change brief. Do not create code or claim completed tests, deployment, customer acceptance or a contract.
Fictional local task-list app: F01 add/edit task fixed $300; F02 filter Open/Completed fixed $120; F03 supplied acceptance-case checks and handoff fixed $180. Known scoped subtotal $600. Prices illustrative, not market rates. No authentication, server, multiuser, persistent storage, network integration or deployment included. Actual delivery format, environment, dates, revisions, acceptance authority, payment and tax terms TO CONFIRM.
Proposed C01: adding a title creates one visible task. Proposed C02: marking a task complete removes it from Open view. Keep actual results blank. Include dependencies for input/status/filter rules and a request to complete edit-specific and other necessary acceptance criteria; these two cases are not complete proof of every feature. Record actual tests later by version/input/observed output/reviewer, never by copying expected results.
Client requests F04 CSV import. Mapping, invalid-row handling, encoding and deduplication rules TO CONFIRM. Include questions and a change form for implementation, tests, handoff estimate, fee, schedule impact, reviewer and actual decision. Unknown fee is not $0. Preserve original $600 known scope; revised total unavailable until actual reviewed estimate is supplied. Do not invent added fees, approvals, terms or integrations. Include an unsent clarification message and preserve quote/change versions. Maintained quote and requirements records authoritative.
Review the price beside the acceptance criteria
An optional prepared HTML review in NOS can place QS01's priced features beside the expected cases and unresolved F04 brief. NOS supports saving and rendering HTML. Keep the maintained quotation and requirements records authoritative; the review does not build, test or deploy the application.
Explore NOS to present the prepared scope review. Leave the client able to see what $600 covers and which facts are still needed to price the change.